The following are the general procedures for different types of orders:
Normal Purchase Orders
The Purchasing Department will review the requisition. There may be instances where the vendor is changed to a vendor who can provide the requested materials at a lower price or with better service. The Purchasing Department, after reviewing the requisition, will send a Purchase Order to the vendor to authorize the purchase of the materials requested. A copy of the Purchase Order will also be sent to the originating school or department.
Blanket Purchase Orders
Bids and Quotes
When ordering supplies or equipment in excess of $150,000, the Purchasing Department must obtain sealed bids for the materials. This process includes placing a legal advertisement in the News and Tribune, allowing time for the potential bidders to respond, receiving the bids, opening the bids at a formal meeting, and having the Board of School Trustees award the purchase to the lowest responsible and responsive bidder. This process will usually take one to two months, depending on teh School Board’s schedule.
When ordering supplies or equipment with a cost between $50,000 and $150,000, the Purchasing Department (not the school) must obtain formal quotes. This process includes sending written requests for quotes to at least three businesses known to deal in the lines of materials to be purchased, allowing the business to respond, opening the quotes, and awarding the purchase. This process will take at least two weeks.
When ordering supplies or equipment with a cost below $50,000, the Purchasing Department may make purchases under small purchase policies establised by the purchasing agency or under rules adopted by the governmental body.
When a purchase involves the alteration or renovation of a school building, that purchase becomes a “Public Works” project and the formal process of obtaining sealed bids must be followed if the cost exceeds $50,000.