Purchasing Procedures

The Purchasing Department strives to achieve the best price for the district while allowing the district to operate efficiently and economically.  The Purchasing staff review or solicit purchase requests to ensure sound purchasing procedures were followed and adequate pricing comparisons were obtained.  Board approved purchasing methods are purchase orders and procurement cards.  In order to comply with Board purchasing policy, the following procedures are provided:

A.     Small Dollar Purchases – Procurement Cards

Price quotations are not required.  The purchase of goods or services totaling less than $5,000 shall be processed as a procurement card transaction or a purchase order assigned.  Buying from cooperative purchasing contracts and discount pricing agreements is encouraged.

B.     Purchases over $5,000 to $25,000

Competitive Requests for Quote must be obtained from a minimum of two or more suppliers for purchases of goods or services totaling above $5,000 not to exceed $25,000.  All purchase requests are reviewed by Purchasing before approval of a purchase order.    

C.     Purchases exceeding $25,000

A Formal Bidding procedure is conducted for these purchases facilitated by Purchasing. An Invitation to Bid or Request for Proposal process may be used, subject to Purchasing Department review.  District Board of Education approval is required for the purchase of goods and services totaling $100,000 and above before a contract is awarded.   

D.    Professional Services / Instructional Materials

Contracting for professional services, purchases of educational workbooks, textbooks, library books, expendable Science supplies are exempt from the competitive bid requirements.  Appropriate contract documents are submitted to Purchasing prior to purchase order approval.