5.1. | Board Contracts and Appointments
The board may specifically approve major construction contracts and the appointment of professional advisors including architects, auditors and lawyers. The applicable departments coordinate the use of these services. |
5.2. | Consumption-Driven Contract Services
Certain services are contracted district-wide then utilized and charged to sites based upon consumption such as photocopier maintenance. |
5.3. | Cost-Recovered Internal Service
District departments provide a wide range of services to schools and departments without charge. However, some services are operated on a cost recovery basis. In these cases, the form requisitioning the service initiates the charge against the account coordinators account. Costrecovered internal services include: extra bus trips (Regulation #8901 – Student Field Studies, Appendix A); reprographic services; and facility improvements. (Also see Regulation #4202.4. – Internal Service Charges) |
5.4. | Imprest Fund Expenditures
Imprest funds supplied to sites can be used within the limits defined in Regulation #4420.1 – Petty Cash Funds to make minor purchases directly from vendors. |
5.5. | Bank Procurement Cards
Bank procurement cards can be obtained pursuant to Regulation #4660.1 – Procurement Cards. |
5.6. | Local Purchase Orders
Local purchase orders are utilized for specific approved applications authorized by the assistant secretary-treasurer. |
5.7. | Learning Resources
The Learning Resources Services Department coordinates the collection of learning resources orders and the ongoing placement of orders through the Purchasing Department to publishers. This is intended to ensure only authorized titles are ordered and to realize savings through bulk ordering. |
5.8. | Requests For Information
A Request for Information (RFI) may be used by the Purchasing Department to solicit information on new products and services. This process may be initiated before issuance of a Request for Proposals, Tender or Request for Quotation to determine specifications, scope of work, and requirements. An RFI may or may not request market prices; however, in no circumstance will an RFI result directly in a contract award. |
5.9. | Requests for Proposals
A Request For Proposal (RFP) may be used by the Purchasing Department to solicit both price proposals and information on products and services. Standard RFP documentation is utilized which outlines award criteria, general terms and conditions, specifications and specific or individual requirements. |
5.10. | Maintenance Service Contracts
Maintenance service contracts are utilized where unit rates are specified and usage is authorized by defined district staff. The total value of each of these arrangements is subject to pricing activity requirements defined in Regulation #4600.4 – Obtaining Vendor Pricing. |
5.11. | Blanket Purchase Orders
Blanket purchase orders are issued with a maximum dollar limit to facilitate the acquisition of larger volumes of small dollar value purchases within the limits of imprest fund expenditures defined in Regulation #4420.1. This enables the vendor to invoice the school district rather than be paid through the imprest fund process. Blanket purchase orders must not be used to circumvent pricing activity requirements noted in Regulation #4600.4. |
5.12. | Supply Contracts
Supply contracts have been negotiated with a number of vendors where the vendor provides a range of goods at discount prices. Information on these and additional arrangements are available through the Purchasing Department. |
5.13. | Purchase Requisitions
| a) | For purchases not addressed by the foregoing, the user is to complete and authorize electronically, a purchase requisition for action by the Purchasing Department. When completing Purchase Requisitions, users may specify unique product requirements; or specify standard product published in district catalogues. | | b) | Account coordinators are encouraged to utilize the knowledge in the Purchasing Department when seeking unique products as they may have been previously researched. | | c) | Purchasing is to ensure product standards are acceptable, terms of business are appropriate and required pricing activities are conducted before purchase orders are issued. | | d) | Purchase orders may be issued as either regular purchase orders or blanket purchase orders (which enable a series of purchases to be made; but must not circumvent requirements for pricing activity). |
|
