Richland County School District One Purchasing 101

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Richland County School District One Purchasing
101
Procurement Code
Competition and Price Reasonableness
Procurement Regulations
Special Procurement Procedures

• YOU DIDNT ASK, BUT YOU NEED TO KNOW
• DIRECTOR, PROCUREMENT AND WAREHOUSE SERVICES
• ROBERT M. HARDISON
• July 29, 2008

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AUTHORIZATION AND RESPONSIBILITIES

• It is the responsibility of the Procurement
  Services Department to assure the Administration
  and the Board of School Commissioners that
  purchases are made in a legal, ethical, and
  professional manner, and that they are made in
  compliance with the various policies, rules,
  statutes, and regulations governing these
  actions.
• The Procurement Director is responsible for
  insuring compliance with all Federal, State, and
  District procurement regulations.

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COMPETITION THRESHOLDS

• Purchases 0.00 - 1,500.00
• requires no competition if prices fair and
  reasonable
• Purchases 1,500.01 - 5,000.00
• requires minimum (3) verbal or written quotes
  award to lowest responsive, rsponsible bidder
• Purchases 5,000.01 - 10,000.00
• requires minimum of (3) written quotes award to
  lowest responsive, responsible bidder
• Purchases 10,000.01 - 24,999.99
• requires written solicitation of written quotes,
  bids or proposals. Advertised in the State
  newspaper or District website. Award to lowest
  responsive, responsible bidder or highest ranking
  offeror.
• 25,000.00 and over (Invitation to Bid/RFP)
• usually sent out on a 30-day formal bid. Award
  to lowest responsive and responsible bidder or
  highest ranking offeror. Subject to protest.
• The Board approves all Purchase Orders and
  Contracts 50,000.00 or more. Award is not given
  until sixteen (16) days after issuance of Notice
  of Intent to Award

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SPECIAL PROCUREMENT PROCEDURES
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SOLE SOURCE PROCUREMENTS

• There is lack of competition for a product or
  service
• It is a unique, one-of-kind product or service
• The product is not obtainable from similar
  products and this product is not marketed
  through other wholesalers, jobbers, or
  distributors whose competition could be
  encouraged.

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In all cases requisitions or purchase orders for
sole source purchases must be accompanied by
written justification (sole source form) with
sound reasons to support the request. The
responsible Procurement Officer will make a
written determination as to validity of the
justification. The Sole Source form must be
signed by the Superintendent or designee for
approval. The Superintendent has authorized the
appropriate Cabinet member to sign this form when
applicable to his/her area of supervision.
The kind of procurement you are requesting
The name of the vendor
Justification for using only this vendor
Signature of Superintendent or Division Head
The end user signature
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EMERGENCY PROCUREMENT

• The Procurement Officer or designee may make or
  authorize others to make emergency procurements
  only when there exists an immediate threat to
  public health, welfare, critical economy and
  efficiency, or safety under emergency conditions
  as defined in the District Procurement Code.
• A written determination of the basis for the
  emergency and for the selection of the particular
  contractor shall be included in the contract file.

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1. Description of emergency condition
2. Vendor name
3. Reason why no other vendor is suitable
4. Date and requisitioners signature
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UNAUTHORIZED PROCUREMENT

• Under no circumstances should a vendor provide
  services to the District prior to issuance of a
  purchase order.
• Be advised You may be held financially
  responsible for any unauthorized purchases.

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Unauthorized Procurement Requests must be
processed in the following manner

• 1. A written letter detailing facts as to how
  the procurement occurred, the responsible
  vendor and responsible employees names and
  the amount of the procurement.
• 2. A copy of the invoice.
• 3. An expenditure request with the amount
  required for payment, with fund
• codes and approvals.

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Unauthorized Procurement Letter

• The memorandum must respond to the following
  questions
• What were the circumstances that led to the
  unauthorized procurement?
• What corrective actions will be taken to ensure
  that unauthorized procurements will not occur in
  the future?
• A brief statement regarding corrective action
  taken (ex. employee has been informed to follow
  proper procurement procedures and warned that
  they could be held financially responsible for
  unauthorized procurements)
• This memorandum must be signed by the following
  individuals
• person who made the unauthorized procurement,
• his/her supervisor
• Forward all three (3) required documents to the
• Procurement Services Office for processing

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Contract Modification (Change Orders)

• The Change Order form shall be used when the
  scope of the contract or purchase order is
  changed as it affects
• delivery date or destinations
• the quantity of items ordered
• the unit price, increase or decrease and/or any
  other terms pertinent to the original purchase
  order.
• All such changes shall be requested by using a
  Change Order form where the total sum of the
  original order is exceeds or decreases by 50.00
  or 5 or more
• Caution Change Orders are not to be use to
• circumvent the system.

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Date Purchase Order Number
School/Dept Location
Company name and address
Specific reason for the change order

• The original PO amount
• The amount to increase or decrease
• The new PO amount

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VENDOR APPLICATION

• An application must be completed for each new
  vendor. Request for goods or service cannot be
  completed without an application on file.
• The vendor may visit our Procurement web-site to
  complete an application (www.richlandone.org)

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Information Needed 1. Company name and
Address 2. Telephone and Fax numbers 3.
Remittance address 4. Fein/SSN Number 5. Person
Authorized to sign bids 6. Type of
Organization/ Business 7. Commodity, the
type of service or business you
offer 8. Authorized Signature
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Vendor Complaints

• The End User should use the Vendor Complaint form
  to document any issues with poor performance,
  non-conforming goods, etc.
• It is important to be specific in making a
  complaint. The Vendor Complaint form is sent to
  the Procurement Officer for review and resolution.

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All information is required, your comments are
very important
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Procurement Issues

• Pre-paid requisition
• Requisitions must include a note stating
• Pre-paid is a required, include date and
  specific instruction (i.e., fax to vendor, or
  pick-up check arrangement)
• 2. End Users are encouraged to check the status
  of their pre-paid requisitions prior to the event
• Request to attend (Conference\Travel)
• Standard District procedures for Conference and
  Travel are
• Request To Attend is completed
• Submitted to Finance for approval
• If requested 100 is paid for registration
• 75 for hotel or car rental
• Reimbursement paid on return

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WHO TO CONTACT?
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PEPSI AND SNACK VENDING

• District Contact Jenny McCoy, Procurement
  Specialist
• Phone [phone]
• E-mail jmccoy_at_richlandone.org
• Donated Products
• Bottled water only
• High Schools
• 100 cases per year (24 per case)
• Middle Schools
• 50 casesper year (24 per case)
• Elementary Schools
• 25 cases per year (24 per case)
• Vending Machine Repairs
• Pepsi Bottling Group [phone]

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Procurement Staff

• Robert Hardison (CPPO), Director 231-7033
• Janice Seabrooks, Secretary III 231-7033
• LaShonda Outing (CPPB), Procurement
  Manager 231-7037
• Jenny McCoy, Procurement Specialist II 231-7035
• Stacy Gregg, Procurement Specialist I 231-7039
• Carol Lee, (CPPB), Procurement Specialist
  II 231-7029
• Patricia Wilson, Procurement Specialist
  II 231-7031
• Richard Vaughn, Construction Contracts
  Manager 231-7052

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Warehouse and Material Services

• Mercer Solone, Supervisor 231-7073
• Cynthia Martin, Customer Service
• Representative 231-7070
• Richard Hewlin, Interim
• Chief Material Support 231-7084
• Info on Equipment Arrival 231-7086

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Delivery and Movement Services

• Carlton Adams, Supervisor 231-7076
• Drivers
• Richard Reeves
• Hubert Holley
• Johnnie Taylor

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PRINT SHOP

• Paul Turner, Supervisor 231-7099
• Lisa Dixon, Secretary I 231-6950
• Tommy Flowers, Project Design
• Specialist 231-6950
• Digital storefront is located
•  http//216.151.85.35/ASP4/storefront.aspx

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Munis
Visit the Procurement Home Page Go to Munis
to view New Munis Tutorial http//www.richland
one.org/departments/procurement_services/MunisUpda
te.htm
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KNOWLEDGE IS POWER SO ASK THE QUESTIONS !