DEPARTMENT OF PURCHASING & PROPERTY MANAGEMENT

Purchasing Procedures & Unapproved Purchase Order Training

STAFF• Charles Ward, Director – (p) 780-6090 Email: cward2@

• Melinda Williams, Sr. Purchasing Officer – (p) 780-6185 Email: mwillia2@

• Shaunta Nicole Henderson, Purchasing Officer – (p) 780-6162 Email: shender2@

• Davonia Holland, Purchasing Officer – (p) 780-6163 Email: dholland@

• Alma Bell, Purchasing Officer - (p) 780-6161 Email: abell@

• Shelia Battle, Admin. Office Associate – (p) 780-6008 Email: sbattle@

• Damone Harris, Property Supervisor – (p) 780-6297 Email: dharris5@

• Dennis Lampley, Property Specialist – (p) 780-6168 Email: dlampley@

DEPARTMENT CONTACT INFORMATION

WEBSITE

http://www.rvaschools.net/Domain/831

email: Purchasing@rvaschools.net

solesourceprocurement@rvaschools.net

emergencyprocurement@rvaschools.net

changeorderprocurement@rvaschoolsnet

Technologyprocurement@rvaschools.net

property@rvaschools.net

RESPONSIBILITY OF SCHOOLS/DEPARTMENTS

• Principals/department heads or employees are not authorized to indicate in any way or manner to any salesman or company that he will recommend a particular product.

• The principal or head of a department making unauthorized purchases shall be held personally liable for the costs of such orders or contracts, and, if already paid for out of School Board funds, that amount may be recovered in the name of the School Board in an appropriate action.

• Purchasing personnel as well as school and departmental personnel involved in any aspect of a purchasing decision, are not allowed to solicit or accept money, gifts, meals, sporting event tickets, technology items or entertainment from suppliers. Going to lunch with vendors should be avoided because of the appearance of favoritism that may be perceived.

WHAT’S NEW IN PROCUREMENT

• Electronic Purchase Order (PO) Processing• Vendor email address required in order to email purchase orders• No blue or golden rod copy will be sent from purchasing to schools/departments• Schools/departments will receive an email from purchasing• Schools/departments must key a receiver after items are received from vendor

• Credit Card Processing• Purchasing will use when required• Schools/departments must complete form and provide signature• School/departments must pickup card from Purchasing• Schools/departments must provide budget account code

• Amazon Ordering Process • Purchasing will process on an as needed basis• Not used when there is a contracted vendor already in place• Must be keyed as an unapproved purchase order• No IT software/hardware purchases allowed• Schools/departments must key a receiver after items are received from Amazon

WHAT’S NEW CONTINUED

• Lowes Ordering Process

• Schools/departments must key an unapproved purchase order

• Schools/departments must request sub-account setup

• Schools/departments must provide account number on unapproved PO

• Schools/departments must indicate if items will be picked up or require delivery

• Schools/departments must key in the receiver after items are received

• IT hardware/software cannot be purchased

• A $20 delivery fee is charged for items that require delivery

• On-line ordering is available and require approval from the Director of Purchasing

• Item pick up from local store will require you to swipe the Lowe’s Pro Card

WHAT’S NEW CONTINUED

• RPS District Travel Services

• Currently working to finalize the process with HotelPlanners

• New procedures will be implemented in October

• Training will be provided to administrators and budget holders

• Current forms will be required – Permission to Attend and Departmental Invoice

• Electronic signature authority required- budget holder, administrator & cabinet member

• Gov Deals for surplus disposal

• Posting of surplus items on Govdeal website

• Items are picked up from schools/departments and delivered to the warehouse

• GovDeals sends a check to RPS Procurement & Property Management

• Funds are dispersed back into the general fund account

SMALL PURCHASE ORDER PROCEDURES

• All purchases under $1,000

• Schools/departments are responsible for the procurement

• No splitting orders

• No IT hardware/software can be ordered using an SP

• No serialized equipment or items that require tagging

• No large furniture or audio visual items

• Schools/departments must key the receivers

• For Lowes, Apple, HP, CDWG & Amazon, no SP’s are allowed

UNAPPROVED PURCHASE ORDER PROCEDURES

Description Dollar Amount Procurement Action

• Small Purchases (SP) $1,000 or less Schools/Department

• Unapproved Po’s $1,000 to $4,999.00 Purchasing will process, approvePO & award to firms directly

• Unapproved Po’s $5,000 to $9,999.99 Purchasing will request bids/rfp’s

from at least three (3) vendors by

fax, telephone or email

UNAPPROVED PURCHASE ORDER PROCEDURES CONTINUED

Description Dollar Amount Procurement Action

• Unapproved PO’s $10,000 to $49,999.99 Purchasing will requestbids/rfp’s from at least four(4)

vendors using the informal

(unsealed) method by fax, email or mail

• Unapproved PO’s $50,000 and over Purchasing is required to get

formal written bids/rfp’s from

vendors and advertise in the

local newspaper.

PROCUREMENT METHODS

• Telephone Quotes

• Informal (unsealed) Bids/Request for Proposals

• Formal (sealed) Bids/Request for Proposals

• Sole Source

• Emergency

TECHNOLOGY PROCUREMENT PROCEDURES

• Technology standards are located on my.rps.edu/Technology/Asset and Standards.aspx

• Direct all questions to William Waller at wwaller@rvaschools.net or (804) 317-0604.

• Technology orders must be keyed using an unapproved purchase order

• Desktop computers and printers require the completion of the fixed asset and site survey forms to be faxed or emailed to (804) 780-6151 or abell@rvaschools.net

• Laptops and other technology items require only the fixed asset form to be completed

• After unapproved purchase order is approved, the PO is keyed into the Numara system for ordering, processing and delivery by TIG

• Numara will send footprint email notification to PO keyers regarding the status of PO throughout the process

• Numara/TIG will send a footprint email notification to authorized budget holder to set up delivery of HP desktop and laptop computers

TECHNOLOGY PROCUREMENT CONTINUED

• Delivery of printers and other technology items will be delivered to the RPS Property Management for asset tagging and delivery

• Delivery of items from TIG requires the PO keyer to process the receiver in AS400 when a footprint message shows the status as received by TIG

• RPS warehouse personnel will process the receiver for all items that are delivered to Property Management

• Software, licenses or online website access purchases made for the first time will require the approval of ICTS (Monique Yates, Mgr. of Data Systems & Support Services)

• Software items that are deemed sole source require the Sole Source Justification form to be completed

• iPad purchases require the iPad pre-procurement document to be completed and forwarded to Dr. Waller for approval

• Dr. Waller will provide a quote to the PO keyer/budget holder once the process is approved

SOLE SOURCE PROCEDURES

• Schools/departments must key an unapproved purchase order in the AS400

• The purchasing officer searches for other available vendors

• If no other available vendors are found, a justification letter is required from the end-user to be completed and signed by an authorized person.

• The purchasing officer negotiates with the sole source vendor

• The sole source form is sent from Purchasing, after due diligence is performed, and requires approval from an administrator

• The purchasing officer prepares and posts a Notice of Intent to Award

• The purchase order is approved and sent to administration for signature and then faxed, emailed or mailed to the vendor

EMERGENCY PURCHASE PROCEDURES

• Emergencies are categorized in two groups: • Significant to threaten life, health and property• Operational emergencies that affect services

• School/department/Administrator notifies purchasing of the emergency

• Purchasing Director/designee grants approval for an unapproved purchase order to be keyed

• School/department keys the unapproved purchase order

• School/department completes the Emergency Justification form and sends to Administrator (Asst. Superintendent) for signature

• Asst. Superintendent forwards form to the Superintendent for signature and notify School Board

• Purchasing Officer post the Notice of Intent to award and sends PO to Administrator for approval

• PO is faxed, emailed or mailed to the vendor

PROPERTY MANAGEMENT

• Services Provided:

• Central Receiving

• Tagging equipment

• Maintaining computer files of all assets

• Process surplus equipment

• Arrange sales, disposal or transfer or retired equipment

• Conduct physical inventories

• Prepare fixed asset reports for schools/departments

• Inventory management of fixed assets. (Desktops, laptops, etc.)

• Hours of operation: 7:00 am – 3:30 pm

PURCHASING & PROPERTY MANAGEMENT FORMS

• Authorized Budget Holder to request a change to a PO

• Change Order Form

• Sole Source Form

• Emergency Justification Form

• Fixed Asset and Site Survey Form

• Procurement Complaint Form

• Textbook Surplus or Discard Form

• Surplus & Transfer Form

• Technology Surplus & Transfer Forms

• Vendor Forms – Bidder’s Mailing List Application, W-9, Statement of Debarment

QUESTIONS