Policy 3310 - Purchasing

Purchasing

The Superintendent or designee shall maintain effective purchasing procedures in order to ensure that maximum value is received for money spent by the District and that records are kept in accordance with law.

Purchases shall conform to the requirements of the Education Code, Public Contracts Code, and the rules and regulations of the Board of Education.

The Board of Education delegates to the Superintendent, the Chief Business Officer, and the Director of Purchasing, individually, the authority to purchase necessary supplies, materials, apparatus, and equipment in an amount not to exceed the dollar limits set forth in Public Contracts Code Section 20111 for each transaction.

Pursuant to the provisions of Education Code Section 39873, all vegetables, meats, and dairy products are defined as perishable commodities under the meanings of that section. Bids for these items and seasonal commodities including canned goods may be accepted in written, oral, formal or informal manner. Purchases may be made from bids or on the open market, whichever method appears to be best for the District.

The Board of Education shall award all contracts exceeding the dollar limits prescribed by Public Contracts Code Section 20111. The Superintendent, the Chief Business Officer, or Director of Facility Planning, shall act as the Board's agent in executing contractual awards relating to the acquisition, disposal, or construction of land or facilities.

All purchases shall be made by formal contract, purchase orders, or by submitting a Reimbursement Request Form to the Business Office within thirty (30) days of purchase accompanied by an original itemized receipt for the purchase of allowable District materials not to exceed $250.00 per day.

Rule 3310

All purchases are to be made centrally through the use of purchase orders issued by the Purchasing Department. No District employee is authorized to make purchases from vendors nor obligate the District in such without authorization from the District Purchasing Department. The District assumes no liability for payment of any claims not made with an authorized purchase order. Any person making an unauthorized purchase assumes full personal liability for payments.

1. Purchase Requisition
   Requisitions may originate from any District employee. All requisitions are to be signed and dated by the principal or supervisor before forwarding to the Purchasing Department.
2. Open Purchase Orders
   A limited number of open purchase orders will be maintained with various local vendors to cover miscellaneous small purchases of a continuing nature. Each open purchase order will specify the authorized dollar amount, authorized signatures, and allowable materials to be purchased in that fiscal year.
3. Confirming Purchase Orders
   Confirming purchase orders will be issued for emergency materials and/or services only.
4. Petty Cash Funds
   Upon approval of the program manager, District personnel may purchase allowable materials under $25 from the revolving/petty cash fund. Requisitions accompanied by itemized original receipts must be submitted with the request for reimbursement to the petty cash fund.
5. Employee Reimbursements
   In the event a regular purchase order cannot be issued District personnel may request reimbursement for the purchase of allowable district materials not to exceed $250 per day. Those requesting reimbursement are required to a submit a Personal Reimbursement Request Form. An itemized original receipt must be submitted with the Personal Reimbursement Form to the Business Office within thirty (30) days of purchase.
6. Quotations
   The Purchasing Department will supervise quotations from at least three (3) vendors for purchases in excess of $10,000 and less than the legally required bid limit.
7. Bids
   The Purchasing Department will supervise formal bid procedures for purchases exceeding the legally required bid limit.