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6700 Purchasing

  • 6000: Fiscal Management Goals
6700 Purchasing

Purchasing is an important function in support of the education of the students of the Brentwood Union Free School District. The role of purchasing is to provide the necessary supplies, equipment and services in the right quantity and quality, in the right place, at the time needed at the lowest cost to the District, and according to all applicable laws, Comptroller’s decisions, policies and procedures.

The purchasing process will be performed within the budgetary appropriations of each department, school, and/or program, and be reviewed by the District’s Purchasing Agent, Daniel Calderon, to insure they are following existing laws, regulations and Board of Education policies and procedures. The Purchasing Agent has the sole authority for the District to contract for necessary supplies, equipment and services. In the absence of the Board-appointed Purchasing Agent, this authority shall be delegated to the Board-appointed Substitute Purchasing Agent.

No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

It shall be the policy of this District that all qualified suppliers shall have an equal opportunity to supply the needs of the District from all approved methods of procurement. Sales representatives shall not visit or call on teachers or employees without prior approval of the Purchasing Agent. In dealings with vendors or their authorized representatives, the Purchasing Agent shall conduct himself/herself in accordance with the "Code of Ethics for School Purchasing Officials" as adopted by the New York State Association of School Business Officials and modified by the district. A copy of the Code is attached hereto and made part of this policy by reference (See Exhibit A). In addition, a conflict of interest may arise when an employee, officer, agent, any member of his or her immediate family, his or her partner, or organization which employs or is about to employ any of the parties indicated above, has a financial or other interest in, or a tangible personal benefit from a firm being considered for a contract/purchase.

The Board of Education shall review and adopt a Purchasing Policy, which outlines procedures and guidelines, and shall appoint a Purchasing Agent and Substitute Purchasing Agent on an annual basis. The Superintendent of Schools shall submit the recommended policy to the Board at the June Board Meeting for any recommended revisions by the Board of Education. The Purchasing Policy, Purchasing Agent, and Substitute Purchasing Agent shall be adopted/appointed at the annual meeting held in July of each year.

  1. Quality & Quantity of Goods and Services

When determining yearly order quantities, the Purchasing Agent will promote sound quality selection for all goods and services purchased and use sound judgment and good purchasing practices to avoid overbuying. Quality selection shall be determined by circumstances and level of use as defined below in Section A. Quantities needed must be stated on each purchase requisition and/or invitation for bid whenever possible, with the exception of annual contracts or blanket purchase orders where an estimate should be used based on previous year’s usage. (See Section B)

  1. Quality of Product
  1. The following factors should be considered when making purchases of equipment items:
    1. Long-term or short-term investment
    2. Economy of operation over a period of time
    3. Availability of funds
    4. Labor-saving potential
    5. Dependability in an emergency
    6. Durability over a long period
    7. Ease of maintenance
    8. Economy in repairs - cost of parts, standardization, etc.
    9. Service rendered by vendor when required
  1. The following factors should be considered when making purchases of supplies:
    1. Repetitive items - supplies used constantly in a school system
    2. Uniformity of product over a period of time
    3. Ease of use by students, teachers, or custodians
    4. Labor-saving potential (discard vs. repair)
    5. Durability
    6. Suitability for purpose
    7. Environmental Sensitivity
  1. Quantity of Product
    1. Non-recurring items (one-time purchase)

Quantity determination for the purchase of non-repetitive or non-recurring items to be used by one department or person will be based upon a determination of that department/building and approved by the appropriate department supervisor or building principal.

  1. Recurring items

Quantity determination of recurring items of purchase for use by two or more departments or people requires careful planning so that a blanket purchase order can be established. Listed below are some criteria for expediting this kind of purchase.

  1. Specific dates for submitting requisitions for certain items, or groups of items, will be established.
  2. Various groups in the District will be instructed to submit combined requisitions for volume pricing.
  3. The Purchasing Agent will combine all requests on a given item for the entire District.
  4. Replacement of storehouse stock will be based on:
    1. Inventory or stock record of item under consideration
    2. Past experience and demand
    3. Increase or decrease of pupil enrollment and number of teachers
  1. Factors to be considered when determining economical quantity to be purchased:
    1. Rate of use
    2. Quantity discount
    3. Time required for delivery
    4. Storage facilities available
    5. Market condition or trend
       
  2. The District will make purchases of large quantities of items, on a limited basis, when it deems such purchases to be in its best interest. The following criteria will be considered when making such determination:
    1. Budget allocation
    2. Existence of increased value at a lower cost
    3. Assurance of adequate and continuous supply
       
  3. The District will make small, frequent purchases of items used on a daily basis when it deems such purchases to be in its best interest. The following criteria will be considered when making such determination:
    1. Rate of deterioration
    2. Danger of obsolescence
    3. Likelihood of changes in staff preferences
    4. Likelihood of changes in market condition
  1. Types of Purchase
    1. Definite Quantity Orders – will be used when specific amounts of materials are to be purchased at one time, with delivery in one lot or at specific times during the year.
  1. Blanket Purchase Orders – are established for situations that require small repetitive purchases of goods or services from the same source. They provide less control than normal purchase orders and they should be used sparingly. Blanket/open purchase orders are subject to the bid and quote requirements and thresholds for individual purchases. Once a blanket/open purchase order is established, the open purchase order can only be increased with proper authorization, by the Purchasing Agent or Assistant Superintendent of Finance & Operations, after verifying that sufficient funds exist within the applicable appropriations budget code. The yearly or monthly estimated amount to be purchased should be encumbered, and then partial payments will be processed as required against the open order. The order is to be closed at the end of the fiscal year, or when the order is no longer required, whichever occurs first.
  1. Open Purchase Orders – provide less control than normal purchase orders and they should be used sparingly. Open purchase orders are subject to the bid and quote requirements and thresholds for individual purchases. Once an open purchase order is established, the open purchase order can only be increased with proper authorization, by the Purchasing Agent or Director of Business Services, after verifying that sufficient funds exist within the applicable appropriations budget code.
  1. Purchasing Guidelines

It shall be the responsibility of the Purchasing Agent to ensure that all District purchases are in compliance with New York State General Municipal Law Article 5-A Section 103, 104, 109, and any related New York State Case Law or Opinion of the State Comptroller, before approving any purchase. In that regard, the Purchasing Agent shall cause formal bids or Request for Proposals (RFP) to be used on all purchase (material) contracts, and all public works contracts over the General Municipal Law Section 103 limit. The Purchasing Agent is also authorized to approve purchases from any Board of Education-approved public agency contracts and cooperative contracts. On all open market purchases not expected to reach bidding thresholds, the Purchasing Agent will ensure that quotations and proposals are used according to this policy before approving any purchase. It shall be the responsibility of the Purchasing Agent to ensure that the most advantageous and correct method of procurement is used, according to this policy, for each request given to him/her, based upon the quality/quantity of the product or service, time of delivery and the cost of the product and/or service.

  1. Bids

The following procedures will be used for all purchases of supplies, materials, equipment and labor wherein the reasonably anticipated total expenditure is expected to exceed the New York State General Municipal Law bidding threshold, for the fiscal year, for the commodities requested.

  1. Advertising & Bidder Mailing List

Advertising: As per General Municipal Law Section 103, paragraph 2, an advertisement for bids shall be placed in the official, Board-approved, newspaper(s) of the District.

Bidder Mailing Lists: Bid specifications shall be mailed to all suppliers who have indicated in writing an interest in selling a certain item or providing a service to the District. The mailing list shall be maintained by commodity group. Once on the mailing lists, vendors will receive a copy of the District’s General Conditions and copies of all bid proposals for groups of items they are qualified to supply. It is important that vendors read and be familiar with all aspects of the General Conditions as well as with the instructions to bidders and specifications applicable to particular bid packages. (See Exhibits B and C)

  1. Opening

All bids will be opened by the Purchasing Agent or his/her designee at the time and place indicated in the bid advertisement. At this opening, bids will be read aloud and/or will be available for inspection by interested parties. In addition to the Purchasing Agent or his/her designee, the bid opening shall be attended by another District employee who shall act as a witness.

  1. Recording and Safekeeping of Bids

Bid proposals may be received at any time after advertising and before the opening time. A secure file shall be provided in the Purchasing Department for the safekeeping of bids prior to the opening. Bids will be date and time stamped prior to storage. A distinct envelope will be provided in the bid set by the District in order to identify the bid by name and number so that if more than one bid is to be opened at the same date and time, they may be properly grouped prior to the opening. Any bid received after the advertised date and time of opening will be returned to the bidder unopened.

  1. Award of Bids

All bids shall be recommended for award or rejection by the Purchasing Agent and must be approved by the Board of Education. Once approved or rejected by the Board, it shall be the Purchasing Agent’s responsibility to notify all vendors who submitted a proposal of the results. It shall be the policy of the District to award all bids to the lowest responsible bidder(s) that meet all the general specifications however, the Board authorizes that purchase contracts may be awarded on the basis of best value, as defined in State Finance law §163 In the event of a tie bid, all else being equal and one of the bidders has their place of business within the Brentwood Union Free School District, they shall be given the award. If applicable, the award recommendation shall include a reason why the award is not recommended to the apparent low bidder.

The District will maintain accurate and complete records in the bid file, as to the performance of any vendor or contractor, so that their failure to perform will be well documented for future reference.

  1. Documentation

The bid name and number shall be included on the purchase order to document that a purchase has been made as a result of a bid.

  1. Leases, Installment Purchases & Cooperative Bid Agreements

If the total expenditure is expected to exceed the New York State General Municipal Law bidding threshold for the fiscal year for the item requested, the following are also subject to the bid laws.

  1. Leases – Section 1725 of the Education Law permits the Board of Education to enter into agreements for the lease of personal property. If the term of the lease is to be for a period greater than the current school year, the Board must adopt a resolution determining that such agreement is in the best financial interests of the District and state the basis for that
  • Documentation: shall include written quotes or proposals, bids and a cost benefit analysis of leasing versus purchasing.
  1. Installment Purchase - Section 109-B of the General Municipal Law authorizes installment purchase contracts for all types of equipment. These contracts are authorized within the restrictions imposed by this section. Installment purchase contracts are subject to referendum requirements if financed by General Obligation Bonds.
  • Documentation: shall include written quotes or proposals, bids and a market analysis as to the benefit of acquiring equipment in this manner.
  1. Cooperative Bid Agreements – Article 5G, Section 119-0 of the General Municipal Law allows two or more school districts/BOCES to enter into cooperative bid agreements. Such agreements must be approved via the adoption of a resolution, by the respective Boards of Education, with the cost pro-rated in accordance with the anticipated volume of use by each participating district.
  • Documentation: a copy of the award report for each bid shall be on file in the Purchasing Department. Each purchase order issued under the Cooperative Bid Agreement shall include the name and number of the bid.
  1. Standardization

The purchase of standardized equipment and material may make it possible for the District to experience current as well as additional future savings. Inferior supplies or equipment may require more labor for their application and upkeep than a higher quality item. The requisitioner shall quantify, in writing to the Purchasing Agent, the additional savings associated with a higher quality product. This does not eliminate the necessity to conform to the competitive bidding requirement. Section 103 paragraph 5 of the General Municipal Law permits advertising, and subsequent award of bids for a particular type or kind of equipment, materials or supplies. Under this section, the District must adopt a resolution, approved by at least a three-fifths vote of all members of the Board of Education, stating the anticipated effect of the efficiency or economy and why there is need for standardization. Some of these reasons are set forth below:

  1. Instructional supplies and equipment
    1. Selection of specific titles and authors of textbooks, software, and other media, electronic or printed, which best meets the goals of the educational process.
    2. For classroom equipment and supplies, the Purchasing Agent will be an advisor to the educational process in the selection of quality.
  2. Maintenance and operations
    1. Equipment
      1. The District may require a certain brand or manufacturer’s item to fit into an established operation.
      2. In the procurement of maintenance equipment, consultation will take place between the requesting department and the Purchasing Agent to set up specifications covering a satisfactory type or grade of
    2. Supplies

Inferior supplies may require more labor for application and upkeep. The Director of Facilities shall quantify, in writing to the Purchasing Agent, the additional savings associated with a higher quality product.

  1. Office equipment and supplies

The maintenance of an established system of records will normally require replacement by a particular make of equipment or software, such as for bookkeeping, tabulating, and data processing equipment, etc.

  1. Vehicles
    1.  Equipment such as vans and trucks will be selected on the basis of the most suitable type based on past experience, road conditions and type of use.
      1. Light duty vs. heavy-duty
      2. Two wheel drive vs. four wheel drive
      3. Hybrid/Electric vs. alternate fuels 
    2. For interchange and purchase of parts, it is desirable to have two or more vehicles of the same make in a fleet.
  • Documentation: shall include written quotes, proposals or bids, the purchase order shall refer to the Resolution of
  1. Transportation and Cafeteria Contracts

Transportation and cafeteria contracts are subject to the same limits as Purchase Contracts under Section 103 of the General Municipal Law, except as noted. The District is permitted to use the RFP process, as per Section 305 of Education Law, when soliciting transportation contractors. Contracts for transportation may be extended, by Board of Education approval each year, if the cost for each extension is within the regional consumer price index for the New York, New York-Northeastern, New Jersey area based upon the index for all urban consumers (CPI-U) during the preceding 12-month period. Extensions of this contract must also reflect decreases in this index. As per Section 103, paragraph 9 of the General Municipal Law, and Commissioners Regulation 114.3 school districts may purchase eggs, livestock, fish and dairy products (except milk), fresh fruit and vegetables from producers or growers, in New York State, up to $150,000 with each vendor, without competitive bidding. Public notice shall be given in a manner which will provide all producers and growers who desire to sell to a school district or BOCES, pursuant to subdivision 9 of section 103 of the General Municipal Law and this section, an equal opportunity to do so. The resulting price must not exceed the wholesale price in effect on the date of purchase.

  • Documentation: shall include an annual recommendation for the extension of a transportation contract(s), which illustrates that the increases are within acceptable limits; bids. Records of public notice and wholesale price comparisons will be kept in the School Lunch Department.
  1. State/County/BOCES/Federal/National Cooperatives, Piggybacking, Best Value and Purchases from Preferred Sources, Without Bids

Purchases may be accomplished without bidding from the following sources: United States Government Contracts, New York State Contracts, County Contracts, B.O.C.E.S. Cooperative Bidding Agreements, Federal/National Cooperatives, Piggybacking, Best Value, Corcraft (New York State Prison Industries), Industries for the Blind, Industries of the Handicapped, cooperatives with other school districts and for surplus items from the Federal Government/municipalities.

Section 103 (16) and Section 104 of General Municipal Law allows school districts to utilize contracts let by the United States or any agency thereof, any state, county or any other political subdivision or district therein. The contract must be let in a manner that constitutes competitive bidding “consistent with state law,” and made available for use by other governmental entities. The procedures which school districts must follow in participating in State Purchase Contracts is described in the “Guide to OGS Contracts” dated April 2009. Additionally, County Law 408-a, allows counties to extend their contracts to school districts without competitive bidding. Purchases made in accordance with these laws are not subject to the competitive bidding requirements of GML §103. The District will accept the terms and conditions for such contracts and the responsibility for audit and inspection thereof. The District shall comply with New York State Finance Law Article 11, Section 162, as applicable, when purchasing commodities and services produced from Preferred Status Vendors as approved by the Commissioner of Education. Preferred status shall be accorded to: Corcraft (New York State Prison Industries); any qualified charitable non-profit-making agency for the blind; any special employment program serving mentally ill persons; any qualified charitable non-profit-making agency for other severely disabled persons; a qualified veterans' workshop providing job and employment-skills training to veterans; and any qualified charitable non-profit-making workshop for veterans.

It is the district’s responsibility to review each “piggybacking” contract corresponding to a proposed purchase, upon the advice of counsel as necessary, to determine whether the original contract does not conflict with state law or regulation, and meets the following requirements:

  1. The contract must have been let by the United States, or any agency thereof, any state, or any other political subdivision or district therein;
  2. The contract must have been made available for use by other governmental entities; including New York State local governments;
  3. The contract must have been let to the lowest responsible bidder or on the basis of best value, in a manner consistent with General Municipal Law §103. Those main elements are:
    1. Public solicitation of bids or offers;
    2. Secure or confidential bids or offers;
    3. Use of a common standard for bidders or offers to compete fairly; and
    4. Award to the lowest responsible bidder, or responsible offer of best value, which optimizes quality, cost and efficiency.

To ensure all contracted suppliers shall have an equal opportunity to supply the needs of the District and to ensure best value is being verified, when there are numerous similar contracts, the purchasing agent may require the following:

  1. Up to $750.00: No quotes required for purchases.
  2. $750.00 to GML limit: (3) written quotations shall be solicited – Documentation to be attached to file copy of purchase order.

As per General Municipal Law Section 103(6) school districts have a statutory exception that permits the purchase of surplus and second-hand supplies, materials and equipment without competitive bidding from the Federal or State government or from any other political subdivision, school district, or public benefit corporation within the State.

In summation, purchases made through cooperative bids/contracts will be in accordance with General Municipal Laws and NY State Finance Laws in their most current form as approved by New York State Office of the Comptroller.

  • Documentation: shall include copies of contracts and price lists maintained in the Purchasing Department. All purchase orders will reference these contract numbers. The issuing of a purchase order to Industries of the Blind, Industries of the Handicapped, Corcraft, the Federal or State government, public benefit corporation or other school district will be sufficient documentation for this type of purchase.
  1. Emergency Purchases

General Municipal Law Section 103, paragraph 4, provides for the acquisition of goods and services in emergency situations and provides that "in the case of a public emergency arising out of an accident or other unforeseen occurrence or condition whereby circumstances affecting public buildings, public property or the life, health, or safety of property or the inhabitants of a political subdivision or district therein, require immediate action which cannot await competitive bidding, contracts for purchase or public work may be approved without compliance with formal bidding requirements. The emergency must be a true emergency that affects the health and safety of those concerned. If time permits, the Board of Education will be requested to declare an emergency. If time does not permit, the Board of Education will be informed at their next regular meeting as to the nature of the emergency and to resolution of the emergency.

  • Documentation: A memorandum shall be filed explaining how an emergency meets the above criteria and a copy of the memo shall be attached to the applicable purchase order(s).
  1. Purchases from Monopolies and Sole Sources

Competitive bidding is not required under Section 103 of the General Municipal Law where the object of the contract is controlled by a monopoly, such as in the case of electric utilities and water companies. Should particular supplies, materials, equipment or services be obtainable directly from only a specific vendor (sole source), then a true monopoly exists and the purchase would not be subject to competitive bidding. It shall be the responsibility of the Purchasing Agent to ascertain if this condition exists. Textbooks and/or software chosen through the regular process of the Districts selection committee, which are available from only one publisher, will be considered a sole source item. Maintenance of existing software and hardware that is only available through one provider will be considered a sole source item.

  • Documentation: All purchase orders meeting the above criteria shall clearly indicate that it is a sole source purchase. Notations shall also be made on the purchase requisition and if possible, a sole source letter should be obtained from the vendor and made part of the purchase order file.
  1. Insurance

The District realizes it has an obligation to the taxpayers to adopt insurance practices that will obtain the best coverage for the lowest cost. To this end, the District’s procedure will be to solicit competitive quotations on insurance, or join cooperatives, in order to reduce the cost of insurance.

  • Documentation: Either a summary of quotations or a memorandum explaining why competitive quotations were not solicited shall be retained on file in the Business Office.
  1. Professional Services

General Municipal Law, Section 103, states that there are no requirements for the advertisement of bids and approval of contracts for professional services. The courts of New York State, the Controller and the Commissioner of Education have determined in numerous decisions that professional services are exempt from bidding requirements, since they require special skills and training.

The District considers the following areas to be professional services and to be exempt from the bidding requirements: legal services, medical services, property appraisals, architectural services, engineering services, music instrument repair, investment management, claims management, pharmaceutical services, auditing services, occupational services, physical therapy, and third party administrators.

The awarding of professional service contracts without solicitation of alternate proposals or quotations would be in the best interest of the District based upon the following criteria being met: continuity of service, confidentiality of service, cost effectiveness of the service, confidence in the expertise of the provider of the services being rendered based upon his/her record, knowledge of the District’s needs and the ability to meet these needs in a timely basis.

It shall be within the District’s right to award professional service contracts based upon the above. The District may also determine from time to time that it may be in its best interest to solicit Requests for Proposals (RFPs) for some or all of the above services.

  • Documentation: A memorandum, attached to the respective purchase order, shall be filed indicating why the purchase falls under this category.
  1. Open Market Purchases

Open market purchases shall be those not meeting the criteria set forth in the preceding paragraphs A to I. In that regard, telephone quotations, informal quotations, request for quotations, requests for proposals, on-line sources, catalogs, and price lists may be used. It shall be the practice of the District to purchase competitively whenever possible. This procedure is intended to secure the best available value for the tax dollars invested, and at the same time allow vendors and suppliers to earn business from the District in an equitable fashion. The following procedures shall be used:

  1. Equipment/Supply Purchases: (Purchases for commodities under General Municipal Law Section 103 Limits)
    1. Up to $1,000.00: No quotes required – Review by Purchasing Agent.
    2. $1,001.00 to $5,000.00: three (3) verbal or written quotations shall be solicited – Documentation to be attached to file copy of purchase order.
    3. $5,001.00 to General Municipal Law Limit: three (3) written quotations shall be solicited – Documentation to be attached to file copy of purchase order.
  1. Public Work Purchases: (Purchases for services under General Municipal Law Section 103 Limits)
    1. Up to $5,000.00: no quotes required – Review by Purchasing Agent.
    2. $5,001.00 to $9,999.00: three (3) verbal or written requests for proposals shall be solicited – Documentation to be attached to file copy of purchase order.
    3. $10,000.00 to General Municipal Law Limit: three (3) written quotations shall be solicited – Documentation to be attached to file copy of purchase order.

It shall be the responsibility of the Purchasing Agent to determine whether or not a quote is sufficient to proceed with a purchase. If three (3) verbal or written quotations or proposals have been solicited, but not all were received, the Purchasing Agent may require that the specifications be changed for the item(s) being requested and/or require the requisitioner to solicit three (3) new verbal/written quotations or requests for proposals (RFP). Due to the number of schools in the District requesting purchases, there may be duplication of these requests. If a quotation is still in effect, it shall not be necessary to request quotations on additional requirements that appear to be the same.

  • Documentation: Telephone logs for verbal quotations and a summary of the requests for quotations or proposals shall be filed with the purchase order in the Purchasing
  1. Purchasing Procedures

Purchasing procedures for receiving and paying for goods and services shall be developed and reviewed on a yearly basis to insure they comply with sound principles of business management and conform with all Federal and State laws, local ordinances, Board of Education regulations, and State Education Department decisions. These specific procedures and guidelines shall be found in the District’s Administrative Handbook

  1. Steps in the Procurement Procedure

The following illustrates the basic steps in the procurement process:

  1. Requisitions: All requests for goods and services shall be initiated electronically by the end user. All requisitions must be clear, concise, and leave no doubt as to the items and quantity desired and shall include the appropriate account code and required back up documentation. They shall be signed by the building principal or department supervisor for approval, and then sent to the Purchasing Agent for review, processing and approval. A copy will be retained by the school/department.
  1. Specifications: Specifications are to be prepared in detail by the Purchasing Agent and made available to the prospective contractors or vendors.
  1. Bids or Quotes: Checked and tabulated by the Purchasing Recommendation shall be made to the Board of Education for formal sealed bids.
  1. Request for Proposals (RFP): Checked and tabulated by requisitioner. Recommendation shall be made to the Board of Education for RFP’s.
  1. Purchase Orders: Signed by the Purchasing Agent and shall be electronically printed in sets of one original and four copies to be used as follows:
    1. Original to vendor (white)
    2. 1st copy - to Purchasing Department file (goldenrod)
    3. 2nd copy - to Warehouse (green)
    4. 3rd copy – to Accounting Department file copy (pink)
    5. 4th copy - to requisitioner (blue), who must forward signed copy to Purchasing Department indicating satisfactory completion of order.
  1. Follow-up: By requisitioner, in consultation with the Purchasing Agent.
  1. Receipt of Goods and Services: Requisitioner signs the blue copy of the purchase order and sends it to the Purchasing Department indicating
  1. Blanket Purchase Order: Requisitioner signs a photocopy of the purchase order indicating partial receipt of goods, or services, and forwards it to the Accounting Department where the partial payment will be documented on the file copy of the purchase order. The Purchasing Department must receive the blue copy to close order.
  1. Quality Control: By the Purchasing Agent and end user to see that the item or service meets specifications, based on need or use.
  1. Claim Form and Payment: Approved by the Assistant Superintendent of Finance & Operations. Checked for accuracy and processed by the Accounting Department. Approved by the Internal Claims Auditor.
  1. Contracts/Consulting Agreements: Executed by the Board of Education.
  1. Purchase Records
     
    1. Records shall be kept on file in alpha/numerical order.
  1. Record of orders placed include:
    1. Date of order, order number and name of vendor
    2. Quantity, description, unit price, total price
    3. Record of receipt
    4. Comments as to quality, service, delivery, packing, etc.
  1. Electronic vendor's directory will include:
    1. Office address, email and phone number of vendors
    2. Name of person to be contacted
    3. Type of supplies, equipment or services offered
    4. Federal ID number
  1. Bid files will include:
    1. Specifications used for the bid
    2. Bids received from vendors
    3. Analysis of the bid
    4. Correspondence pertaining to the bid
  1. Purchasing Department will maintain a periodic reorder calendar or tickler file that includes:
    1. Annual items
    2. Seasonal items
    3. Special items requiring prompt or scheduled delivery
  1. Inventory reports for general supplies will be filed in Purchasing
  1. Catalog files will be kept in the Purchasing Office and arranged so as to be easily accessible, not only to the Purchasing Agent, but also to all interested persons in the District. Catalogs will be kept current when available from the vendor.
  1. A Fixed Assets Inventory Record will be maintained on a periodic basis in accordance with Policy #6600 – Fiscal Accounting and Reporting.
  1. A salvage record will be kept for disposed equipment or scrap sold.
  1. Vendor Database

The electronic database of vendors is maintained for the purpose of identifying approved suppliers for the purchase of goods and/or services, in addition to the financial history resulting from purchase transactions.

  1. Change of Vendor
    1. Any change in vendor information from that initially entered on the purchase order or electronic database shall be listed on a New Vendor Request Form by the requisitioner. (See Exhibit D)
    2. The Assistant Superintendent of Finance & Operations shall review and approve all activity identified on the New Vendor Request Form before any action is taken.
  1. Review of Vendor Database
    1. Once a year, the vendor database shall be reviewed by the Purchasing
    2. Data Processing will generate a listing of all vendors that the District has not utilized for a period of three (3) years.
    3. After review by the Purchasing Department, vendors, who appear on this list, will be placed in the inactive status file within the electronic system.
    4. A listing of active vendors available to be used during each year will be available in the District’s financial system.
  1. Bidding Specifications

For all purchases requiring a formal bid, the Purchasing Agent shall specify what product and/or service is desired so that prospective vendors may accurately provide a price and fill orders. Specifications for items to be purchased will be clear and concise so as to place the basic responsibility on the seller to provide a product that will meet the needs of the user. To assure quality standards of this policy are met, specifications should indicate to the vendor what is required and expected. Specifications may be simple, or written in considerable detail, depending on the necessity for minute descriptions to define the type and quality demanded.

  1. Specifications may describe requirements in terms of:
    1. Chemical composition
    2. Physical, chemical, or electrical characteristics
    3. Materials and method of construction
    4. Dimensions and tolerance
    5. Performance or function
    6. Manufacturer's description or model number (The words "or equal" must be added unless standardization has been authorized)
    7. District samples (for inspection by bidders)
    8. Manufacturer's sample (for inspection by District).
  1. Specifications should include the following:
    1. The bid price is to be the net delivered price. There is to be no additional charge for delivery or insurance.
    2. Definite or approximate quantity required.
    3. Where and when delivery is to be made. Penalty clause for late delivery may be inserted if deemed essential.
    4. Statement that the Board of Education reserves the right to reject any and all bids.
    5. Statement that the Board of Education may waive informalities or minor deviations in any bid received if in the best interest of the District.
    6. Guarantee of bidder that all goods fully meet or exceed the standards set by the specifications and the bidder will replace all goods not up to standard.
    7. Clause prohibiting child labor in the manufacture of items specified, and/or verifying the District as a member of New York State "Sweat Free School" campaign.
    8. Time frame for award to bidder(s).
    9. Notice to bidder that the District is exempt from paying excise or sales
    10. Guidelines for submission of alternate bid item(s).
    11. If a sample demonstrating quality desired is available, a statement where the bidder may inspect such sample.
    12. If bidder is requested to furnish a sample for conformity, a statement where and when such sample is to be delivered.
    13. Statement that items delivered not meeting specifications will be removed by bidder at no expense to the Board of Education.
    14. Type of packaging required.
    15. If specifications call for a piece of equipment to be taken as trade-in, a statement where such an item may be inspected by bidder.
    16. Explanation of how testing of items for conformity with specifications will be conducted.
    17. Sample contract documents that are to be signed by successful bidder and the District.
    18. Official proposal form.
    19. Statement of surety required (i.e., certified check or bid bond, and performance bond).
    20. Iran Divestment Act Certification.
    21. Form of Proposal/Conflict of Interest Form and Bid Proposal Certification Form.
  1. Specifications should be broad enough to:
    1. Allow for compliance and competition.
    2. Use commercial standards or products where possible, to avoid specialized items that may increase cost.
  1. Specifications may be based on:
    1. A very detailed description of equipment or supplies required.
    2. Standard specifications available from a number of sources such as:
      1. Federal Bureau of Standards (known as Federal Specifications)
      2. Specifications of American Standards Association (ASA)
      3. Specifications of American Society for Testing Materials (ASTEM)
      4. Specifications of American Society Mechanical Engineers (ASME)
      5. Specifications of New York State.
    3. Designation of a trade name as a standard.
    4. Designation of a manufacturer's model or item number as a standard.
    5. Manufacturer's sample, blueprint, or catalog page. (Manufacturer's sample, if accepted, should be retained until the contract has been satisfactorily completed.)
  1. Petty Cash Purchases

Procedures and guidelines for petty cash purchases shall be outlined in Policy #6670.

  1. Use of the District’s Credit Card

Procedures and guidelines for purchases made using the District’s credit card shall be outlined in Policy #6750.

Approved by the Board of Education: 11/18/10

Revision approved by the Board of Education: 04/14/11

Revision approved by the Board of Education: 08/15/13

Revision approved by the Board of Education: 10/15/20

Revision approved by the Board of Education: 02/15/23

Revision approved by the Board of Education: 06/12/25

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