INTRODUCTION TO PURCHASING Created June 2018

SPENDING LIMITS Any purchases S20,000.00 or more MUST be formally Bid Any Purchases SI0,000.00 - S19,999.00 you MUST provide Written Quotes Any Purchases $5,000.00 - $9,999.00 MUST have three telephone, electronic (internet), or catalog quotes.

WHAT IS A BID AND WHERE TO FIND THEM? A bid is the process that JCPS and the State use to obtain the lowest price meeting our published specifications for frequently used materials District-wide. A bid is also a contract between the Vendor and JCPS. We MUST ALWAYS order material from the bid before we obtain quotes from other vendors. If not, we are breaking a contract with the vendor! To determine if an item must be ordered from a bid, you will need to visit the “Bid Tabulation Page” on the JCPS website. Bookmark this page as you will use it often.

Determining Account Code to Use Always start with the Object Code when determining the account code you will use. (Quick code reference available on the website) Next, determine the appropriate ORG code (example: XXX1077 (principals office), XXX1118 (general instruction), etc.). Quick code reference available on the website. Then you will look at the PROJ. The project will tell you if you are using grant money (three digit number followed by alpha), add-on money (XA), or flexible money (XF). Always use your XA money first!!! This money will be lost if not used by the end of the school year. Central offices only have XS money. Use it or lose it every year.

All information you need will be on the bid tabulation: Commodity codes Price or Discount Vendor number and information Any special instructions/exclusions Expiration Date (all contracts expire)

What if it is NOT on a Bid? If the product/service you are needing to purchase is not on a Bid, you will need to write up a Determination and Findings (This is a legal binding statement). Two Types of Determination & Findings: Small Purchase Price Quotes (always three) must be from LIKE vendors (comparing apples to apples). Quoted vendors must accept PO’s. Non-Competitive Single Source - There is only one source within a reasonable geographical area where the product can be procured. Example: Scholastic is the Copyright Holder of their product. Licensed Professional - The contract is for the services of a licensed professional, such as attorney, physician, psychiatrist, psychologist, certified public accountant, registered nurse, or educational specialist. Single Source letters from Vendor.

Blanket Orders & Confirming Orders Blanket Orders – Used when you have a “monthly” bill that you need to pay. Examples: fish tank cleaning service, shredding, musical instrument repairs, postage meter or postage, etc. You enter one Requisition for the estimated amount you will use for the entire school year using the appropriate commodity code. All invoices will be paid from the one Purchase Order. This prevents you from having to enter a requisition each month for the same service. Confirming Orders – When you have to pay for something that you have already received. This should NEVER happen, unless it is a labor charge where the vendor cannot predict the cost on a per hour rate.

Technology Orders Always reference the KETS page on the JCPS website when needing to order any technology related supplies before entering any orders. Examples: Computers, Tablets, Smart Boards, Printers & Supplies, Hardware, Software, Projectors & Lamps, etc. When purchasing software, please check to see if it is on the Approved Software Title List under “Software Approval Process”. If it is not on the approved list, the person ordering the software will need to complete the Software Approval Process before you can enter the requisition into MUNIS. Lastly, you will need to reference a KETS Code on all Technology orders. List of these codes can be found on JCPS Purchasing website under KETS.

Fixed Asset Guidelines State mandated fixed asset guidelines: Any COMPUTER/NOOK/IPAD/LAPTOP/CHROMEBOOK needs to be tagged no matter what the COST is. Any Document camera/TV/Digital camera/instrument have to be $300 and up to be tagged. ALL instruments need to be engraved no matter the value. Please hold on to them before they get handed out since students will generally take these home. Any Other general equipment $1000 and up. This can be furniture, custodial equipment, printers, and projectors ( projectors - include install to be $1000 and up) Land improvements such as playgrounds or signs for example, also get tagged. Also, report donated items, school Funded/PTA items, and warranty items that meet the above guidelines.

Addendums & Professional Service Contracts If you are purchasing a “service” and it requires a non-JCPS employee to perform on JCPS property, then you must fill out an Addendum or Professional Services Contract before hand. Addendum – Half sheet of paper that the vendor signs and dates relinquishing JCPS of any liability while they are on JCPS property. Your principal will need to sign and date as well. Attach this document to your requisition in MUNIS. Professional Services Contract – This lengthy document will need to be filled out and Board approved. The ONLY time you need to complete this form is if the service cost $5000.00 or more. Contact for assistance on Professional Services Contracts is Sandy Spalding at 400-3622

Vouchers All vouchers must include the following before it will be processed: An appropriate Determination & Findings (D&F) Form, which includes the reason a purchase order could not be used. Complete backup documentation, including original invoices/receipts, agendas, professional leave forms, etc. A valid vendor number and account code Appropriate approval signatures Must send in the Original document signed in BLUE ink to Accounting Services ***NEVER voucher an item that is on BID!***

Getting a Vendor Paid Three things MUST happen before Accounts Payable can pay a vendor: The PO amount must match the Invoice amount (if the amount is different, you must complete a PO Maintenance form) Receiving in MUNIS must be completed. Accounts Payable must have an Invoice (not a “packing slip” or “proforma” or “work order”). ***Always send the invoices that you receive at your location to the appropriate accounts payable clerk via email. Make sure the Purchase Order Number is referenced on the Invoice by the Vendor***

The DONT’S of Purchasing Never send a “requisitioner” copy of the PO to the vendor. This must always come from your Purchasing Clerk! Never copy old pricing from prior year PO’s…prices change yearly! Never enter Confirming orders unless it is for labor charge Never put your MUNIS Accounts in the negative! Keep your negatives clean by transferring funds. Never assume a Bid Vendor and Pricing is the same. Bids expire and new awards are made to new vendors with new pricing. The expiration dates and renewal dates are on each bid tabulation. Never voucher product purchases. All purchases should be entered through MUNIS. Vouchers are for airfare, hotels, and travel. Never purchase Software or Technology through EPES…must always be a PO for approval process.

Don’t Forget, or you will get Rejected! Always type in ALL CAPS in MUNIS Enter a KETS Code on each line item for ALL Technology and Software orders. Make sure you enter your Determination and Findings (D&F) under the Vendor Sourcing notes on the Main Page for all Non-Bid item. Any person coming onto JCPS property to preform a service MUST sign an Addendum and must be attached to your Requisition when you release it. If the amount of the service is $5,000.00 or more, you must get a Board Approved Professional Services Contract in place of the addendum. Only exception to this rule is if there is already a contract on file through FRC for a service performed at several different locations. Written Quotes are required for all Scholastic, Demco, and non-bid Book orders. Check to see if there is a Minimum Order on any Bid Items. Always add shipping on non-bid items…if shipping is free, state that in the general notes for the Purchasing Clerk. Follow Model Procurement Law - The Aggregate amount for all purchases is $20,000.00 Any purchases $20,000.00 or more MUST be formally Bid Any Purchases $10,000.00 - $19,999.00 you MUST provide Written Quotes Any Purchases $5,000.00 - $9,999.00 MUST have three telephone, electronic (internet), or catalog quotes.