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Uintah School District Purchasing Procedures. Purchasing Approval. Any purchase committing district or school funds must have the approval of the administrator or director over the budget prior to making the purchase. Purchases less than $1,000. Check budget for money.
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Purchasing Approval • Any purchase committing district or school funds must have the approval of the administrator or director over the budget prior to making the purchase.
Purchases less than $1,000 • Check budget for money. • Check for best price, including shipping. • Input requisition on Fiscal. Sammi will forward an electronic copy of PO to the school/program. • Submit the PO to the vendor. • Use of a purchasing card is allowable if total cost is within the card holder’s limits.
Purchases Between $1,000 and $4,999 • Check budget for money. • Check to see if goods or services are available on “State Contract”. Go to www.purchasing.state.ut.us. If available on State Contract, fill out the top portion of a Uintah School District Quotation Sheet providing the contract vendor name & number. • If not on State Contract, three telephone quotations are required. If available locally, one of the quotes must be from a local business.
Fill out a Uintah School District Quotation Sheet in its entirety. Provide description, quantity, vendor name & address, person providing the quote, quote date, unit price, extended price, shipping charges and brief comment explaining rational for vendor selection. • Input requisition on Fiscal. • Sammi will forward an electronic PO to the school/program. • Submit the PO to the Vendor. • Retain a copy of the PO with quotation sheet attached at the school/program location for audit purposes.
Purchases Between$5,000 and $29,999 • Check budget for money. • Check to see if goods or services are available on “State Contract”. Go to www.purchasing.state.ut.us. If available on State Contract, fill out a Uintah School District Requisition providing state contract vendor name, vendor number, address, telephone & fax number, unit price, extended price, and shipping charges. The requisition must include a budget number with funds to cover the purchase and the proper signatures.
Submit the requisition to the Purchasing Department for approval. Once approved, the PO will be processed. Cathy will forward an electronic copy of the PO to the school/program who will then submit the PO to the vendor. • If not on State Contract, three written bids are required. If available locally, one of the written bids must be from a local business. • Attach the written bids and a statement of award justification to the requisition and submit them to Purchasing for approval. Once approved, the PO will be processed. Cathy will forward an electronic copy of the PO to the school/program who will then submit the PO to the vendor. • All documentation will be retained by the Purchasing Department for audit purposes.
Purchases $30,000 or More • Plan Ahead! Purchases over $30,000 require that a formal bid process be followed and this will take over a month to complete. • Submit complete descriptions, specifications, and suggested vendors/contractors for the goods/services requested to the Purchasing Department, along with no less than two names of individuals to sit on a Bid Selection Committee. • The Purchasing Department will issue a formal Invitation to Bid.
The Purchasing Department and Bid Selection Committee will publicly open and review the bids and submit their recommendation to the Board. • Upon Board approval, the Purchasing Department will award the bid by issuing a PO or contract. • All documentation will be retained by the Purchasing Department for audit purposes.
Sole Source Procurement • Any request that the purchase of goods or services costing $1,000 or more be limited to one vendor must be approved by the Purchasing Department prior to the purchase. • Fill out a Sole Source Request Form in its entirety and submit it to the Purchasing Department. • Upon approval, Cathy will return the signed form to the school/program.
If the sole source procurement is between $1,000 and $4,999, follow the procedures accordingly. Retain a copy of the sole source form with the PO for audit purposes. • If the purchase is $5,000 or more, follow the procedures required for such purchases and submit the form, along with the requisition, to the Purchasing Department.
Contractual Agreements • Any contract committing district funds for one year or less must be approved by the Business Administrator. Submit a copy of the contract to the Business Administrator for review. Upon approval, the school/program can sign the contract. • Any contract committing district funds for one year or more must be approved by the Board of Education. The Business Administrator will review the contract before arrangements are made to take the proposal to the Board. Upon Board approval, the appropriate school/district administrator can sign the contract.
