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Bid Procedures
• Check bid lists (choral & instrumental) for any
items to be purchased.
• If using district (county or local) funds, the bid prices must be
used
• If using PTA funds, bid prices may be used
• Be sure to include the bid number on the purchase order
Quotes for Non-Bid Items
The purchasing department has prepared a printable
pocket purchasing guide that answers most questions regarding
restrictions and guidelines for purchases.
The regulations, which must be followed when making purchases for
items not on bid with district funds, regardless of funding sources,
are: (Effective December 1, 2004)
1. Purchases less than $1,000 may be made without multiple quotes,
using your best judgment.
2. Purchases from $1,000 to $9,999.99 may be made at the local
school level providing two quotes are obtained and logged using a
Monthly Purchase Activity Log (Sample log available in bookkeeper’s
handbook and on web at
http://support.cobb.k12.ga.us/~purchasing/Table%20of%20Contents/forms.htm).
Logs will be maintained at the school, reviewed/approved by the
principal at least monthly and available for periodic audit. Your
order must include bid/proposal/quote number, when applicable. For
expedience and best value you may wish to call Purchasing for
recommended vendors, 770-590-4524.
3. Purchases from $10,000 to $49,999.99 require five competitive
quotes (sample form in bookkeeper’s handbook and on web) with
pricing to be secured by the Purchasing Department and reported to
the Board. Purchase orders may be issued utilizing the appropriate
quote number and stating the date to be reported to the Board.
4. Purchases $50,000 or more must be made through the Bid or RFP
process, if necessary, and Board approved before purchases can be
made. If a bid is not currently in place, approximately ninety days
lead-time is required to accomplish this.
5. In addition, Purchasing must prepare agenda items requiring Board
approval for Bids/RFP's of $500,000 or more. All information must be
received in Purchasing by the last Monday of the month for
submission to the Board the following month.
6. Sole Source: When supplies or services required are available from
only one responsible source, a Sole Source Justification Letter
(Sample form in bookkeeper’s handbook and on web) to the Purchasing
Director containing the following documentation must accompany the
order:
Explain why this is the only product or service that can meet your
needs.
Explain why this vendor is the only practical available source from
which to obtain this product or service.
Explain why this price is considered reasonable.
Describe efforts you made to conduct a non-competitive negotiation
to get the best delivery, warranty and payment terms and the lowest
start-up cost for the taxpayers.
7. Many of your needs may be handled more quickly and efficiently
using a CCSD procurement card.
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