Purchasing Power. January 23, :30 11:00 AM PDC

Transcription

1 Purchasing Power January 23, :30 11:00 AM PDC

2 Purchasing Power Agenda: January 2018 PCard Increase Unauthorized Purchase Purchasing Thresholds Contract Signatory Authority Q&A

3 Purchasing Power: PCard Increase Policy Update Requests for increase MUST come from the School/Dept Administrator(no longer sent by the Bookkeeper/Secretary CCing the administrator) and must include the following: 1. Last four numbers of the P-Card 2. Name of Cardholder 3. Name of Company or Vendor purchase is being made from 4. Description of what is being purchased 5. Total amount of the purchase 6. Dates the purchase will be made 7. List of what accounts the Cardholder has access to At no time will a card be allowed to be increased if that increase provides the cardholder (other than the Administrator) the ability to make a purchase of over $20, This includes the combination of School Based Budget Visa, School Based Budget MasterCard, Internal Funds account and Internal Funds Visa Only the School/Dept Administrator s card will be increased over $20, All updated Cardholder Agreement Forms and Tip Sheets have been returned to Purchasing.

4 Purchasing Power: Unauthorized Purchases PO must be generated prior to the purchase of goods/services NOT the day the invoice is received If goods/services received prior to PO PO Request is submitted Purchasing will place the request in H status during report review School/Department Administrator will need to submit a letter stating the reason this is an unauthorized purchase and request to approve the purchase to the School Board School/Department Administrator will have to appear before the School Board and state the reason for the unauthorized purchase and request approval of the purchase If approved, PO will be printed If disapproved, School/Department Administrator is responsible for paying for the purchase personally may ask to return the items to the vendor School/Department Administrator, Bookkeeper/Secretary and the individual who made the purchase will need to schedule in person training from the Purchasing Department

5 Purchasing Power: Purchasing Thresholds All purchases that are <$2500 are to be made with the P-Card except if the vendor does not accept P-Card When using Base Budget: Any purchase <$12,499 may be required to have 3 quotes Any purchase >$12,500 and <$50,000 required to have 3 quotes Any purchase >$50,000 required to be competitively bid (RFP/RFB/ITB/ITN) When using Federal Funds: Any purchase <$3500 required to have at least 1 quote Any purchase >$3500 and <$50,000 required to have at least 3 quotes Any purchase >$50,000 required to be competitively bid (RFP/RFB/ITB/ITN)

6 Purchasing Power: Purchasing Thresholds Exemptions Base Budget Exempt from competitive solicitation: DOE 6A-1.012(11)(a) professional services which include: artistic services, academic program reviews, lectures, auditing services, legal services, appraisal or mediator services, and health service DOE 6A-1.012(11)(b) educational services, copyrighted material including: educational tests, textbooks, printed instructional materials, computer software, films, filmstrips, videotapes, DVDs, disc or tape recordings, digital recordings, or similar audio-visual materials, library and reference books, printed library cards when purchased directly from the producer or publisher, the owner of the copyright, an exclusive agent within the state, a governmental agency or a recognized educational institution FL Statute artistic services, academic program reviews <$50,000, lectures, legal services, health services, good or services provided by governmental entities, single source Federal Funds Exemptions allowed per entity policy, but: Any purchase <$3500 required to have at least 1 quote Any purchase >$3500 and <$150,000 required to have at least 3 quotes Any purchase >$150,000 required to be competitively bid (RFP/RFB/ITB/ITN)

7 Purchasing Power: Purchasing Thresholds Table Quote School Based Budget Up to $50,000 Over $12,500 3 Quotes required Less than $12,500 1 Quote required, but 3 could be required by Purchasing Department Federal Monies Up to $3,500 1 Quote required Over $3,500 and less than $50,000 3 Required Exemption-School Based Budget (See DOE 6A-1.012(11)(a), DOE 6A (11)(b), or FL Statute ) Exemption-Federal Monies (See DOE 6A-1.012(11)(a), DOE 6A (11)(b), or FL Statute ) Unlimited Must inform the Board if over $50,000 Up to $3,500 1 Quote required Over $3,500 and less than $150,000 3 Required Must inform the Board if over $50,000 Competitive Solicitation Over $50,000 Over $50,000 Unlimited Must inform the Board if over $50,000 Over $150,000 Must inform the Board if over $50,000 NOTE: For exemptions, contact the Purchasing Department to confirm their applicability.

8 Purchasing Power: Contract Signatory Only the Superintendent, Director of Purchasing and Contract Administration or designee under the general supervision of the Superintendent may sign contracts for goods and services Software License Agreements (SLA) are contracts between the School/Dept and the vendor All contracts must be reviewed by the Purchasing Department for conformity to applicable laws, statutes and rules.

9 Purchasing Power: Last Minute Adds Charter Bus Must be from the approved list No vans >10 pax Inflatables Must be from approved list

10