Rockwood School District PURCHASING MANUAL. H o w t o d o B u s i n e s s w i t h R o c k w o o d R - 6 S c h o o l D i s t r i c t

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1 Rockwood School District PURCHASING MANUAL H o w t o d o B u s i n e s s w i t h R o c k w o o d R - 6 S c h o o l D i s t r i c t Aug. 2018

2 Dear Current/Prospective Rockwood School District Supplier, We are pleased to take this opportunity to formalize the procedures and guidelines in conducting business with Rockwood School District. This manual will serve to acquaint both new and prospective suppliers to our district s procurement process, as well as familiarize current suppliers to the policies, procedures, and philosophies governing our business relationship. By providing the following information we hope to share with you an understanding of how we conduct our purchasing activity in an effort to gain maximum value for our expenditures. Sincerely, Brenda Kirchhoefer Coordinator of Purchasing Purchasing Department 111 East North Street Eureka, MO

3 TABLE OF CONTENTS Letter of Introduction Table of Contents Policy... 1 Purchasing Authority... 1 Purchasing Procedures... 1 A. Construction/Renovation Projects... 1 B. Purchasing up to $1, C. Purchases greater than $1, D. Purchases up to $7500 E. Purchases greater than $7, F. Purchases with Cooperative Purchasing Program... 2 Supplier Relations... 2 Ethics... 2 Purchasing Process... 3 Purchase Authorization... 3 Invoicing... 3 Code of Ethics... 4 About Rockwood... 5

4 POLICY The following information is provided to assist suppliers in understanding the policies and regulations that govern our purchasing activity. This brief outline is intended to be a general overview and not a complete summary. For additional details please visit our website or contact the Rockwood School District Purchasing Department at PURCHASING AUTHORITY Purchasing authority within the district rests with the district s Superintendent and/or his/her designee(s). These designees include the Chief Financial Officer, Director of Finance, and Coordinator of Purchasing. PURCHASING PROCEDURES/REGULATIONS Dollar Thresholds and Specified Regulations A. Construction/Renovation Projects: For construction or renovation of district facilities where the purchase may equal or exceed $15,000, a request for sealed bids will be publicly advertised for two successive weeks in a newspaper of general circulation located in St. Louis County. All bids will be publicly opened and will be kept on file in the Facilities Department for a period of not less than five (5) years after expiration/completion of work. B. Purchasing up to $1,000: Bids may or may not be taken for these purchases depending on the judgment of the Superintendent or his/her designee. If bids are taken, they will be kept on file for a period of at least three (3) years in the respective department. C. Purchases greater than $1,000 up to $7,500: Bids will be taken and may be written or telephone bids. Bids will be kept on file in the respective department for a period of at least three (3) years. 1

5 PURCHASING AUTHORITY D. Purchases greater than $7,500: Written bids from qualified bidders will be taken. (The written bid procedure may be waived if the Purchasing office can determine that a state or local cooperative purchasing organization has conducted bids and can offer a competitive price.) All such purchases shall be approved by the Superintendent or designee and recommended to the Board for appropriate action. These written bids will be kept on file for a period of at least three (3) years. E. Purchases with Cooperative Purchasing Programs: The Rockwood School District strives to participate in cooperative purchasing programs to the extent that the items purchased meet the district s specifications and needs. The bids taken by these cooperative organizations shall satisfy the district s bidding requirements for the period of time the cooperative bid is accepted. SUPPLIER RELATIONS Relations shall be maintained with all vendors in a spirit of cooperation and in a manner which promotes continued goodwill and fair competition for the school district s business. Prospective suppliers should be financially sound and able to perform fully according to the specifications, delivery requirements, services and other stipulations contained in the Request for Proposal (RFP), if applicable, at the price(s) bid. ETHICS All purchasing personnel within the Rockwood School District and the suppliers they deal with, are expected to conduct their business in accordance with the Purchasing Code of Ethics found on page 4 of this document. 2

6 THE PURCHASING PROCESS General Information The Rockwood School District attempts to maintain a current listing of suppliers by category either based upon current or past business relationships or supplier s request to be added to our supplier listings. Suppliers interested in being added to our database should visit the website at go to the Purchasing Department and access the Vendor Registry link for future consideration. The Rockwood School District relies on open and honest communication in dealing with any suppliers. Quality, price, delivery and service are of the utmost importance. Suppliers responding to any Request for Information (RFI), Request for Quote (RFQ), or Request for Proposal (RFP) should pay close attention to the details of any such requests. Rockwood School District seeks to choose suppliers based upon strict adherence to our requests and overall quality of proposals that are in the best interest of the District. PURCHASE AUTHORIZATION Signed purchase orders and purchases made through the use of Rockwood School District purchasing cards are the only authorized methods for acquiring goods and services for the Rockwood School District. No other method of purchase will obligate Rockwood School District for payment. INVOICING All invoicing submitted to Rockwood School District must reference the purchase order number before payment can be made. All billing should be sent to Rockwood School District- Accounts Payable Department, 111 East North Street, Eureka, MO., or accountspayable@rsdmo.org. 3

7 CODE OF ETHICS 1. Staff to give first consideration to the policies and goals of the District. 2. Strive to obtain the maximum value for each dollar of expenditure. 3. Staff to decline personal gifts or gratuities. 4. Grant all competitive suppliers equal consideration insofar as state or federal statute and District policy permit. 5. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions. 6. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation. 7. Foster fair, ethical and legal trade practices. 8. Enhance the proficiency and stature of the purchasing profession by acquiring and maintaining current technical knowledge and the highest standards of ethical behavior. 4

8 ABOUT ROCKWOOD The Rockwood School District is a nationally recognized, diverse community of learners. More than 4,000 employees and countless volunteers serve more than 21,000 students of all age groups and special needs each day. Recognized for Distinction in Performance by the Missouri Department of Elementary and Secondary Education, Rockwood is also home to 13 National Schools of Character and 3 globally recognized Lighthouse Schools. Covering more than 150 square miles in much of western St. Louis and northern Jefferson counties, Rockwood is accountable to an estimated 150,000 residents in 50,000 households. Twelve distinct communities are within the Rockwood School District, including all or parts of Ballwin, Chesterfield, Clarkson Valley, Ellisville, Eureka, Fenton, Manchester, Wildwood and Winchester. Rockwood currently has 32 school campuses. 5