Flagler County Public Schools
Purchasing Procedures
Purpose: To prescribe uniform and detailed procedures for requisitioning, receiving, and accounting for supplies, materials, and equipment in accordance with Florida Statutes, State Board of Education Rules and Policies, of the School Board of Flagler
Procedures:
1. GENERAL AUTHORITY TO MAKE PURCHASES The Purchasing agent is authorized to secure bids and authorize purchases on items when the cost is under $1,500.
2. GENERAL PURCHASING PROCEDURES A. A purchase requisition must be submitted to the Purchasing Section for all purchases. Purchases under $10,000 do not require a formal quote or bid but every effort shall be made to do comparative pricing and obtain the best buy. For purchases of an item or like items estimated to cost between $1,500 and $10,000 a minimum of three telephone quotations must be obtained either by the Purchasing Section at the request of the originator or obtained by the originator and submitted with a purchase requisition to the Purchasing Section. The Purchasing Section shall maintain a list of available vendors, including those listed as Minority Business Enterprises, for each category of commonly used items and shall request quotations from vendors on a non-discriminatory basis. A record of the vendors called and the quotations given shall be kept by the Purchasing Section and attached to the requisition. (1) Individual purchases or purchases of like items estimated to cost over $10,000, unless such items are specifically exempt from bidding or are purchased through state contract, shall be subject to formal competitive bidding procedures and must be approved by the Board before a purchase order is issued. (2) Such purchases shall have an "Invitation to Bid" issued and shall be appropriately advertised in a paper or papers of general circulation. A formal bid is a sealed bid with a designation of the title, date, time and location of the public bid opening. The vendor's response to the "Invitation to Bid" and shall include the manual signature of the vendor's authorized representative. When an originator requests a particular item with "no substitution" specified, a written explanation is required. Originators should explain the reasons fully, as each request is evaluated on its own merits.
3. BLANKET PURCHASE ORDERS A. A blanket purchase order is an open ended contract which designates one supplier for items frequently needed by a particular school or section. The blanket purchase order must define the length (term), conditions, delivery instructions and total dollar value for purchases from a vendor. The total amount/value of the blanket order will be encumbered unless it is coded to an inventory account. The vendor receiving a blanket purchase order will make delivery and bill against the original blanket order up to the dollar limits of the purchase order or until the time specified for the purchase order to expire. C. All blanket purchase orders will not extend beyond the current fiscal year in which they are issued. At the end of the fiscal year, each originator must submit a new request for blanket purchase orders for the next year. Blanket purchase orders are intended to be used for repetitive purchases which do not include like items costing more than $500. A blanket purchase order may not be used for large purchases. E. (1) A blanket purchase order requisition specifying the vendor, address, the amount of the blanket order required must be submitted to the Purchasing Section by the originator. The Purchasing Section shall issue a purchase order and forward it to the center. The originating copy shall be sent to the originator. (2) The site administrator shall designate in writing to the vendor the persons authorized to obtain goods and materials on a blanket purchase order and any dollar limits on the amounts of individual purchases. The originator is responsible for keeping track of all invoices charged against the blanket amount and for submitting the invoices and the total to the Finance Section for payment.
4. EMERGENCY PURCHASES A. An emergency purchase is one brought about by a sudden unexpected event (e.g., acts of God, riot, fires, floods, accidents) or circumstances or causes beyond the control of the Board. Failure to use reasonable diligence or foresight in anticipating requirements is not a valid reason for using emergency procedures. Cost center heads, with the approval of the executive director, shall be permitted to make emergency purchases in cases where failure to do so will disrupt regular school operations or could result in an immediate and apparent loss to the School Board, or where the health and safety of students or staff are jeopardized. When it has been determined that an emergency situation exists and the site administrator or designee has determined what is needed to correct the situation, the following steps will apply: (1) If an emergency occurs during regular operating hours, the originating school or department shall immediately notify the Purchasing agent who shall verbally authorize the school or section to purchase the required supplies or contractual services. (2) If an emergency occurs at a time other than during regular operating hours, the originating school or section may directly purchase the required supplies or contractual services. (3) Not later than 48 hours after the emergency, the originating school or section shall submit to the Purchasing Section a brief written explanation of the circumstances of the emergency. The originating school or section must also submit a purchase requisition, a tabulation of any bids or quotes received and a copy of the delivery record. The Purchasing agent shall write a confirming purchase order to the vendor or vendors. The statement shall be attached to the Purchasing Section's file copy of the purchase order. Emergency purchases over $10,000 shall be taken to the Board for ratification. (4) A complete record shall be maintained by the Purchasing Section supporting the reasons for each emergency purchase. Such records shall be available for public inspection during the Purchasing Section's regular business hours. (5) Prior to making any emergency purchase, the Purchasing agent or the school or section making the purchase shall, whenever practicable, secure competitive telephone bids and order delivery from the lowest responsible bidder. (6) The Purchasing Section assumes no responsibility for any purchases under this regulation, as the burden of proof of the emergency and the appropriateness of the purchase rests with the head of the originating school or section. Should there be any reasonable doubt that an emergency did exist, the Purchasing Director will summarize the issues and submit them to the Superintendent for review.
5. SOLE SOURCE PURCHASE A sole source or single item is a commodity or service for which an individual, or a group of individuals, has the sole and exclusive right to manufacture and/or sell or provide. B. The practice of specifying or requesting sole source items should be limited. With competition eliminated, purchases involving sole source are often more costly to the District. Upon certification by the Purchasing agent that a purchase can be made only from a sole source, such as patented or manufactured goods and services offered for sale in a noncompetitive market, items available solely from a manufacturer's authorized dealer or item required for full compatibility with existing equipment, the Purchasing Section may find, if it specifically verifies all of the relevant facts, that a sole source purchase is proper. If such determination is made, a purchase order will be issued. If the amount of purchase is over $25,000 it will be submitted to the Board for prior approval before a purchase order is issued.
6. YEAR-END PURCHASING DEADLINE DATES Efficient processing of purchase orders near the end of the fiscal year requires certain deadline dates for various types of purchases.
