Purchasing Limits & Requirements

Clarification - Bids/Quotes: When a state contract is not being used, bids/quotes should be obtained from direct communication with each vendor/contractor in which bids/quotes are being sought from. Bids & quotes from vendors and contractors must be documented on 1) an e-mail from a company sales representative or contact, or b) documentation on the vendor's letterhead. Printing a bid/quote from a web page does not meet the bids/quotes requirements. Instructions: The purpose of this is to make sure you are receiving government pricing. Communication with vendors should include a clear statement indicating you are seeking bids/quotes on behalf of your school and/or Beaver County School District. In addition, schools and programs should inquire and negotiate reduction and/or waiving of shipping costs.

$0 - $999

• • # of Bids/Quotes Required: None

  • Level for Processing: School/Program level

  • Authorization to Order Required: No

  • # of Authorization Signatures: 2 Signatures--Requester & Administrator

  • Board Approval Required: No

$1,000 - $9,999

• • # of Bids/Quotes Required: 3+ *written quotes OR state contract

  • Level for Processing: School/Program level

  • Authorization to Order Required: Yes, administrator must authorize and sign documentation first before order is sent to vendor/contractor

  • # of Authorization Signatures: 2 Signatures--Requester & Administrator

  • Board Approval Required: No

$10,000 - $49,999

• • # of Bids/Quotes Required: 3+ *written OR state contract

  • Level for Processing:

    • Review of Competitive Bids/Quotes/Proposals & Vendor Selection: District office level

    • Purchase Authorization Form to Vendor: Must be issued by the district office and

    • must include Superintendent or Business Administrator Signature

    • Payment Authorization Signatures: Must include Superintendent or Business Administrator Signature

    • Check Issued By: After proper authorizations and documentation is obtained, check (payment) can be issued at school or district level--wherever the source of funds are.

  • Authorization to Order Required: Yes, administrator must authorize and sign documentation first before order is sent to vendor/contractor

  • # of Authorization Signatures: 3 Signatures--Requester, Administrator, Superintendent or Business Administrator

  • Board Approval Required: No

$50,000+

• • # of Bids/Quotes Required: 3+ *written OR state contract

  • Level for Processing:

    • • • Review of Competitive Bids/Quotes/Proposals & Vendor Selection: District office level

        • Purchase Authorization Form to Vendor: Must be issued by the district office and

        • must include Superintendent or Business Administrator Signature

        • Payment Authorization Signatures: Must include Superintendent or Business Administrator Signature

        • Check Issued By: Check must be issued at the district office level

  • Authorization to Order Required: Yes, administrator must authorize and sign documentation first before order is sent to vendor/contractor

  • # of Authorization Signatures: 4 Signatures--Requester, Administrator, Superintendent or Business Administrator, Board President

  • Board Approval Required: Yes

$1,000+ Purchase Exceptions to Purchasing Limit Requirements: Approved Routine Supply Purchases Using State Contract Vendors:

• • # of Bids/Quotes Required: None, using a state contract

  • Level for Processing: School/Program level

  • Authorization to Order Required: Yes, administrator must authorize and sign documentation first before order is sent to vendor/contractor

  • # of Authorization Signatures: 2 Signatures--Requester & Administrator

  • Board Approval Required: No

• State Contract Vendors Approved for Exception:

  • Office Depot (office and classroom supplies)

  • Office Max (office and classroom supplies)

  • Hy-KO (custodial supplies)

  • Waxie (custodial supplies)

  • Brady Industries (custodial supplies)

  • Nicholas (U-CARE, food service food and supplies)

  • Tink's Auto Parts (automotive parts)

  • Nowers Distributing (Milk for Food Service)

*Written quotes must be in writing and originate from the vendor/contractor (i.e. on their letterhead, company fax, vendor website, or e-mail)

Ethical Conflict of Interest of Any Amount:

In situations where an ethical conflict of interest exists between those who are processing the purchase and vendors/contractors which the purchase might be made with, the purchase must be processed at the district office. This is to provide for ethical purchasing, protect those involved, and ensure legal compliance. The limits and requirements listed above for the amount of the purchase must be followed.