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P-Card vs. Purchase Order:
≤ $5,000 = Use your P-Card (always follow P-Card rules)
≥ $5,001 = Need a PO + at your discretion, obtain pricing from 3 vendors
≥ $10,001= Need a PO + 3 written quotes from vendors REQUIRED
≥ $50,000 = Strategic Sourcing MUST conduct RFP/Bid
Helpful Tidbits
When in doubt, ask for clarification.
Req’s are always needed if a PO will be cut. No confirming PO’s are allowed (see below).
Send all Req’s with vendor contact info (just in case!)
Always note if the PO needs to be sent to the vendor or not (this helps prevent duplicate orders).
“Confirming” or “after-the-fact” purchase orders are NOT allowed according to the Board of Education policy number: Superintendent File: DJ-R. This shall in no way conflict with the Districts policy on Petty Cash or PCard regulations. District policy indicates that a payment obligation is only created when Strategic Sourcing and Contract Management (SSCM) department issues a purchase order. Any other commitments are considered unauthorized purchases. Any employee placing such an order will be held personally liable for the payment if the purchase order cannot be approved. Furthermore, a purchase order is a legal contract with the vendor that protects the District in a case of dispute. If you have already received the product or service, we are no longer protected.
What do I do with new Supplier requests or inquiries?
Refer to page 27 in the Bookkeeper Guide
To see if a new supplier requires a contract with DCSD refer to the Supplier Management Agreement Guidelines
This is considered a conflict of interest and is not allowed unless previously approved by the Board per policy DJ-R
All Amazon restrictions are now lifted. You will go into your items cart and check out like normal. If you see a yellow banner that says restricted, It just means this order will go through an internal approval review process through Amazon. Once the item has been approved or denied, you will receive a confirmation email.
Selling of any goods bought with District funds needs to be sold in a public manner. SSCM can help with this process. Please email the Strategic Sourcing Team with the item(s) you would like to sell and we can help you with it.
The document used to solicit proposals from potential providers (proposers) for goods and services. Price is usually not a primary evaluation factor. Provides for the negotiation of all terms, including price, prior to contract award. May include a provision for the negotiation of best and final offers. May be a single-step or multi-step process. Introduced in the Armed Services Procurement Act of 1962 as well as by the Competition in Contracting Act of 1984.
A non-binding method whereby a jurisdiction publishes via newspaper, Internet, or direct mail its need for input from interested parties for an upcoming solicitation. A procurement practice used to obtain comments, feedback, or reactions from potential responders (suppliers, contractors) prior to the issuing of a solicitation. Generally, price or cost is not required. Feedback may include best practices, industry standards, technology issues, etc.
Please email Warehouse_questions@dcsdk12.org or call 720-433-1224 for all warehouse questions.