Purchasing and Bid Information
Purchasing and Bid Information
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For those of you whose principals agree, Karen Goocey may enter your book, periodical, database, and audiovisual orders at Media Services. Supply orders must be entered at the school.
For bookkeepers or library staff who enter purchase order requests at the school, please follow these guidelines.
Selecting Books from a Vendor
Selecting Books from a Vendor
Schools may choose vendors to purchase library books as long as the vendor is on the FCPS Approved Bid List.
Books being purchased will need to be compiled to create a quote. Make sure your quote or list has titles in Alphabetical Order by AUTHOR.
Use separate PO Requests for Books, eBooks, Periodicals, AV Materials, and database subscriptions.
Make sure the quote includes processing for library books from Follett, Mackin, PermaBound, and Junior Library Guild (Non-library books do not need processing.)
Purchase Order (PO) Information
Purchase Order (PO) Information
Include the Vendor Number on your PO Requests. Vendor numbers can be found on Bid Lists or Karen Goocey from the LIR Team can provide this information.
For the Ship To Code In Munis, select Media. ALL library books must go through Library and Instructional Resources to ensure correct library records.
ALL library books need to include processing where offered by the vendor.
Include Shipping/Handling charges on supply orders when needed
Always enter a Do Not Exceed Amount for the PO Total
List the number of books on the PO with the quote number and bid number.
Our library book RFP 31-20 has been extended through September 2023.
Use the correct Budget Code for Items Ordered. At the start of the fiscal year, school-level bookkeepers will need to place budgeted amounts in each code or request transfers to place funds in desired codes.
0610 General Supplies- use RFP 61:19 or KPC Bid for Demco purchases (KPC 10100111-CLS2017.002)
0641 Library Books- use RFP 31-20 or PermaBound via KPC 10100253-CLS 2017.006
0642 Periodicals- RFP 12-16
0643 Supplementary Books, Study Guides, and Curriculum (NOT textbooks)
0645 Audio-visual Materials
0653 Supplies- Technology Related – includes online database subscriptions
0674 Student Awards
0694 Equipment under $5000 (computers and interactive boards go under 0734)
0695 Furniture and Fixtures under $5000
Supply orders must be entered at the school and cannot have an attached list. All items must be entered on the PO
Periodicals
Periodicals
Most district periodical subscriptions are purchased through W.T. Cox. Reference RFP 12-16 on Purchase Orders.
Call or use the online form on their website to get a quote.
Publications over $100 are non-discountable. The following titles are not included in the discount: Booklist, Library Journal, all Mailbox Titles, Reading Teacher, School Library Journal, Scholastic Titles, Stone Soup, Teachers Helpers, all Time Inc. titles, Weekly Readers, newspapers, memberships, and assorted professional titles.
Items not available through W.T. Cox may be purchased from another source. This ensures compliance with Kentucky Regulatory Statute (KRS 45A - Model Procurement Code).
Working with Vendors
Working with Vendors
Do not give vendors supplemental lists to add or delete. Once a PO is entered and sent to the vendor, items would need to be reordered.
Do not change Processing Specifications with vendors. LIR houses each school's specifications and fills out forms for vendors. Please contact LIR if you have a question about your school's Specifications or submit an IIQ ticket if you would like to make a change.
Do not accept PREVIEW copies from vendors. This is against FCPS purchasing policies.
Do not give vendors a barcode range. Barcodes will ONLY come from Library and Instructional Resources. LIR manages the barcode ranges for each school to avoid duplication. Contact Karen Goocey for barcode requests.
Replacement Books
Replacement Books
If you have a book that is eligible to be replaced by the vendor, please contact Karen Goocey in Library and Instructional Resources. We will arrange with the vendor to have the book replaced if the book is available.
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