Asset, Purchasing, and Inventory...
Transcript of Asset, Purchasing, and Inventory...
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Independence School District No.30
Asset, Purchasing, and Inventory
Procedures
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Index Introduction and Purpose....................................................................... 3 What is a Fixed Asset? .......................................................................................... 3 What will be Tagged? ........................................................................................... 3 Responsibilities of Buildings/Departments .......................................................... 4
Inventory ................................................................................................ 4 Pre-Inventory Guidelines ..................................................................................... 5 Post-Inventory Guidelines .................................................................................... 5 Burglary/Vandalism/Damaged Assets or Loss Report Procedures ........................ 6 Auction Procedures .............................................................................................. 6
General Purchasing Procedures ............................................................. 7 Methods of Procurement .................................................................................... 7
Ordering from the District Warehouse .............................................................. 7 Purchase Orders……………………………… ................................................................ .7 Credit Cards ....................................................................................................... 9 Petty Cash Checking Account ............................................................................. 9
Quotation and Bidding Procedures ..................................................................... 9 Employee Reimbursement .................................................................................11 Administrator Approval of Vendor Appointments ..............................................12 Contracts .............................................................................................................12
Conflicts of Interest .............................................................................................12 Curriculum and Instruction Related Purchases ....................................................13 Gift Cards ............................................................................................................13 Non-Allowable Purchases ...................................................................................14 Purchases of Equipment and Furniture ..............................................................14 Sales Tax .............................................................................................................14 Sole Source Providers .........................................................................................14 Technology Related Purchases ..........................................................................15 Vendor Rebates ..................................................................................................15
District Property Disposal .................................................................... 15 Disposal of Assets ...............................................................................................16 Transfer of Assets ................................................................................................16
Donations ............................................................................................. 17 Appendix A: Standard Classroom Setup Kindergarten – 1st Grade ....... 18 Appendix B: Standard Classroom Setup 2nd – 5th Grade ....................... 19 Appendix C: Standard Classroom Setup 6th – 12th Grade ...................... 20
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Introduction and Purpose
The purpose of the Purchasing Procedure document is to provide clarity and instruction for
procuring the supplies, equipment and services necessary to provide a quality instructional
program for students of the Independence School District. All individuals purchasing goods
or services on behalf of the District must adhere to the procedures contained herein.
All previous purchasing procedures are superseded. The procedures may be revised and
supplemented as needed.
Consistent and/or repeated failure to comply with, or flagrant abuse of, established
procedures may result in action up to and including termination of employees’ authority to
expend District funds and/or termination of employment.
What is a Fixed Asset?
The following guidelines are used for determining what items classify as fixed assets and capitalized
assets.
A. The item has a useful life of one year or more.
B. The item has a minimum unit cost of $1,000.00.
C. Components or parts of a “system” which together meet the $1,000 minimum must be capitalized
assets.
D. Items purchased to be permanently affixed to existing equipment are added to the value
regardless of cost. However, purchases for the purpose of repair, or replacement, of any portion of
existing equipment which do not materially change the usefulness or life of the item are not added to
the value.
What will be tagged?
Items Ranging up to $999 (Controlled TAGGED and Included)
In order to maintain accountability, the following items will be inventoried. These items have a unit
cost of less than $1,000 and a useful life of one year or more, but will not be considered capitalized
assets such as:
Furniture and equipment
Musical Instruments
Any other asset necessary
All grant purchased items
All technology items are controlled assets and will be tagged
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Responsibilities of Buildings/Departments
The Facilities/Purchasing Department is responsible for setting procedures to account for and
safeguard all fixed assets that belong to Independence School District.
The Facilities/Purchasing Department will maintain a detailed list of the District’s assets and
will provide copies to each building principal and department of assets assigned to each
classroom as well as an individually assigned asset list.
The Facilities/Purchasing Department will issue asset bar codes, as appropriate, and will
coordinate a physical count of fixed assets at the beginning and end of each school year.
The Facilities/Purchasing Department must follow state regulations regarding the disposal
and transfer of all assets and other district property.
Building Principals/Department Supervisors are accountable for fixed assets/equipment assigned
to their location/department.
NO ITEMS SHOULD LEAVE THE BUILDING OR LOCATION WITHOUT THE APPROVAL OF THE
BUILDING PRINCIPAL/DEPARTMENT SUPERVISOR AND FACILITIES/PURCHASING DEPARTMENT.
Building Principals/Supervisor must report any and all theft of assets or any school district
property within 3 days of the incident by filling out form PUR-009 and submitting it to the
Facilities/Purchasing Department.
Building Principals/Supervisor must NOT dispose or discard of any assets or other school
district property without filling out the correct form for disposal PUR-009.
Building Principals/Supervisor must report any proposed donations (by P.T.A., etc.) of
property with like new value/replacement value of $1,000 or more to the
Facilities/Purchasing Department prior to acceptance. Please fill out form PUR-010 and
submit to Facilities/Purchasing Department for donation approval. If approved, these items
will then be tagged with an asset bar code and added to the school’s inventory. Building
Principals/Supervisor must return any required documents by designated deadlines to the
Facilities/Purchasing Department.
Responsibility lies with every individual utilizing District-owned assets for the performance of their
duties. All personnel are responsible to adhere to all policies and procedures in the procurement,
transfer, and disposition of all district assets.
Inventory
Physical Inventory Conducted by Buildings and Non Instructional Sites
Instructional Buildings- A physical inventory of all fixed assets will be performed at the beginning and
the end of each school year at all district locations by Building Principals/Supervisors.
NON Instructional Building- Will conduct an annual inventory in June due by June 30.
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Opening/Closing Procedures
1. A fixed assets report with changes from the prior year will be provided to the Building
Principal/Supervisor by room number and Individual.
2. The Building Principal/Supervisor will distribute the listing to designee.
3. Each Teacher/Employee must verify that the assets listed are in their room or have possession.
4. The Teacher/Employee will sign the listing and return it to the Principal/Supervisor.
5. The Building Principal/Supervisor will sign the completed report, with noted changes, and return it
to the Facilities/Purchasing Department for updating.
Pre-Inventory Guidelines
All fixed assets should be easily accessible for scanning. Any unnecessary “clutter” should be
removed from the area of the fixed assets.
Any problems with the scheduled inventory time should be addressed 24 hours prior to
scheduled inventory time.
Post-Inventory Guidelines
After the reconciliation process, the Facilities/Purchasing Department will send the Building a
Missing Fixed Assets Listing.
The Building/department must complete the following before returning the updated Missing
Fixed Assets Listing to the Facilities/Purchasing Department:
1. Missing Assets
If the asset has been transferred to another location or sent in for repairs, make a note of this on
the missing list and send any supporting documents. For example, if the asset has been
transferred to another location, send in a copy of the Fixed Assets Transfer Form PUR-008. If the
asset has been sent for repairs, send a copy of the repair ticket.
If an asset cannot be accounted for, then a police report must be provided. A memo will be sent
with a due date to respond for missing assets.
*Any stolen assets should be reported to the ISD Department of Public Safety and Purchasing
Director. When you have received a case file number from Independence Police Department,
send a copy of the police report to ISD Department of Public Safety and Purchasing Director
including all ISD fixed asset bar code numbers, descriptions, serial numbers and the case file
number. No items will be removed from inventory without the case file numbers.
2. Additional Assets Found – Not on Listing
a. Write the make and model number of the asset.
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b. Verify the serial number. If there is no serial number indicated on the missing list, please
make note of it.
Every asset must be accounted for.
Changes and updates will be made to your inventory and an updated inventory report will be
sent to the Building/Department.
Spot Check Inventory Conducted by Facilities/Purchasing Department
The Facilities/Purchasing Department may conduct a random inventory during the school year
with the cooperation of the Building/Department personnel. After reconciliation, the
Building/Department should return their missing fixed assets list by the scheduled deadline.
Burglary/Vandalism/Damaged or Loss Report Procedure
1. Burglaries, vandalism or break-ins should be reported to the Independence Police Department
immediately.
2. The Building Principal/Supervisor will be responsible for handling this matter with the Police.
3. A police report should be obtained with a case # to report on the Asset Disposal Form PUR-
009. This form will then be submitted to the Facilities/Purchasing Department with an attached
copy of the police report. The Facilities/Purchasing Department shall be responsible for all
insurance claims.
4. If the equipment is deemed stolen by the Police Department, then charges will be pressed
against the person(s) who committed the crime.
5. It is important to identify the stolen equipment with all pertinent details, such as serial
number and ISD barcode, especially for all technology.
6. If a fixed asset becomes damaged due to a natural disaster, the Asset Disposal Form PUR-009
shall be filled out and turned into the Facilities/Purchasing Department. The Deputy
Superintendent of Operations shall be responsible for all insurance claims.
Auction Procedures
1. The Facilities/Purchasing Department shall inform the Superintendent.
2. The Facilities/Purchasing Department oversees the auction through GovDeals.com
3. The auction is held and proceeds are deposited into the depository bank account.
4. The Facilities/Purchasing Department will retire items sold at an auction from the inventory
database in a timely manner.
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General Purchasing Information
The Facilities/Purchasing Department facilitates the procurement of all necessary products
and services of the District and complies with all Board of Education policies, Missouri laws
governing educational procurement and other applicable Federal, State and Local
requirements and policies.
Methods of Procurement
Methods available to District staff to purchase goods or services are generally made through
Inventory Direct, Purchase Orders, Purchasing Cards or Petty Cash.
Ordering from the District Warehouse
1. Determine item to be ordered.
2. Consolidate orders as much as possible. Make sure that stock numbers and catalog
description match.
3. Determine appropriate account code for which you are charging the warehouse
supply order. (For additional information regarding determination of account codes,
contact the District Accounts Payable Department.)
4. Verify adequate funds are available in the selected account to be charged. (Available
funds may be determined by review of Keystone accounting reports.)
5. Order online through District online system (School Dude Inventory Direct) and
complete a District Warehouse Requisition. The requisition should be approved by
the Building Principal or Department Supervisor and routed for approval and
processing.
6. Warehouse deliveries to sites are made approximately twice a week. A schedule of
delivery days is published annually.
Purchase Orders
The Facilities/Purchasing Department staff assists in procuring non-stock items, as well as
services not provided by District Staff. The purchase order is the employee’s authority from
the District to proceed with the purchase and must be obtained PRIOR to placing an order
with a vendor. The Business Office Accounts Payable staff process purchase order
requisitions in Keystone to vendors.
The following provides a general overview of procedures of the purchase of non-stock goods
or services, as well as more detailed procedures for special handling/funding.
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Detailed Procedures for Issuing a Purchase Order Requisition
1. Determine the item or service to be ordered.
2. Consolidate orders as much as possible. Make sure that stock numbers and catalog
description match.
3. Determine appropriate account code (budget code) for which you are charging the
requisition. (For additional information regarding determination of account codes,
contact the District Accounts Payable Department.)
4. Verify adequate funds are available in the selected account to be charged. (Available
funds may be determined by review of Keystone accounting reports.)
5. Enter Purchase Order Requisition Online
a. Indicate an accurate description and specification for every item listed including
brand name(s), model or catalog number(s), size, color, etc. If the number of
items is so large that it would be unreasonable or impractical to enter each one
on the purchase order, a detailed list including unit pricing may be attached.
b. If specifications are not clear or incomplete, a request for clarification will be
made by the Business Office Accounts Payable staff.
c. If item(s) ordered must be exact and cannot be substituted, type “NO
SUBSTITUTE” on the Purchase Order Requisition.
d. The cost of each item order must be properly entered as a unit price and the total
will automatically calculate on the electronic request. (For estimated pricing
contact the Facilities/Purchasing Department.)
e. Provide any correspondence for specialty items and/or the vendor contact,
whenever possible include delivery charge, if applicable.
f. If a request will be a project PO with multiple invoices, set the “Blanket” flag. If it
will be a general “not to exceed” request, set the “Estimate” flag.
g. The department placing the order is responsible for verifying that funds are
available for the expenditure. (Available funds may be determined by review of
Keystone accounting reports.)
h. Include in the Quotes section on Keystone any quotes obtained and document
the bid contact and reference number in the Text Instructions. (see Quotation
and Bidding Procedures).
i. If the total order will be $2,000 or more, verify the vendor is not suspended or
debarred from federal contracts by checking https://exclusions.oig.hhs.gov.
j. Attach any documents related to the order such as quotes, RFP/bid documents,
and federal suspension/debarment verification.
6. Depending on the item/service to be purchased and dollar amount involved,
additional approvals may be necessary. Additional approvals must be obtained for all
grant, travel, professional development, technology, vehicle, inventory
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equipment/furniture, and capital assets. The Superintendent shall approve all
purchase orders $10,000 and over.
7. Approvals are generally routed electronically as the requisition is approved. The last
approval is by Business Office Accounts Payable staff prior to distributing the
purchase order.
Credit Cards
A credit card may also be used to acquire goods or services if a vendor does not accept a
purchase order, in the event of an emergency purchase, postage, travel, registrations, and
for efficiency in ordering and to take advantage of certain discounts and rebates as well as
online purchasing. Credit cards are not intended to circumvent the appropriate purchasing,
approval or payment process and are not for personal use or unauthorized purchases. (Refer
to the Credit Card Procedures Manual for more information.)
Petty Cash Checking Account
A petty cash checking account may be available to purchase minor items when it would be
otherwise impractical to purchase items through the usual purchasing method. Contact the
Business Office for setup and procedures.
The above described methods of procurement will be used in requesting required goods or
services. Other situations will require advanced approval.
Quotation and Bidding Procedures
A quotation (quote) is a written or verbal price furnished by a vendor. The quotation can be
used for the purchase of supplies, materials, furniture, equipment and other miscellaneous
items. Quotes must be obtained when the project expenditure is between $2,000 and
$15,000 per item or more in total. Items may not be purchased separately to avoid quote
requirements. Purchases exceeding $15,000 shall follow a formal written bid process which
is in accordance with General Administrative Policies, Federal and State laws.
The Facilities/Purchasing Department is authorized to request quotes or may defer the
process to a Department Director. The request for quotation (RFQ) may be issued verbally
or in writing. Quotes are requested from three or more vendors without advertising or
otherwise complying with the requirements of the formal bidding process.
The winning quote shall represent the best value to the School District based on
combination of price, quality, delivery, terms and other important factors.
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Quotation Procedures
1. The Facilities/Purchasing Department shall invite quotes from at least three vendors.
Additional information regarding sole source is available under Sole Source Provider
section.
2. When requesting quotes, the Facilities/Purchasing Department shall provide identical
specifications to the competing vendors verbally or in a letter with an RFQ.
3. All vendors invited to quote will be given a deadline to furnish the quote.
4. Except for unusual circumstances the vendor will be required to honor the quoted
price for a period of at least 30 days. Any quote submitted shall specify the time
period of which it is valid. When the quotation is awarded to the winning vendor, the
Facilities/Purchasing Department or an assistant enters a purchase order requisition
into the P.O. system. The quotation date and specific vendor contract shall be noted
on the P.O.
5. The vendor’s quotation number or the name of the vendor’s representative issuing
the quote shall be keyed in the Text Instruction box of the P.O. For example this
should read “SCHOOL SPECIALTY SUPPLY CO. QUOTE #99999” or “QUOTE PER JOHN
SMITH 1/30/15.” This will insure that the vendor bills us at the agreed price.
6. All quotes shall be retained on file by the Director of Purchasing in accordance with
the Retention Schedule of the State of Missouri.
Bidding Procedures
A bid is a price furnished by a vendor. The bid can be used for the purchase of supplies,
materials, furniture, equipment and other miscellaneous items. Bids are required, instead of
quotes, when the project expenditure exceeds $15,000.
The Facilities/Purchasing Department is authorized to solicit bids or may defer the process to
a Department Director.
1. Bids for equipment and other capital items must be publicly advertised onDistrict website and printed media with appropriate circulation. Suppliers ofsuch items are invited to have their names placed on a mailing list to receiveinvitations to bid.
2. A formal Request for Bid (RFB) is then prepared and sent to the bidding vendors.3. All specifications including the bid deadline must be clearly detailed in the RFB. Bids
must be submitted by the vendor in a sealed envelope no later than the announceddeadline.
4. Vendors supplying hazardous materials are required to provide Safety DataSheets (SDS) from the manufacturer for all products that are hazardous. The SDSmust be provided to the end user with the product to ensure appropriateawareness and training occurs. In cases of pesticide products, SDS information mustalso be supplied to the Health Services department in accordance with boardpolicy.
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Responsibilities of Bidding
The following are the responsibility of the Facilities/ Purchasing Department in soliciting a bid:
1. Construct the technical portion of the specification sheet that will be the basis for submitting a bid for services or materials.
2. Develop a list of potential bidders. If the incumbent vendor or any other interested vendor is excluded from the list, the Department Director must provide written rationale to the Director of Purchasing explaining their exclusion.
3. Submit the completed specification sheet and list of vendors to the Director of Purchasing.
The following are the responsibility of the Department Director:
1. Complete the bid package by integrating the submitted specifications sheet into the bid packet with the appropriate bidder’s language.
2. Review the bids and list of vendors for clarity and consistency with purchasing policy.
3. Review the technical portion of the bid with the Facilities/Purchasing Department. 4. Assign bid number(s) and opening/closing dates. 5. Advertise the bid as per Board policy and purchasing policy. 6. Receive and secure the sealed bids. 7. Open and read the sealed bids at the appointed place and time. 8. Create a bid summary or commonly known as bid tabulation. A copy of the bid
tabulation will be sent to each vendor upon request. 9. The bid will go to the Board of Education for approval. 10. Following approval, the Department Director will enter the Purchase Order
Requisition into Keystone. 11. The purchase order will be processed and mailed to the successful vendor.
Please note that a complete copy of every bid submitted for solicitation is kept on file in
the Department Director’s files in accordance with the General Records Retention
Schedule of the Secretary of the State of Missouri. The Facilities/Purchasing Department
is available at all times to provide guidance and assistance.
Employee Reimbursement In the event an employee makes a purchase using personal funds, the District is not
obligated to the employee unless a purchase order or credit card is not accepted by the
vendor or the item is not available from another source. Should an employee make a
purchase on behalf of the District, determination for reimbursement will be made as
follows:
The purchase must have been pre-approved by the employee’s supervisor.
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The expenditures must be appropriate and supported by the appropriateoriginal, itemized receipt.
Personal purchases of technology, curriculum related items, and controlled assetswill not be reimbursed unless approved prior to the purchase by the appropriatedepartment director.
The District reserves the right to not reimburse an employee for a District-related expense,
regardless of documentation presented.
Employees must request reimbursement by submitting a Purchase Order Requisition,
attaching the appropriate documentation and submitting the requisition to the employee’s
Supervisor for processing.
Administrator Approval of Vendor Appointments
Vendors are prohibited from making sales calls directly at school sites and with District personnel, unless an administrator has scheduled an appointment with the vendor.
Contracts
No employee or administrator has the authority to sign any agreement obligating
Independence School District. All contracts and agreements must be submitted to the
Board of Education for approval. Upon approval, the contract or agreement will be
signed and returned to the appropriate individual or vendor. Contracts or agreements must
be submitted. Upon receipt, appropriate legal review will be arranged.
Conflicts of Interest
Any potential conflicts of interest must be disclosed to Facilities/Purchasing Department. A
conflict of interest arises when any of the following has a financial or other interest in the
firm selected for award:
Employee, officer or agent;
Any member of that person’s immediate family
The person’s partner; or
An organization which employs, or is about to employ any of the above or has a
financial interest in the firm selected for award.
Employees and board members shall not solicit or accept gifts, payments, or anything
greater than nominal value item form any person, organization, group or entity doing
business or desiring to do business with the District.
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Curriculum and Instruction Related Purchases
District policy requires standardization of curriculum and instruction related purchases.
The District’s Strategic Plan outlines District standards related to curriculum and
instruction. The District Curriculum Services Department has the responsibility of
enforcing these standards. Therefore, all curriculum and instruction purchases must
be approved by the Assistant Superintendent of Curriculum.
Gift Cards
Gift Cards Purchased with District Funds
Gift cards may not be purchased for staff or building use. For example, gift cards may not be
purchased to reward staff attendance, to reward staff attendance at meetings, or as holiday
gifts. Gift cards also may not be purchased for the acquisition of supplies, materials, or
services on a separate transaction.
Gift cards may only be purchased in the following limited circumstance: Gift cards may be
purchased to distribute to students during summer school. Documentation must be
maintained showing that all purchased gift cards were distributed to students. Any other
purchase of gift cards must be approved by the Superintendent.
Nothing in this procedure prohibits social committees from using social committee funds to
purchase gift cards, if permitted by the committee’s guidelines.
Gift Cards Offered by Vendors
Gift cards may not be received from a vendor in lieu of a refund made payable to the
District, in lieu of a price adjustment for the goods or services provided by the vendor, or in
lieu of other financial benefit to the District. In the event that a vendor offers gift cards as an
exclusive benefit and is not willing to refund, adjust pricing, or provide some other financial
benefit to the District as an alternative to gift cards, then gift cards may be accepted from
the vendor and use of the gift cards must be accounted for by the department director.
Gift Card Donations
Donation of gift cards may be accepted for limited purposes of drawings and awards for staff
or students. No employee may receive more than $50 in combined gift cards per event. Gift
card donations as incentives from third parties must be preapproved by the Superintendent
or designee. Documentation must be maintained showing receipt and disbursement of all
donated cards.
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Non-Allowable Purchases
Purchases of goods or services for personal purposes are not allowed. Gifts or
remembrances sent on behalf of staff must be funded personally or with separate social
fund accounts. Gifts or flowers are permissible only in conjunction with a building,
department, or District sponsored event. Should you have specific questions, please
contact the Director of Purchasing.
Purchases of Equipment and Furniture
All equipment and furniture must be ordered by the Facilities/ Purchasing Department
and delivered to the Facilities/Purchasing unless other arrangements are made by the
Director of Facilities/Purchasing. All technology equipment will be inventoried and
tracked. The Equipment and Furniture Request Form (PUR-012) shall be completed to
assist in equipment and furniture requests and is available on the Purchasing website.
Examples of District approved furniture are on display through Facilities/ Purchasing
Department.
Sales Tax
The District is not required to pay sales tax on products and services acquired from
vendors within the State of Missouri. Any purchase approved for reimbursement will
comply with the taxation requirement for purchases made with purchasing cards or
purchase orders. The decision to reimburse sales tax may be made in the event of an
emergency purchase or other unforeseen circumstance. Suppliers selling to students or
others for personal use must collect sales tax.
Sole Source Providers
A sole source provider is defined as "the only supplier capable of meeting District
requirements within the time available, including emergency and other situations which
preclude conventional planning and processing."
All sole source purchases in the amount of $2,000 or more must be approved in advance by the Director of Facilities/Purchasing. A Sole Source Justification Form (PUR-011) must be completed and approved prior to awarding a quote. This form is located on the District intranet under Purchasing and Warehousing. The following criteria may provide assistance in determining that a purchase is only available from a sole source:
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One-of-a kind The commodity or service has no competitive product and is available from only one supplier.
Compatibility The commodity or service must match existing brand of equipment for compatibility and is available from only one vendor.
Replacement The commodity is a replacement part for a specific brand of
Technology Related Purchases
District policy requires standardization of technology related purchases. The District’s Technology Plan outlines District standards related to technology, including
specifications of equipment and software to be purchased and supported at each site. The
District Technology Department has the responsibility of enforcing these standards, as
well as providing necessary technical support for approved equipment. Therefore, all
technology purchases must be approved by the Director of Technology.
Vendor Rebates
No gift cards, rebates, reward points, or vouchers may be individually received by
District employees or officials. Rebates must be remitted to the Director of Business.
District Property Disposal
District-owned assets can only be disposed of with proper approval from ISD Board of Education. The
BOE will approve these assets for disposal quarterly in March, June, September, and December. All
requests for disposal will need to be turned in at the end of each month and will obtain approval for
disposal after the aforementioned board meetings.
District-owned property cannot be donated to any entity, organization or individual, unless
authorized by ISD Board of Education.
Approval cannot be requested until the following minimum procedures have been performed:
1. The Building principal/department supervisor has evaluated the material/property/inventory
and has verified and signed that the equipment can no longer be used by the District in any
manner.
The following are approved methods of disposal by the District:
Public auction GOVDEALS.COM
Sale by sealed bid
Negotiated sale to state agency or local government
Scrap
Preapproved contract i.e.- Textbooks
Trade in on new like
Donation
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The Facilities Department crew will pick up disposable property only after all of the above
approvals have taken place as directed by purchasing.
Disposal of Assets
In order to maintain accurate asset records, asset disposals shall be recorded promptly.
These records shall reflect whether the items have been placed into surplus due to being
stolen, broken, or obsolete.
The administrator will complete a fixed asset disposal form PUR-009.
The process and information required includes:
Complete description of the item, including brand, model, color, size, etc. “ColorMonitor or Student Desk” is not sufficient to properly identify property. Picturesof each item will need to be attached to the disposal form.
Please fill in all other fields on form.
This form must be received in the Facilities/Purchasing Department by the lastday of each month.
Once your form has been received, the items will then be presented to the Boardof Education for approval.
Once your items have obtained Board approval, you will then be notified onfurther action that will be taken.
Until there has been a method of disposal assigned to those items, the items willneed to stay at your location until a scheduled pick-up time and date.
Transfer of Assets
In order to maintain accurate asset records, asset transfers shall be recorded promptly. If
you are planning on transferring items building to building, classroom to classroom or
individual to individual, you will then need to get approval from Facilities/Purchasing
Department before the transfer may take place. If any of these items were purchased with a
grant, they would then need to be approved by the CO Administrator in charge of that grant.
The administrator transferring equipment will complete a fixed asset transfer form, number
PUR-008.
The process and information required includes:
This form must be received in the Facilities/Purchasing Department by the last dayof each month.
Complete description of the item, including brand, model, color, size, etc. “ColorMonitor or Student Desk” is not sufficient to properly identify property. Pictures ofeach item will need to be attached to the transfer form.
Building to building transferso Send form to receiving building administrator for approval. Receiving
building administrator will then forward to Facilities/Purchasing Department.
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Transfers with in same buildingo The current building administrator will forward form to Facilities/Purchasing
Department.
Once your transfer request has been received and approved, you will be notified ofa pick-up date for the transfer of the item.
Donations
In order to maintain accurate asset records, asset donations shall be approved and recorded
promptly. If you are planning to accept a donation in ANY form, prior approval must be
obtained before donation can be accepted, this includes any Donor Choose items. Anything
posted on Donor Choose must be approved prior to requesting for donation. You will need to
fill out Donation Approval Request Form, PUR-010, completely and forward to
Facilities/Purchasing Department for approval. Once donations are approved, a proper asset
tag will be assigned and affixed to assets.
Technology Donations:
Any technology donations need to be approved by the technology departmentbefore they are accepted.
The district standardizes certain equipment based on research, functionality, andsupport.
If getting Chromebooks or iPads, ISD prefers DELL Chromebooks and at minimum32GB iPads.
Anything accepted needs to be tagged and inventoried.
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Appendix A Independence School District
Standard Classroom Set-up for Kindergarten – 1st Grade
ITEM QUANTITY EXT PRICE TOTAL EXPENDITURE
1 Bookcase, metal 3-Shelves, Horizontal 48' x 60' 1 $ 327.00 $ -
or Bookcase, metal 3-Shelves, Vertical 60' x 48' 0 $ 436.00 $ 436.00
2 Student Desk, Mini w Cubbie 12 $ 182.00 $ 2,184.00
3 Student Tables 5 $ 267.00 $ 1,335.00
4 Student Stools, Hokki 6 $ 90.00 $ 540.00
5 Student Chairs, 14" 16 $ 30.00 $ 480.00
6 Teacher's Desk, Mobile 1 $ 940.00 $ 940.00
7 Teacher's Chair 1 $ 97.00 $ 97.00
8 Activity Table, Elip 1 $ 352.00 $ 352.00
9 Storage Cabinet 1 $ 960.00 $ 960.00
10 White Board 5 X 6 1 $ 390.00 $ 390.00
11 File Cabinet 1 $ 167.00 $ 167.00
12 Reading Rug, 8 x 12 1 $ 391.00 $ 391.00
Total Standard Classroom Set-up for K - 1st $ 8,272.00
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Appendix B Independence School District
Standard Classroom Set-up for 2nd - 5th Grade
ITEM QUANTITY EXT
PRICE TOTAL EXPENDITURE
1 Bookcase, metal 3-Shelves, Horizontal 48' x 60' 1 $ 327.00
$ -
or Bookcase, metal 3-Shelves, Vertical 60' x 48' 0 $ 436.00 $ 436.00
2 Student Desk w/Cubbie 22 $ 182.00 $ 4,004.00
3 Student Tables 2 $ 267.00 $ 534.00
4 Student Stools, Hokki 6 $ 90.00 $ 540.00
5 Student Chairs, 16" 18 $ 35.00 $ 630.00
6 Teacher's Desk, Mobile 1 $ 920.00 $ 920.00
7 Teacher's Chair 1 $ 97.00 $ 97.00
8 Activity Table, Elip 1 $ 352.00 $ 352.00
9 Storage Cabinet 1 $ 960.00 $ 960.00
10 White Board 5 X 6 1 $ 390.00 $ 390.00
11 File Cabinet 1 $ 167.00 $ 167.00
12 Reading Rug, 6 X 9 1 $ 391.00 $ 391.00
Total Standard Classroom Set-up for 2nd- 5th $ 9,421.00
20
Appendix C Independence School District
Standard Classroom Set-up 6th - 12th Grade
ITEM QUANTITY EXT
PRICE TOTAL EXPENDITURE
1 Bookcase, 3-Shelves, Horizontal 48' x 60' 1 $ 327.00 $ -
or Bookcase, 3-Shelves, Vertical 60' x 48' 0 $ 436.00 $ 436.00
2 Choose one:
(a) Student Desk, Diamond (32) 32 $ 134.00 $ 4,224.00
(b)16 Tables 16 $ - -
(c) 8 Tables and 16 Desks 8/16 $ - -
3 Student Chairs, 18" 32 $ 40.00 $ 1,280.00
4 Teacher's Desk 1 $ 740.00 $ 740.00
5 Teacher's Chair 1 $ 97.00 $ 97.00
6 Storage Cabinet 1 $ 960.00 $ 960.00
7 File Cabinet, 4 Drawer 1 $ 167.00 $ 167.00
Total Standard Classroom Set-up for 6th- 12th $ 7,904.00
Products / Supplies / Services
$0-$1,999
• Purchase Order
$2,000 -$4,999
• Purchase Order• Minimum of 2 email documents for quotes• Attached to the PO
$5,000-$9,999
• Purchase Order• 2-3 Official Quotes• Attached to PO
$10,000-$14,999
• Purchase Order• Minimum 2-3 Quotes• Superintendent Approval• Attached to PO
$15,000 & Above
• Use the “Choose Tool” to decide if you are going to Let out for Bid/RFB/RFP or use aCoOp
• Superintendent’s Approval
November 19th 2015 PUR-001
“Choose Tool”
If Bids/RFB/RFP1. You may get approval to let bid before the bid is written or you may
write the bid using template providing specks in all required fields (see attached)
2. Submit approval to let bid to Superintendents office one week before BOE Meeting
3. Advertise Bid in newspaper & ISD Website (Public Open Date) $5,000 and below (supplies and services) no ad needed $15,000 above (supplies and service) ad needed in paper for 2 weeks 3,000,000 and above ad needed in 2 newspapers for 2 weeks All questions or details added will be submitted
on the addendum online with anyacknowledgment paperwork.
4. Use all bids to make tabulation & select a bid5. Board Motion needs to have tabulation attached6. Submit Board Motion to Superintendent’s office 1 week before BOE meeting7. BOE will needs to approve8. Create Purchase order and attach bid9. Notify selected giving them Purchase Order
If CoOp / State Contract
1. Get proposal from CoOp including CoOp membership numberand contract number you are using for proposal.
2. File Motion with proposal attached making sure the CoOp member numberand contract number you are utilizing is on proposal.
3. Turn in board motion one week before BOE meeting4. BOE approval needed5. Issue purchase order with proposal attached6. Make sure the CoOp you are utilizing is following State and Board regulations
November 19th 2015 PUR-001
November 20th 2015 PUR-002
Standard Vendor Agreement
By signing this Agreement (“Agreement”), the below-named vendor of products or services to the District (“Vendor”) agrees to each term of the Standard Vendor Agreement of The School District of the City of Independence District No. 30 (“District”) from the date of the signature below until terminated under the terms of the Agreement.
Vendor (legal entity name): ___________________________________________________________
Vendor Type: _______________________________________________________________________
Vendor Name as Shown on Invoice (DBA): ________________________________________________
Vendor Taxpayer Identification Number (EIN/SSN): ________________________________________
Vendor Contact Name and Title: ________________________________________________________
Vendor Contact Information: Street ____________________________________________________
City/State/Zip Code _________________________________________
Phone ___________________________________________________
Mobile Phone _____________________________________________
Email or Fax _______________________________________________
I am authorized to contract for Vendor and Vendor understands and agrees to comply with the District’s Standard Vendor Agreement Terms until terminated.
Name Signature
Title Date
The School District of the City of Independence District No. 30 Standard Vendor Agreement Terms
Version November 2015. PUR-002
1. Scope. This agreement applies to transactions between The School District of the City of
Independence District No. 30 (“District”) and vendors of products or services (“Vendors”). This
Agreement is effective from the date accepted by Vendor until termination under its terms. Vendor
agrees to each term of the Agreement in exchange for the opportunity to offer is goods or services
for sale to the District. The District reserves the right to accept or reject any offer of sale. The District
may modify this Agreement upon notice to Vendors and such changes are binding upon notice.
2. Purchase orders. The District will incur no liability for additional costs over the amount identified in
a purchase order, including taxes, shipping, insurance, penalties, termination payments, attorney
fees, liquidated damages, or other fees and costs. Product Vendors will replace any item received in
damaged condition at no cost to the District, including all shipping costs for returning non-functional
items to the Vendor for replacement.
3. Sales Tax Exemption. Vendor will not bill taxes. Federal and state law exempts the District from
Federal excise taxes and state sales taxes.
4. District Policies. Vendor will comply with all applicable District policies, regulations, and procedures,
including Policies regarding background checks, confidentiality of student information, anti-
discrimination, and conflicts of interest.
5. Conflict of Interest. Vendor will notify District of any professional, business, or familial relationship
with any administrator or current member of the Board of Education of the District.
6. E-Verify (§ 285.530 RSMo). Vendors for transactions that exceed $5,000 agree to annually provide
District a sworn affidavit and other sufficient documentation to affirm its enrollment and
participation in a federal work authorization program with respect to the employees working in
connection with this Contract and to affirm that it does not knowingly employ any person who is an
unauthorized alien in connection with the contracted services.
7. Sovereign Immunity. The District preserves all immunities recognized at law. Nothing in this
Agreement or any transactions under this agreement is a waiver of Sovereign Immunity or
Governmental Immunity by whatever name as set forth in Mo. Rev. Stat. § 537.600 et seq. Any
insurance required by this Agreement or any transactions under this agreement waives no defense
or immunity available to the District or its employees by statute or at common law.
8. 10-Hour construction safety program for public works projects (§ 292.675 RSMo.). Vendors for
construction, reconstruction, demolition, painting and decorating, or major repair for public works
projects will provide its on-site employees a 10-hour Occupational Safety and Health Administration
(OSHA) Construction Safety Program as mandated by § 292.675 RSMo., including a course in
construction safety and health approved by OSHA or a similar program approved by the Missouri
Department of Labor and Industrial Relations.
9. Prevailing Wage. Vendors agree that in the instances their services consist of, wholly or in part,
construction, reconstruction, demolition, painting and decorating, or major repair for public works
The School District of the City of Independence District No. 30 Standard Vendor Agreement Terms
Version November 2015. PUR-002
projects: A wage of no less than the prevailing hourly rates of wages for work of a similar character in
the locality in which the work is performed shall be paid to all workmen employed by or on behalf of
any public body engaged in public works exclusive of maintenance work (§ 290.220 RSMo.); Not less
than the prevailing hourly rate of wages specified in wage determination as requested from the State
shall be paid to all workers performing work under this contract (§ 290.250 RSMo.); The vendor shall
forfeit as a penalty to the State, County, City, and County, City, Town, District or other political sub-
division on whose behalf the contract is made or awarded Ten ($10.00) Dollars for each worker
employed, for each calendar day, or portion thereof such worker is paid less than the said stipulated
rates for any work done under this contract by him or by any sub-contractor under him (§ 290.250
RSMo.). Vendor is required to comply with prevailing wage requirements and will indemnify and
defend the District for any violations of prevailing wage requirements.
10. Excessive Unemployment. When the Missouri Department of Labor and Industrial Relations
determines that a period of “Excessive Unemployment” remains in effect and will remain in effect if
the unemployment rate exceeds 5% in the state of Missouri, Vendors for construction,
reconstruction, demolition, painting and decorating, or major repair for public works projects agree
to employ only Missouri laborers and laborers from nonrestrictive states on the public works
projects. (§§ 290.550 through 290.580 RSMo).
11. Lead Paint Guidelines. Vendors for construction, reconstruction, demolition, painting and
decorating, or major repair for public works projects working in pre-1978 school buildings that are
child occupied and residential properties will obtain their Renovator Certification by an accredited
EPA Training Provider.
12. AHERA Notification. The District has completed the removal of friable asbestos in all District school
buildings. In addition, all facilities have now been inspected by a certified asbestos inspector as
required under the ASBESTOS HAZARD EMERGENCY RESPONSE ACT OF 1986 (AHERA). A copy of the
AHERA Plan has been filed with the State of Missouri and a copy is on file with each building
administrator. The AHERA Plan is available for inspection during regular school hours.
13. A-133 Compliance Supplement. Vendor warrants that it and its principals are not debarred,
suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered
transactions by any Federal Department or Agency. Vendor will notify the District immediately if
suspended or debarred.
14. Permits. Vendor will obtain all permits required by law for transactions under this Agreement.
15. Insurance. Vendor will maintain all insurance required by law.
16. Termination. Vendor may terminate Agreement by providing the District notice in writing as
required by this Agreement within 90 days of the termination date in the notice, after completion of
all transaction entered under this Agreement and upon reasonable notice to the District and
opportunity to cure any alleged breaches of this Agreement or transactions entered into under this
Agreement. District may terminate this Agreement upon written notice at any time for any reason.
The School District of the City of Independence District No. 30 Standard Vendor Agreement Terms
Version November 2015. PUR-002
17. Compliance with Non-Discrimination Law. Vendor will comply with the Fair Labor Standards Act,
Fair Employment Practices, Equal Opportunity Employment Act, Missouri Human Rights Act and all
other applicable Federal and State laws and District Policy.
18. Americans with Disabilities Act of 1990 (ADA). Vendor warrants that all goods or services provided
under this Agreement will meet or exceed all applicable Federal, State, and Local Statutes,
Ordinances and Codes including but not limited to the Americans with Disabilities Act of 1990.
19. Performance and Payment Bonds. For public works projects with a transaction cost of $25,000 or
more, Vendor will procure and maintain performance and payment bonds for the benefit of the
District as required by the laws of the State of Missouri in an amount not less than 100% of the
aggregate amount of Contract entered under this Agreement. The Bond shall serve as security for
the faithful performance of public works projects entered under this Agreement, including
maintenance provisions, and for the payments of all persons performing labor and furnishing
materials in connection with public works projects entered under this Agreement. Vendor will pay
premiums on the bonds. The bonds shall remain in full force and effect during public works projects
entered under this Agreement.
20. Confidentiality. Vendor will comply with all confidentiality laws, including the Family Educational
Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g, and will indemnify the District for any damages
suffered by it by reason of Vendor’s failure to do so.
21. Background checks. Vendor will ensure that all its employees, staff members, volunteers and adults
who may have contact with students complete fingerprinting and criminal background checks in
accordance with § 168.133 RSMo. and the requirements of the Missouri Department of Elementary
and Secondary Education, including a criminal background check through the Missouri State
Highway Patrol and a child abuse and neglect background check through the Missouri Children’s
Division. Vendor will provide District reports of background checks.
22. Indemnification. The District will not agree to indemnify any Vendor for its own negligence
(including product liability), for injuries or damages that do not arise from acts or omission of the
District, or for injuries or damages for which the District has sovereign immunity. Product vendors
shall be responsible for all personal injury (including death) or property damage as a result of the
Vendor’s negligence involving any product provided under transactions under this Agreement and, in
addition, agree to hold the District, including its Board and employees, harmless from every
expense, liability, or payment arising out of such negligent act or defective product.
23. Applicable Law. The laws of the State of Missouri govern this agreement. For any legal action arising
from this Agreement or any transaction entered under this agreement. Vendor expressly agrees to
the jurisdiction and venue of the Circuit Court of Jackson County, Missouri, at Independence, or the
United States District Court for the Western District of Missouri, as appropriate.
The School District of the City of Independence District No. 30 Standard Vendor Agreement Terms
Version November 2015. PUR-002
24. Provisions required by law. Every provision of law and clause required by law to be inserted in this
Agreement will be deemed to be inserted and the Agreement will be read and enforced as though it
were included herein.
25. Dispute. Vendor will provide District notice of and an opportunity to cure any dispute arising from
this Agreement or any transaction under this Agreement before filing a legal action arising from the
dispute. Vendor will pay District’s reasonable legal fees, expenses, and costs for any legal action arise
from such dispute.
26. Notice. All notices provided under this contract must be in writing and delivered in a form that
provides the date of delivery.
27. Independent Contractor. The relationship of the District and the Vendor is one of District and
independent contractor and not master and servant or joint-venturer. Except as specifically provided
herein, Vendor has no authority to act for or on behalf of the District.
REMAINDER INTENTIONALLY BLANK
The School District of the City of Independence District No. 30 Attachment 1, E-Verify Affidavit
Version November 2015. PUR-002
ANNUAL FEDERAL WORK AUTHORIZATION PROGRAM AFFIDAVIT
I, , being of legal age and having been duly sworn upon
my oath, state the following facts are true:
1. I am over twenty-one years of age; and know of the matters set forth.
2. I am employed by (“Company”) and have authority to issue this affidavit on its
behalf.
3. Company is enrolled in and participating in the United States E-Verify federal work authorization
program regarding Company’s employees working in connection with the services Company is
providing to, or will provide to, the District, to the extent allowed by E-Verify.
4. Company does not knowingly employ any person who is an unauthorized alien in connection with
the services the Company is providing to, or will provide to, the District.
FURTHER AFFIANT SAYETH NOT.
By: (individual signature)
For (company name)
Title:
Subscribed and sworn to before me on this day of , 201 .
NOTARY PUBLIC
My commission expires:
The School District of the City of Independence District No. 30 Attachment 1, E-Verify Affidavit
Version November 2015. PUR-002
Vendor (legal entity name): ___________________________________________________________
The above Vendor offers the following goods or services for procurement by The School District of the City of
Independence District No. 30. All procurement is subject the requirements of District Policy and Missouri Law.
Appliances
_____ a. Equipment
_____ b. Supplies
_____ c. Services
Art Supplies
_____ a. Equipment
_____ b. Supplies
Athletic
_____ a. Equipment
_____ b. Trainer Supplies
_____ c. Supplies
_____ d. Sports uniforms
Audio/Visual
_____ a. Equipment
_____ b. Repairs
_____ c. Sound systems
_____ d. Supplies
Automotive
_____ a. Parts
_____ b. Gas
_____ c. Oil/Lubricants
_____ d. Tires
_____ e. Purchases – New & Used
Batteries
_____ a. Office/Electronics
_____ b. Vehicle
Building
_____ a. Acoustical Tiles
_____ b. Glass & Glazing
_____ c. Locking Hardware & Keys
_____ d. Lumber
Calculators
_____ a. Equipment
_____ b. Service/Repairs
_____ c. Supplies
Carpenter Shop
_____ a. Supplies
_____ b. Parts
_____ c. Lumber
_____ d. Services
Computers
_____ a. Hardware
_____ b. Software
Consultant/ Professional Services
_____ a. Architect
_____ b. Employee Assistance
_____ c. Energy Services
_____ d. Engineering
Contractor
_____ a. Asphalt/Seal Coating
_____ b. Bleachers
_____ c. Carpeting
_____ d. Concrete
_____ e. Demolition/Excavating
_____ f. Electrical
_____ g. Elevators
_____ h. Environmental
_____ i. Fencing
_____ j. Fire Sprinklers
_____ k. Floor Covering
_____ l. General Construction
_____ m. Heating/Cooling
_____ o. Landscaping
_____ p. Masonry
_____ q. Painting
_____ s. Plumbing
_____ t. Roofing
_____ u. Sprinkler Systems
_____ v. Welding
Coolers/Boilers
_____ a. Compressors
_____ b. Cooler Pads
_____ c. Equipment
_____ d. Supplies
Copiers
_____ a. Equipment
_____ b. High Volume Copiers
_____ c. Supplies
_____ d. Service
Custodial
_____ a. Laundry Service
_____ b. Chemicals
_____ c. Supplies
Drafting
_____ a. Equipment
_____ b. Supplies
Draperies/Stage Curtains
_____ a. Blinds
_____ b. Drapes
_____ c. Curtains
_____ d. Stage Flooring/Repair
Electric
_____ a. Equipment
_____ b. Lamps
_____ c. Supplies
Elevators
_____ a. Equipment
_____ b. Supplies/Parts
_____ c. Services/Repairs
_____ d. Inspection
Extermination
_____ a. Pest Control Services
Fax Machines
_____ a. Equipment
_____ b. Service
Fencing
_____ a. Materials
Fertilizer/ Seeds
_____ a. Supplies
Fire
_____ a. Extinguishers
_____ b. Fire Maintenance
_____ c. Equipment
_____ d. Inspections
The School District of the City of Independence District No. 30 Attachment 1, E-Verify Affidavit
Version November 2015. PUR-002
Flags
_____ a. Flags
_____ b. Accessories
_____ c. Banners
Flooring
_____ a. Carpet
_____ b. Tile
_____ c. Finishing
Fuel
_____ a. Unleaded Fuel
_____ b. Diesel Fuel
_____ c. Tank /Pump
Service/Supply
Furniture
_____ a. Auditorium
_____ b. Cafeteria
_____ c. Classroom
_____ d. Computer
_____ e. Library
_____ f. Lounge
_____ g. Office
Grease Trap Cleaning
_____ a. Services
Grounds
_____ a. Equipment
_____ b. Supplies
_____ c. Weed Control
_____ d. Landscaping
Hardware/Lumber
_____ a. Equipment
_____ b. Nuts & Bolts
_____ c. Tools
_____ d. Lumber
Heating/Cooling
_____ a. Equipment
_____ b. HVAC Filters
_____ c. Services/Repairs
_____ d. Supplies
Industrial Arts
_____ a. Equipment
_____ b. Supplies
Instructional
_____ a. Equipment
_____ b. Student Planners
_____ c. Supplies
Insurance
_____ a. Dental
_____ b. Health
_____ c. Life
_____ d. Property
Laundry/Dry Clean Service
_____ a. Band/Choir Uniforms
Lease/Purchase
_____ a. Equipment
_____ b. Vehicles
_____ c. Land
Library
_____ a. Book Binding
_____ b. Books
_____ c. Equipment
_____ d. Supplies
_____ e. Furniture
Lighting
_____ a. Supplies
Locker/Parts
_____ a. Hall
_____ b. P.E.
Machine Shop
_____ a. Equipment
_____ b. Supplies
Mailroom
_____ a. Equipment
_____ b. Supplies
Office
_____ a. Supplies
_____ b. Furniture
_____ c. Equipment
Paint
_____ a. Supplies
_____ b. Equipment
Paper Products
_____ a. Office/copy paper
_____ b. Colored Copy Paper
_____ c. Disposable (plates, cups,
napkins, etc.)
Plumbing
_____ a. Equipment
_____ b. Supplies
_____ c. Water Fountains
Printing
_____ a. Equipment
_____ b. Service
_____ c. Supplies
Roof
_____ a. Materials
_____ b. Supplies
Safety Equipment
_____ a. Fire Alarm System
_____ b. Fire Extinguishers
_____ c. Maintenance/Services
_____ d. Supplies
Security
_____ a. Equipment
_____ b. Fire Alarm Systems
_____ c. Intercoms
_____ d. Services/Repairs
_____ e. Supplies
Special Education
_____ a. Equipment
_____ b. Supplies
_____ c. Services
Sprinklers
_____ a. Equipment
_____ b. Parts
_____ c. Supplies
_____ d. Service/Repairs
Tractors
_____ a. Equipment
_____ b. Parts
_____ c. Supplies
_____ d. Maintenance/Repairs
_____ e. Tires
Trophies/Awards
_____ a. Trophies
_____ b. Awards
Two Way Radios
_____ a. Equipment
_____ b. Supplies
_____ c. Parts
_____ d. Service/Repairs
The School District of the City of Independence District No. 30 Attachment 1, E-Verify Affidavit
Version November 2015. PUR-002
Water Treatment
_____ a. Water Treatment
_____ b. Services
Welding
_____ a. Equipment
_____ b. Supplies
_____ c. Service
Other
______________________________
______________________________
______________________________
______________________________
Acknowledgement of Understanding and Compliance – Background Checks
Pursuant to Paragraph 21 of the Standard Vendor Agreement (“Agreement”), Vendor acknowledges
that Vendor has run both of the following background checks on Vendor and all of Vendor’s
employees and agents who will have contact with students including working at school sites at any
point while children are present in the building:
a fingerprint-based criminal background check through the Missouri State Highway
Patrol (https://www.machs.mshp.dps.mo.gov/MACHSFP/wizard.html; if you do not
already have a registration number and are in the State of Missouri use registration
number 9999; if you are out of the state, call the Missouri State Highway Patrol at (573)
526-6312 to request a registration number) and
a child abuse and neglect background check through the Missouri Children’s Division
(http://health.mo.gov/safety/fcsr/pdf/inquiry.pdf)
Unless specifically approved by the Independence School District (“District”) in writing, Vendor will
not personally have nor permit any agent or employee of Vendor to have contact with students of the
District or to work at school sites at any point while children are present in the building if such
employee or agent has an unsatisfactory background check. A background check is unsatisfactory if
it shows any of the following:
conviction of any misdemeanor within the past 5 years, or
conviction of any felony at any point in time, or
any substantiated findings of abuse or neglect by the Children’s Division.
Vendor will produce results of background checks on Vendor and any or all employees and agents of
Vendor immediately upon request of the District.
Vendor acknowledges that District may immediately terminate the Agreement if Vendor is unable to
produce results of background checks or if the results show an unsatisfactory check, or alternatively
District may demand that any of Vendor’s employees or agents with an unsatisfactory background
check no longer perform services under the Agreement between the District and Vendor.
Vendor acknowledges that Vendor is responsible for ensuring background checks are completed. To
the extent allowed by law, Vendor shall indemnify and hold the District harmless from and against
any and all claims and costs of whatever nature, including but not limited to, consultants’ and
attorneys’ fees, damages for bodily injury and property damage, fines, and penalties that in any way
results from or arises from Vendor’s failure to run background checks or failure to prevent persons
with unsatisfactory background checks from having contact with students of the District.
_____________________________________ ____________________
Vendor Date
_____________________________________
Print Name
November 20th
2015 PUR-003
Agenda Item #:
Subject / Title: Approval To Accept Quote for Sound System In Kindergarten
And First Grade Classrooms At Ott Elementary School, Procter Elementary School, Blackburn Elementary School And Three Trails Elementary School.
X Action Required Information Only (check one)
Description of Issue:
Background and rationale for this program / item Through our Board approved membership in NJPA (National Joint Powers Alliance), which is a governmental agency that combines the purchasing power of more than 50,000 agencies and competitively bids items on behalf of those agencies, the Administration recommends accepting the quote under contract NJPA #021412 from Lightspeed Technologies, Inc. for sound system installation in the kindergarten and first grade classrooms at Ott Elementary School, Procter Elementary School, Blackburn Elementary School and Three Trails Elementary School for a total cost of $40,680.00.
Desired result Approval to accept the quote under contract NJPA #021412 from Lightspeed Technologies, Inc. for sound system installation in kindergarten and first grade classrooms listed above.
Personnel N/A
Resources N/A
Reviewed and Recommended: Superintendent Date
Motion For Board Action: The Board of Education accepts the quote under contract NJPA #021412 from Lightspeed Technologies, Inc. for sound system installation in the kindergarten and first grade classrooms at Ott Elementary School, Procter Elementary School, Blackburn Elementary School and Three Trails Elementary School for a cost of $40,680.00.
Motion: Second:
November 20th 2015 PUR-004
Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 (816)521-5330 Fax (816)521-5627
[SERVICE] Request for Proposal
Proposal Due: DATE 2:00 pm
1. Background
1.1. Notice
1.1.1. Independence School District (the “District”) seeks a contractor (“Contractor”) to perform [SERVICE]. If your firm is interested, please submit the information requested in this Request for Proposal (RFP) to the Independence School District office by [TIME] on [DATE]. All information necessary for the submittal is contained in this RFP.
1.2. RFP Schedule
1.2.1. Issue RFP:
1.2.2. Deadline to schedule inspection of property:
1.2.3. Deadline to submit written questions:
1.2.4. Deadline to submit proposals:
1.2.5. Vendor selection date:
2. Description of Services (or Project)
2.1. Type
2.2. Locations
2.3. Equipment
2.4. Inspection
2.4.1. Contractor must visit each site before submitting their proposal and be responsible for all measurements on the project.
November 20th 2015 PUR-004
2.5. Project Schedule
2.5.1. Vendor selection date:
2.5.2. Contract date:
2.5.3. Planned commencement of service
2.5.4. Planned substantial completion of service
2.5.5. Planned final completion of service
3. Scope of Services
3.1. Maintenance Coverage
3.2. Hours of service
3.3. Terms and conditions
3.4. Exclusions
3.5. Term
3.5.1. Initial term duration, start, and end dates
3.5.2. Renewals
3.5.3. Start date
3.5.4. Date of substantial completion
3.5.5. Date of final completion
4. Required Insurance
4.1. Liability
4.1.1. $100,000 per incident
4.1.2. $300,000 per year
4.2. Workers Compensation
4.2.1. Statutory limits
4.3. Bond
4.3.1. Payment: Amount of Agreement
4.3.2. Performance: Amount of Agreement
5. Disclosures and notifications
5.1. Conflicts of interest
November 20th 2015 PUR-004
5.1.1. Proposal must state whether proposer has any professional, business, or familial relationship with any current member of the Board of Education of the District or with any administrator of the District.
5.2. Cooperative Procurement
5.2.1. Indicate whether, if the District accepted you proposal, you would provide the same products and services under the same prices and terms to any public school district or any other non-profit organization having membership in the Mid-America Council of Public Purchasing (MACPP) or Mid-America Regional Counsel (MARC) and/or located within the greater Kansas City metropolitan trade area.
5.2.2. The prices, terms, and conditions of this RFP and any subsequent term agreement would control the terms of any subsequent agreement.
5.2.3. Organizations represented by MACPP or MARC have no obligation under the cooperative procurement agreement for to use the RFP, proposal, or agreement unless they are specifically named in the RFP as a joint respondent.
5.2.4. The ordering jurisdiction will issue purchase orders and be responsible for all receiving, inspection, payments and other agreement administration.
5.2.5. Each jurisdiction that is a party to the joint proposal may act as Administrative Contracting Officer with responsibility to issue purchase orders, inspect and receive goods, make payments, and handle disputes involving shipment to the jurisdiction.
6. Contract terms
6.1. E-Verify
6.1.1. Missouri law requires all companies doing business under contracts greater than $5,000 with government entities to attest that all their employees and subcontractor’s employees are “lawfully present in the United States.”
6.2. Prevailing Wage
6.2.1. Missouri law requires agreements to contain the following prevailing wage terms: “A wage of no less than the prevailing hourly rates of wages for work of a similar character in the locality in which the work is performed shall be paid to all workmen employed by or on behalf of any public body engaged in public works exclusive of maintenance work” (§ 290.220) and “Not less than the prevailing hourly rate of wages specified in wage determination as requested from the State shall be paid to all workers performing work under this contract” (§ 290.250). The contractor shall forfeit as a penalty to the State, County, City, and County, City, Town, District or other political sub-division on whose behalf the contract is made or awarded. Ten ($10.00) Dollars for each worker employed, for each calendar day, or portion thereof such worker is paid less than the said stipulated rates for any work done under this contract by him or by any sub-contractor under him. § 290.250. All payroll records of the contractor are to be submitted to the School District, with the approved Prevailing Wage Statement, prior to final acceptance of the project.
November 20th 2015 PUR-004
6.3. Liquidated Damages
6.3.1. The District may assess liquidated damages for work not completed as agreed upon for up to $___ per day.
6.4. Applicable law
6.4.1. Missouri law will govern contracts entered into pursuant to this RFP.
6.5. Termination
6.5.1. The District may terminate contracts entered into pursuant to this RFP without cause upon 30 days’ notice.
6.6. Compliance with laws and policies
6.6.1. Proposer must comply with all federal and state anti-discrimination laws.
6.6.2. All work shall be done in strict accordance with the provisions of the current edition of the building codes adopted by the City of Independence, Missouri and all city ordinances in effect during performance of this contract.
6.6.3. Contractor must be licensed to do business in the City of Independence.
6.6.4. All work shall meet or exceed the American with Disabilities Guidelines.
6.6.5. A-133 Compliance Supplement: The contractor must certify that they and theirprincipals are not debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal Department or Agency.
6.6.6. Excessive Unemployment: The Missouri Department of Labor and Industrial Relations has determined that a period of “Excessive Unemployment” remains in effect and will remain in effect if the unemployment rate exceeds 5% in the state of Missouri. Only Missouri laborers and laborers from nonrestrictive states are allowed by law to be employed on Missouri’s public works projects. (See Sections 290.550 through 290.580 RSMo).
6.6.7. AHERA Notification: the District has completed the removal of friable asbestos in all District school buildings. In addition, all facilities have now been inspected by a certified asbestos inspector as required under the ASBESTOS HAZARD EMERGENCY RESPONSE ACT OF 1986 (AHERA). A copy of the AHERA Plan has been filed with the State of Missouri and a copy is on file with each building administrator. The AHERA Plan is available for inspection during regular school hours.
6.6.8. OSHA Training: As a condition of the Contract entered pursuant to this RFP, a Contractor must provide a 10-hour Occupational Safety and Health Administration (OSHA) Construction Safety Program (“Program”) for Contractor’s on-site employees as mandated by RSMo 292.675. Said Program must include a course in construction safety and health approved by OSHA or a similar program approved by the Missouri Department of Labor and Industrial Relations. This requirement includes the following:
November 20th 2015 PUR-004
All of Contractors’ on-site employees must complete the Program within 60 days of beginning work on the Project; Any employee found on the work site subject to this requirement without documentation of the successful completion of the Program will be given 20 days to produce such documentation before being subject to removal from the Project; Contractor’s failure to comply with these requirements will subject it to penalties. Contractor shall forfeit as a penalty to the Owner $2,500.00 plus $100.00 for each employee employed by Contractor or Contractor’s Subcontractor, for each calendar day, or portion thereof, such employee is employed to work under this Contract without the required training. Said penalty shall not accrue until the period in subsections 1 and 2 have elapsed. Contractor will be subject to said penalties notwithstanding any other provision to the contrary in this Construction Contract. Contractor shall require its contracts with all Subcontractors to contain these provisions. Contractor shall be responsible for penalties to Owner due to any Subcontractor’s employees’ failure to produce documentary evidence of training in the required Program. Contractor may withhold all sums necessary to cover any penalty from Subcontractor by suing in the circuit court of the county in which the project is located. Contractor shall have no right of recovery against Owner
6.6.9. Lead Paint Guidelines: After April 22, 2010, contractors and their individual crew members working in pre-1978 school buildings that are child occupied and residential properties will be required to obtain their Renovator Certification by an accredited EPA Training Provider.
6.7. Background Checks
6.7.1. Contracts entered pursuant to this RFP must require that all employees who will interact with students will be fingerprinted and background checked under the background checks required by the District’s Board Policies. Results of background checks of employees working directly with students must be provided to District. District reserves the right to refuse to allow any employee access to students if the employee completes no background check acceptable to the District.
6.8. Indemnity
6.8.1. The District will not agree to indemnify any contractor for its own negligence, for injuries or damages that do not arise from acts or omission of the District, or for injuries or damages for which the District has sovereign immunity.
6.9. Change orders
6.9.1. Change orders that exceed the greater of $15,000 or 5% of the total originally contracted amount are subject to Board approval prior to performance of the work and are subject to re-bid. (See Board Policy 7210.)
6.10. Proposed contract
6.10.1. Proposals must include a copy of proposed contracts or service agreements if available or disclose terms required by the proposer of this RFP.
7. Interpretation, Questions, Withdrawal
November 20th 2015 PUR-004
7.1. Interpretation
7.1.1. The District will make no oral interpretations for proposers of meaning of the terms in this RFP.
7.1.2. Requests for interpretations to the meaning of this RFP must also be made in writing to Independence School District not later than [DATE] and failure by the successful proposer to do so shall not relieve the proposer of the obligations to execute such services under a later interpretation by the school district.
7.1.3. All interpretations made to the proposers will be issued in addenda to the RFP and will be sent to all proposers.
7.2. Questions
7.2.1. Submit written questions to the following person:
Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 816-521-5330
7.3. Withdrawal
7.3.1. Any Contractor may withdraw his proposal prior to the scheduled closing time for receipt of proposals.
7.3.2. No proposal shall be withdrawn for thirty (30) days after the scheduled closing time for receipt of proposals.
8. Quote
8.1. Amount
8.2. Rate
9. Proposal submission and opening
9.1. Submission
9.1.1. Submit proposals in a sealed envelope marked “[SERVICE] PROPOSAL” and deliver to the following address and person:
Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 816-521-5330
9.2. Opening
November 20th 2015 PUR-004
9.2.1. The proposals will be opened and publicly read at the following location on the following date and time:
Date:
Time:
Location: Facilities Office 201 N. Forest Avenue Independence, MO 64050.
10. Reservation of Rights
10.1. INDEPENDENCE SCHOOL DISTRICT RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALLPROPOSALS AND WAIVE ANY INFORMALITY IN THE PROPOSAL OR REQUEST FOR PROPOSAL.
11. Proposal Evaluation
11.1. Award
11.1.1. The contract will be awarded to the firm submitting the best responsible proposal complying with this RFP if the proposal is reasonable and in the best interest of the District to accept. The firm selected will be notified at the earliest practical date. The decision regarding acceptability of any firm’s qualifications/proposal shall remain entirely with the District, at the District’s sole discretion. The criteria for making this judgment will include but not limited to price, demonstrated capability and general responsiveness to the RFP.
11.1.2. The District notifies all proposers that minority business enterprises will be afforded full opportunity to submit proposals in response to this Request and will not be discriminated against on the grounds of race, color, or national origin in consideration of an award. Proposer agrees that should any person who performs work because of race, religion, color, sex, national origin, or ancestry.
11.1.3. The District reserves the right to reject any or all proposals, to waive any informalities or technical defects in proposals, and unless otherwise specified by the District, to accept any item or groups of items in the proposal, as in the best interest of the District.
11.2. Acceptance Period
11.2.1. All proposal offers must be firm for __ days.
12. Vendor List
November 20th 2015 PUR-004
FEDERAL WORK AUTHORIZATION PROGRAM AFFIDAVIT
I, , being of legal age and having been duly sworn upon
my oath, state the following facts are true:
1. I am over twenty-one years of age; and know of the matters set forth.
2. I am employed by (“Company”) and have authority to issue this affidavit on its
behalf.
3. Company is enrolled in and participating in the United States E-Verify federal work authorization
program regarding Company’s employees working in connection with the services Company is
providing to, or will provide to, the District, to the extent allowed by E-Verify.
4. Company does not knowingly employ any person who is an unauthorized alien in connection with
the services the Company is providing to, or will provide to, the District.
FURTHER AFFIANT SAYETH NOT.
By: (individual signature)
For (company name)
Title:
Subscribed and sworn to before me on this day of , 201 .
NOTARY PUBLIC My commission expires:
November 20th 2015 PUR-005
Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 (816)521-5330 Fax (816)521-5627
[EQUIPMENT] Request for Proposal
Proposal Due: DATE 2:00 pm
1. Background
1.1. Notice
1.1.1. Independence School District (the “District”) seeks to purchase a UV filtration system through competitive bidding. If your firm is interested, please submit the information requested in this Request for Proposal (RFP) to the Independence School District office by [TIME] on [DATE]. All information necessary for the submittal is contained in this RFP.
1.2. RFP Schedule
1.2.1. Issue RFP: __
1.2.2. Deadline to schedule inspection of property: __
1.2.3. Deadline to submit written questions: __
1.2.4. Deadline to submit proposals: __
1.2.5. Vendor selection date: __
2. Requested equipment
2.1. Description of equipment requested: __
2.2. Delivery: FOB (Free On Board) at the following address and time:
___
2.3. Schedule
November 20th 2015 PUR-005
2.3.1. Vendor selection date: __
2.3.2. Contract date: __
2.3.3. Planned delivery date: __
3. Disclosures and notifications
3.1. Conflicts of interest
3.1.1. Proposal must state whether proposer has any professional, business, or familial relationship with any current member of the Board of Education of the District or with any administrator of the District.
3.2. Cooperative Procurement
3.2.1. Indicate whether, if the District accepted your proposal, you would provide the same products and services under the same prices and terms to any public school district or any other non-profit organization having membership in the Mid-America Council of Public Purchasing (MACPP) or Mid-America Regional Counsel (MARC) and/or located within the greater Kansas City metropolitan trade area.
3.2.2. The prices, terms, and conditions of this RFP and any subsequent term agreement would control the terms of any subsequent agreement.
3.2.3. Organizations represented by MACPP or MARC have no obligation under the cooperative procurement agreement for to use the RFP, proposal, or agreement unless they are specifically named in the RFP as a joint respondent.
3.2.4. The ordering jurisdiction will issue purchase orders and be responsible for all receiving, inspection, payments and other agreement administration.
3.2.5. Each jurisdiction that is a party to the joint proposal may act as Administrative Contracting Officer with responsibility to issue purchase orders, inspect and receive goods, make payments, and handle disputes involving shipment to the jurisdiction.
4. Contract terms
4.1. Applicable law
4.1.1. Missouri law will govern contracts entered into pursuant to this RFP.
4.2. Proposed sale contract
4.2.1. Proposals must include a copy of proposed contracts or sales agreements if available or disclose terms required by the proposer of this RFP.
4.2.2. The District must issue a properly authorized purchase order to complete the purchase.
November 20th 2015 PUR-005
4.2.3. The District will not be liable for additional costs over the quoted price, including taxes, shipping, insurance, penalties, termination payments, attorney fees, liquidated damages, or other fees and costs.
4.2.4. Indemnity for product liability: The seller shall be responsible for all personal injury (including death) or property damage as a result of the seller’s negligence involving any equipment provided under the terms and conditions, requirements and specifications of the sales agreement. In addition, the contractor assumes the obligation to hold the District, including its Board and employees, harmless from every expense, liability, or payment arising out of such negligent act or defective product.
4.2.5. The seller shall replace any item received in damaged condition at no cost to the District. This includes all shipping costs for returning non-functional items to the contractor for replacement.
4.2.6. Payment terms (e.g. electronic payment, invoicing, etc.):
5. Interpretation, Questions, Withdrawal
5.1. Interpretation
5.1.1. The District will make no oral interpretations for proposers of meaning of the terms in this RFP.
5.1.2. Requests for interpretations to the meaning of this RFP must also be made in writing to Independence School District no later than [DATE] and failure by the successful proposer to do so shall not relieve the proposer of the obligations to execute such services under a later interpretation by the school district.
5.1.3. All interpretations made to the proposers will be issued in addenda to the RFP and will be posted on website and be the responsibility of the proposer to acknowledge.
5.2. Questions
5.2.1. Submit written questions to the following person:
Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 816-521-5330
5.3. Withdrawal
5.3.1. Any Contractor may withdraw his proposal prior to the scheduled closing time for receipt of proposals.
5.3.2. No proposal shall be withdrawn for thirty (30) days after the scheduled closing time for receipt of proposals.
6. Required Proposal Information
November 20th 2015 PUR-005
6.1. Description of product
6.2. Pricing
7. Proposal submission and opening
7.1. Submission
7.1.1. Submit proposals in a sealed envelope marked “[EQUIPMENT] PROPOSAL” and deliver to the following address and person:
Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 816-521-5330
7.2. Opening
7.2.1. The proposals will be opened and publicly read at the following location on the following date and time:
Date: __
Time: __
Location: Facilities Office 201 N. Forest Avenue Independence, MO 64050.
8. Reservation of Rights
8.1. INDEPENDENCE SCHOOL DISTRICT RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALLPROPOSALS AND WAIVE ANY INFORMALITY IN THE PROPOSAL OR REQUEST FOR PROPOSAL.
9. Proposal Evaluation
9.1. Award
9.1.1. The contract will be awarded to the firm submitting the best responsible proposal complying with this RFP if the proposal is reasonable and in the best interest of the District to accept. The firm selected will be notified at the earliest practical date. The decision regarding acceptability of any firm’s qualifications/proposal shall remain entirely with the District, at the District’s sole discretion. The criteria for making this judgment will include but not limited to price, demonstrated capability and general responsiveness to the RFP.
9.1.2. The District notifies all proposers that minority business enterprises will be afforded full opportunity to submit proposals in response to this Request and will not be discriminated against on the grounds of race, color, or national origin in consideration
November 20th 2015 PUR-005
of an award. Proposer agrees that, should proposer be awarded this contract, proposer will not discriminate against any person who performs work under it because of race, religion, color, sex, national origin or ancestry.
9.1.3. The District reserves the right to reject any or all proposals, to waive any informalities or technical defects in proposals, and unless otherwise specified by the District, to accept any item or groups of items in the proposal, as in the best interest of the District.
9.1.4. Pursuant to § 171.181 RSMo., the District will give preference to all commodities, manufactured, mined, produced or grown within Missouri and to all firms, corporations or individuals doing business as Missouri firms, corporations, or individuals, when quality and price are approximately the same.
9.2. Acceptance Period
9.2.1. All offers must be firm for __ days.
10. Vendor List
November 20th 2015 PUR-006
Date:Project:Owner:Contractor:
IDEPENDENCE SCHOOL DISTRICT
QUOTE TABULATION
201 N Forest Ave, Independence, MO 64050
11/30/2015 PUR-007
Agenda Item #:
Subject / Title: Approval To Let Bids For A 2016 Step up Van For Nutrition
Services
X Action Required Information Only (check one)
Description of Issue:
Background and rationale for this program / item Nutrition Services is requesting approval to let bids for a 2016 Step up Van to provide service to all district locations.
Desired result Approval to let bids for a 2016 Step up Van.
Personnel N/A
Resources N/A
Reviewed and Recommended: Superintendent Date
Motion For Board Action: The Board of Education approves letting of bids for a 2016 Step up Van for Nutrition Services.
.
Motion: Second:
Board Action: Approved Not Approved Postponed (check one)
Date: INDEPENDENCE SCHOOL DISTRICTBuilding/Department: FIXED ASSET TRANSFER REQUEST SHEET
Asset Description Quantity Asset # Serial # Transfer Type From Location To Location Reason Purchased with Grant?
BUILDING TO BUILDING TRANSFER: 1. PLEASE FILL OUT THIS FORM COMPLETELY BEFORE SUBMITTING. 2. ONCE THIS FORM IS COMPLETED, YOU WILL NEED TO SEND THIS FORM TO THE RECEIVING BUILDING TO OBTAIN THE BUILDING ADMINISTRATOR SIGNATURE. 3. RECEIVING BUILDING ADMINISTRATORS SIGNATURE_____________________________________________ Date_________________ 4. SEND THIS FORM TO FACILITIES/PURCHASING DEPARTMENT FOR FINAL APPROVAL. BOTH BUILDINGS WILL BE NOTIFITED OF A PICK-UP/TRANSFER DATE.
TRANSFER WITH IN BUILDING: 1. PLEASE FILL OUT THIS FORM COMPLETELY BEFORE SUBMITTING. 2. BUILDING ADMINSTRATOR WILL NEED TO SIGN AND SUBMIT THIS FORM TO FACILITIES/PURCHASING DEPARTMENT TO DOCUMENT THE TRANSFER. 3. BUILDING ADMINISTRATOR SIGNATURE____________________________________________ Date__________________
10/4/2016 PUR-008
INDEPENDENCE SCHOOL DISTRICTDate: FIXED ASSET SHEET FOR DISPOSAL /SCRAP/DONATE
Building/Department:Asset Description Quantity Asset # Serial # Donate Item Condition of Items(s) Grant Item Disposal/Scrap/Donate
Y/N
IF YOU ARE DONATING ITEMS: NAME OF ORGANIZATION__________________________________ PHONE________________________________ 1. PLEASE FILL OUT THIS FORM COMPLETELY BEFORE SUBMITTING.
2. BUILDING/DEPARTMENT ADMINISTRATOR SIGNATURE______________________________________________________Date________________ 3. SEND THIS FORM TO FACILITIES/PURCHASING DEPARTMENT FOR BOARD APPROVAL to ([email protected])
DO NOT DISPOSE OF ANY ITEMS UNTIL YOUR BUILDING HAS BEEN NOTIFIED BY FACILITIES/PURCHASING DEPARTMENT WITH FUTHER INSTRUCTIONS.PLEASE LIST ALL TECHNOLOGY ITEMS ON SEPARATE DISPOSAL FORM(PUR-009).
10/4/2016 PUR-009
Donation Approval Request Form
Company/Donor Name:______________________________________________________________
Mailing Address:___________________________________City____________________ST_______
Phone: (__)___________________Email______________________________________________
Description of item(s) being donated:________________________________________________
_________________________________________________________________________________
Donor Restrictions:_________________________________________________________________
Approximate amount for repairs on item(s) ________________________________(if applicable)
Will item(s) require pick up? Yes / No Location:________________ (if different than above)
Approximate Retail Value: $___________________
Serial Number:_____________________ Make______________ Model______________
PLEASE PROVIDE PICTURES OF ITEMS BEING DONATED
Building/Department Signature______________________________
Date_________________
Once this form has been filled out and pictures have been attached, please send to the Facilities/Purchasing Department for approval of donation.
DO NOT accept the donation until the donation has been approved.
Date Received:_________________ Approval Signature________________________
PUR-010
Sole Source Justification Form
Instructions: Complete this form for all sole source purchases for amounts $2,000 and over. Route form to
the Facilities/Purchasing Department for approval. You can send by school mail or email this form
Facilities/Purchasing Department at ([email protected]). All sole source requests are subject to
approval by the Facilities/Purchasing Department.
Request for Purchase Number: ___________________________________________________________
Commodity/Service being purchased: _________________________________________________________
Proposed Supplier: _________________________________________________________________________
Requested by: ____________________Site/Department: _______________________Date:_____________
Sole Source Justification prepared by ________________________________________________________
I. A Sole Source Purchase must meet one of the following criteria:
One-of-a-kind - The commodity or service has no competitive product AND IS AVAILABLE FROM ONLY ONE SUPPLIER.
Compatibility - The commodity or service must match existing brand of equipment for compatibility AND IS AVAILABLE FROM ONLY ONE VENDOR.
Replacement part - The commodity is a replacement part for a specific brand of existing equipment AND IS AVAILABLE FROM ONLY ONE SUPPLIER.
Research continuity - The commodity or service is needed to maintain research continuity AND IS AVAILABLE FROM ONLY ONE SUPPLIER.
District standards - The commodity or service must comply with established District standards AND IS AVAILABLE FROM ONLY ONE SUPPLIER.
Unique design - The commodity or service must meet physical design or quality requirements AND IS AVAILABLE FROM ONLY ONE SUPPLIER.
Emergency - URGENT NEED for the item or service does not permit soliciting competitive bids, as in cases of emergencies, disaster, etc.
II. Provide details of this request including explanation of why only one source is reasonably available (attach separate sheet if necessary).
III. As Department Head/Principal, I hereby certify that the above justification is accurate and complete to the best of my knowledge and belief.
Approval:
_________________________________________________ _______________
Signature of Department Head or Principal Date
_________________________________________________ _______________
Purchasing Approval Date
PUR-011
Equipment & Furniture Request Form
Equipment is defined as an item that will not change its original shape, appearance or character with use and it can be expected to last more than one year with
reasonable care and maintenance. In order to charge current year’s budget and receive by June 30th, all requests must be in by March 31st.
Furniture includes, but is not limited to, desks, chairs, file cabinets, bookcases, etc.
Equipment/Furniture Item Requested (Approved Furniture listed in Appendix A,B,C)
Brand, Color, & Item # if known (If different from approved list)
Quantity Requested
Dollar Amount per Item
Total Amount of Request
Reason for Furniture Purchase
Budget Code
Is this an end of the year budget purchase? ___YES ____NO
Requestor Name: Date:
Principal/Director/Administrator Signature: Date:
Director of Purchasing & Distribution Signature:
Date:
Purchasing & Distribution Use Only Approved to be Ordered by
Facilities/Purchasing Dept. Approved to be Ordered by
Building/Department
Denied Date Ordered:
PUR-012