Uintah School District Purchasing Procedures

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Uintah School DistrictPurchasing Procedures
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Purchasing Approval

• Any purchase committing district or school funds
  must have the approval of the administrator or
  director over the budget prior to making the
  purchase.

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Purchases less than 1,000

• Check budget for money.
• Check for best price, including shipping.
• Input requisition on Fiscal. Sammi will forward
  an electronic copy of PO to the school/program.
• Submit the PO to the vendor.
• Use of a purchasing card is allowable if total
  cost is within the card holders limits.

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Purchases Between 1,000 and 4,999

• Check budget for money.
• Check to see if goods or services are available
  on State Contract. Go to www.purchasing.state.u
  t.us. If available on State Contract, fill out
  the top portion of a Uintah School District
  Quotation Sheet providing the contract vendor
  name number.
• If not on State Contract, three telephone
  quotations are required. If available locally,
  one of the quotes must be from a local business.

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• Fill out a Uintah School District Quotation Sheet
  in its entirety. Provide description, quantity,
  vendor name address, person providing the
  quote, quote date, unit price, extended price,
  shipping charges and brief comment explaining
  rational for vendor selection.
• Input requisition on Fiscal.
• Sammi will forward an electronic PO to the
  school/program.
• Submit the PO to the Vendor.
• Retain a copy of the PO with quotation sheet
  attached at the school/program location for audit
  purposes.

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Purchases Between5,000 and 29,999

• Check budget for money.
• Check to see if goods or services are available
  on State Contract. Go to www.purchasing.state.u
  t.us. If available on State Contract, fill out a
  Uintah School District Requisition providing
  state contract vendor name, vendor number,
  address, telephone fax number, unit price,
  extended price, and shipping charges. The
  requisition must include a budget number with
  funds to cover the purchase and the proper
  signatures.

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• Submit the requisition to the Purchasing
  Department for approval. Once approved, the PO
  will be processed. Cathy will forward an
  electronic copy of the PO to the school/program
  who will then submit the PO to the vendor.
• If not on State Contract, three written bids are
  required. If available locally, one of the
  written bids must be from a local business.
• Attach the written bids and a statement of award
  justification to the requisition and submit them
  to Purchasing for approval. Once approved, the
  PO will be processed. Cathy will forward an
  electronic copy of the PO to the school/program
  who will then submit the PO to the vendor.
• All documentation will be retained by the
  Purchasing Department for audit purposes.

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Purchases 30,000 or More

• Plan Ahead! Purchases over 30,000 require that
  a formal bid process be followed and this will
  take over a month to complete.
• Submit complete descriptions, specifications, and
  suggested vendors/contractors for the
  goods/services requested to the Purchasing
  Department, along with no less than two names of
  individuals to sit on a Bid Selection Committee.
• The Purchasing Department will issue a formal
  Invitation to Bid.

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• The Purchasing Department and Bid Selection
  Committee will publicly open and review the bids
  and submit their recommendation to the Board.
• Upon Board approval, the Purchasing Department
  will award the bid by issuing a PO or contract.
• All documentation will be retained by the
  Purchasing Department for audit purposes.

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Sole Source Procurement

• Any request that the purchase of goods or
  services costing 1,000 or more be limited to one
  vendor must be approved by the Purchasing
  Department prior to the purchase.
• Fill out a Sole Source Request Form in its
  entirety and submit it to the Purchasing
  Department.
• Upon approval, Cathy will return the signed form
  to the school/program.

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• If the sole source procurement is between 1,000
  and 4,999, follow the procedures accordingly.
  Retain a copy of the sole source form with the PO
  for audit purposes.
• If the purchase is 5,000 or more, follow the
  procedures required for such purchases and submit
  the form, along with the requisition, to the
  Purchasing Department.

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Contractual Agreements

• Any contract committing district funds for one
  year or less must be approved by the Business
  Administrator. Submit a copy of the contract to
  the Business Administrator for review. Upon
  approval, the school/program can sign the
  contract.
• Any contract committing district funds for one
  year or more must be approved by the Board of
  Education. The Business Administrator will
  review the contract before arrangements are made
  to take the proposal to the Board. Upon Board
  approval, the appropriate school/district
  administrator can sign the contract.