QUICK REFERENCE MANUAL Understanding the policies and procedures that govern the Purchasing Department can be very challenging. As result, this information is being offered as a Quick Reference Manual to all Anderson School District Five employees who are directly or indirectly involved in the procurement process. These policies and procedures are more specifically addressed in The District’s Procurement Code. Should you have questions or concerns about this Quick Reference Manual, please contact the Purchasing Department. A. SMALL PURCHASES 1. Purchases not in Excess $1,500.00 Small purchases not exceeding $1,500.00 may be accomplished without securing competitive quotations if the prices are considered to be reasonable. Such purchases shall be distributed equitably among qualified suppliers. B. COMPETITIVE BID PROCESS - PURCHASES FOR MORE THAN $1,500.00 1. Purchases from $1,500.01 to $5,000.00 Solicitation of VERBAL or WRITTEN quotes from a minimum of three (3) qualified suppliers shall be made. Documentation of the quotes shall be attached to the purchase order. The award must be made to the lowest responsive and responsible supplier. 2. Purchases from $5,000.01 to $10,000.00 Solicitation of WRITTEN quotes from a minimum of three (3) qualified suppliers shall be made. Documentation of the quotes shall be attached to the purchase order. The award must be made to the lowest responsive and responsible supplier. When prices are solicited by telephone, the suppliers shall be requested to furnish written evidence of their quotations. Procurement requirements must not be artificially divided so as to constitute a small purchase under this section. 3. Purchases from $10,000.01 to $25,000.00 Written solicitation of written quotes, bids or proposals shall be made. The procurement shall be advertised at least once in a publication of general circulation or through a means of central electronic advertising. A copy of the solicitation and quotes shall be attached to the requisition. The award shall be made to the lowest responsive and responsible source or, when a request for proposal is used, the highest ranking offeror. Protest Rights – Rights to protest shall not apply to contracts awarded under the procedures set forth above. (Award values of $25,000 and below). Additionally, protest provisions do not apply to competitive procurements with awards less than $25,000. Purchases from $25,000.01and above (per unit) are to be awarded on the basis of guidelines outlined in Section V.B of the District’s Procurement Code. The procedures for the procurement methodologies require advance planning, advertising, public opening of bids and/or proposals and analysis prior to the award of the contract. These purchases shall require the signature of the Director of Purchasing. C. EXCEPTIONS TO THE COMPETITIVE PROCESS: SOLE SOURE PROCUREMENTS A purchase order may be awarded for a supply, service, equipment, or construction item without competition when the Director of Purchasing or Assistant Superintendent for Financial Services and Operations determine in writing that there is only one source for the required item. Sole source purchases will be authorized based on any of the following criteria: 1. There is a lack of competition for the product or service; 2. It is a unique, one of a kind product or service; 3. The product a. has patented or proprietary rights that provide superior capabilities not obtainable from similar products, and b. it is not marketed through other wholesalers, jobbers, or distributors whose competition could be encouraged; 4. The product is an exempt item; or 5. The product is a standardized item. In all cases, requisitions for sole source purchases must be accompanied by written justification with sound reasons to support the request. The justification must: Describe the technical and performance characteristics of the item/service. Explain why these characteristics are essential. Verify that they can not be obtained from any other source. Sole source purchases require thorough documentation and file retention. EMERGENCY PROCUREMENTS Emergencies exist when there is a threat to the health, welfare, or safety of people and/or property. The officials who determine that an emergency exists are therefore limited to the Director of Purchasing, the Director of Buildings and Grounds, the Executive Director of Operations, the Assistant Superintendent for Financial Services and Operations, and the Superintendent. As a general rule, emergency purchases are made by the Director of Buildings and Grounds, the Executive Director of Operations, the Assistant Superintendent for Financial Services and Operations, and the Superintendent, after consultation with the Director of Purchasing. Emergency procurements shall be made with as much competition as is practical under the circumstances. Emergency purchases require thorough documentation and file retention. D. EXEMPTIONS The Board of Trustees may exempt specific supplies or services from the required bidding procedures or withdraw any exemptions provided for in this section. The following items will be exempt from bidding requirements but should be processed using a District Purchase Order Voucher or a Disbursement Voucher. (Please process these in the same manner in which you have done in the past.) 1. Books, Periodicals, Newspapers, Technical Pamphlets, Standardized Tests and Testing Materials, Copyrighted Educational Materials, Filmstrips, Slides and Transparencies, CDROM Documents, Data Bases, Computer-Assisted Instructional Materials, Computer Licenses, Interactive Video Programs and other related materials made available by Information Technology that can be obtained from the company providing the information or service. 2. Utilities, Fuel and Water 3. Travel for District employees 4. Workshops, Seminars, and Conferences 5. Professional Journals 6. Taxes, Social Security, and Annuities and Credit Unions 7. Refunds on Health Insurance 8. Oil Company Credit Cards - purchases for gas, oil, and emergency repairs 9. Attorneys (subject to approval by the Board) 10. Licensed Medical Doctors and Psychiatrists, Occupational Therapy Services and Physical Therapy 11. Clergy 12. Court Recorders 13. Professional Dues, Registration, and Membership Fees 14. Instructional Training Seminars or Staff Development offered by the District to District employees, and those contractual services necessary to provide the services for the seminar. 15. Diplomas 16. U. S. postage Stamps and P.O. Boxes 17. Art Reproductions 18. Expert Witness Service 19. Perishable Foods (milk, fresh fruits, vegetables, meats, fish, eggs, etc.) 20. The purchase of goods, products and services from the South Carolina Department of Corrections, Division of Prison Industries, to include Furniture Refurbishing Services. 21. Services and/or supplies provided by the Division of General Services to Public Procurement Units 22. Livestock, Feed, and Veterinary Supplies and Services 23. Local School Activity Funds (not allocated funds) 24. Any exemption granted by the S.C. State Budget and Control Board E. CONTRACTS Many repetitive or commonly used items can be purchased from State and District Contracts. The advantage is convenience for you and the knowledge that your requisition does not have to be bid since bidding procedures have already been followed. Carpet, office furniture, chemicals, laboratory supplies and equipment, computers, printers, vehicles, appliances and fuel are just a few items on contract. TAXES As a governmental entity, Anderson School District Five is exempt from federal taxes but not sales taxes. If an item is exempt from sales taxes, an exemption certificate must be furnished. Remember, shipping/handling (freight) charges are taxable too!
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