How to do business with Rockwood R-6 School District by kna16892

VIEWS: 5 PAGES: 9

									PURCHASING MANUAL

      W
How to do business
with Rockwood R-6
  School District
                                                             Bill Sloan
                                                    Director - Purchasing
                                                        & Transportation




Dear Current/Prospective Rockwood School District Supplier,


   We are pleased to take this opportunity to formalize the
procedures and guidelines in conducting business with Rockwood
School District. This manual will serve to acquaint both new and
prospective suppliers to our district’s procurement process, as well
as familiarize current suppliers to the policies, procedures, and
philosophies governing our business relationship.


   By providing the following information we hope to share with you
an understanding of how we conduct our purchasing activity in an
effort to gain maximum value for our expenditures.


                                       Sincerely,



                                       Bill Sloan
                                       Director - Purchasing
                                       & Transportation


Purchasing Department
111 East North Street
Eureka, MO 63025
636-938-2233
     TABLE OF CONTENTS
Letter of Introduction

Table of Contents

Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Purchasing Authority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Purchasing Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

      A. Construction/Renovation Projects . . . . . . . . . . . . . . . . .1
      B. Purchasing up to $1,000 . . . . . . . . . . . . . . . . . . . . . . . .1
      C. Purchases greater than $1,000 . . . . . . . . . . . . . . . . . . .1
      D. Purchases greater than $5,000 . . . . . . . . . . . . . . . . . . .2
      E. Purchases with Cooperative Purchasing Program . . . . .2

Supplier Relations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Ethics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Purchasing Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Purchase Authorization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Invoicing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Code of Ethics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

About Rockwood . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Map of the District . . . . . . . . . . . . . . . . . . . .Inserted Document
                                                    POLICY
     The following information is provided to assist suppliers in
understanding the policies and regulations that govern our
purchasing activity. This brief outline is intended to be a general
overview and not a complete summary. For additional details please
visit our website www.rockwood.k12.mo.us or contact the Rockwood
School District Purchasing Department at 636-938-2233.

PURCHASING AUTHORITY
Purchasing authority within the district rests with the district’s
Superintendent and/or his/her designee(s). These designees
include the Chief Financial Officer, Director of Finance, and Director
of Purchasing.

PURCHASING PROCEDURES/REGULATIONS
Dollar Thresholds and Specified Regulations

A. Construction/Renovation Projects: For construction or
   renovation of district facilities where the purchase may equal or
   exceed $12,500, a request for sealed bids will be publicly
   advertised for two successive weeks in a newspaper of general
   circulation located in St. Louis County. All bids will be publicly
   opened and will be kept on file in the Facilities Department for a
   period of not less than five (5) years after expiration/completion
   of work.

B. Purchasing up to $1,000: Bids may or may not be taken for
   these purchases depending on the judgment of the
   Superintendent or his/her designee. If bids are taken, they will
   be kept on file for a period of at least two (2) years in the
   respective department.

C. Purchases greater than $1,000 up to $7,500: Bids will be taken
   and may be written or telephone bids. Bids will be kept on file in
   the respective department for a period of at least two (2) years.



                                   1
     POLICY
D. Purchases greater than $7,500: Written bids from qualified
   bidders will be taken. (If the Chief Financial Officer’s office can
   determine that a state or local cooperative purchasing
   organization can offer a lower price, the written bid procedure
   may be waived). All such purchases shall be approved by the
   Superintendent or designee and recommended to the Board for
   appropriate action. These written bids will be kept on file for a
   period of at least two (2) years.

E.   Purchases with Cooperative Purchasing Programs: The
     Rockwood School District strives to participate in cooperative
     purchasing programs to the extent that the items purchased
     meet the district’s specifications and needs. The bids taken by
     these cooperative organizations shall satisfy the district’s
     bidding requirements for the period of time the cooperative bid
     is accepted.

SUPPLIER RELATIONS
Relations shall be maintained with all vendors in a spirit of
cooperation and in a manner which promotes continued goodwill
and active competition for the school district’s business. Prospective
suppliers should be financially sound and able to perform fully
according to the specifications, delivery requirements, services and
other stipulations contained in the Request for Proposal (RFP), if
applicable, at the price(s) bid.

ETHICS
All purchasing personnel within the Rockwood School District and
the suppliers they deal with, are expected to conduct their business
in accordance with the nine Code of Ethics statements found on
page 4 of this document.




                                  2
           THE PURCHASING PROCESS
General Information

   I   The Rockwood School District attempts to maintain a current
       listing of suppliers by category either based upon current or
       past business relationships or supplier’s request to be added
       to our supplier listings.

   I   Suppliers interested in being added to our database should
       visit our website at www.rockwood@k12.mo.us access the
       Supplier Registration form and forward it to the Rockwood
       School District Purchasing Department, or call the
       Purchasing Department so we can mail you a copy of the
       form.

   I   The Rockwood School District relies on open and honest
       communication in dealing with any suppliers. Quality, price,
       delivery and service are of the utmost importance.

   I   Suppliers responding to any Request for Information (RFI),
       Request for Quote (RFQ), or Request for Proposal (RFP)
       should pay close attention to the details of any such
       requests. Rockwood School District seeks to choose
       suppliers based upon strict adherence to our requests.

PURCHASE AUTHORIZATION
Signed purchase orders and purchases made through the use of
Rockwood School District purchasing cards are the only authorized
methods for acquiring goods and services for the Rockwood School
District. No other method of purchase will obligate Rockwood School
District for payment.

INVOICING
All invoicing submitted to Rockwood School District must reference
the purchase order number before payment can be made. All billing
should be sent to Rockwood School District- Accounts Payable, 111
East North Street, Eureka, MO., 63025-1229.
                                 3
CODE OF ETHICS
q   Give first consideration to the policies, regulations and
    goals of the District.


w   Strive to obtain the maximum value for each dollar of
    expenditure.


e   Decline personal gifts or gratuities.


r   Grant all competitive suppliers equal consideration insofar
    as state or federal statute and district policy permit.


t   Accord a prompt and courteous reception insofar as
    conditions permit to all who call on legitimate business
    missions.


    Conduct business with potential and current suppliers in an
y   atmosphere of good faith, devoid of intentional
    misrepresentation.


u   District and supplier shall uphold commitments made to
    each other in the spirit of mutual trust.


i   Foster fair, ethical and legal trade practices.


    Enhance the proficiency and stature of the purchasing
o   profession by acquiring and maintaining current technical
    knowledge and the highest standards of ethical behavior.




                               4
                       ABOUT ROCKWOOD…
The Rockwood School District is a nationally recognized, diverse
community of learners. More than 3,000 employees and countless
volunteers serve more than 21,800 students of all age groups and
special needs each day.

Recognized for “Distinction in Performance” by the Missouri
Department of Elementary and Secondary Education, Rockwood is
also home to 14 Missouri Gold Star Schools and 10 U.S. Blue Ribbon
Schools.

Covering more than 150 square miles in much of western St. Louis
and northern Jefferson counties, Rockwood is accountable to an
estimated 150,000 residents in 50,000 households. Twelve distinct
communities are within the Rockwood School District, including all or
parts of Ballwin, Chesterfield, Clarkson Valley, Ellisville, Eureka,
Fenton, Manchester, Wildwood and Winchester.

Rockwood currently has 32 school campuses with additional schools
projected for the future.
rev 6/07

								
To top