Purchasing Policies and Procedures Manual
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Section: IV - Purchasing
Section: IV - Purchasing
Some items and services are exempt from the policies listed on the prior page. The state delegates authority to local agencies to purchase the following:
Emergencies are defined as situations which endanger lives, property, or the continuation of an important program which can be corrected only by immediate on-the-spot purchase or rental of equipment, supplies, materials or services. Emergencies will be handled by the Purchasing Department on an individual basis.
A purchase specification is restrictive in that it sets limits on what is acceptable. Specifications must not be unreasonably restrictive because this eliminates competition. Usually more than one make or brand of a particular item is satisfactory. In developing specifications, an attempt must be made to specify a quality which is suitable for the intended use, but not restricted beyond what is reasonable.
Sole-source (franchise) items are items for which there is only one dealer, distributor, or manufacturer from whom to purchase those items in a particular area.
Sole-source items costing $90,000 or less may be purchased locally,
provided that the purchase requisition documents that these are
Efforts should continually be made to locate additional sources or satisfactory substitute items.
Ordering on Approval
Ordering on approval is not a recommended practice. However, if it becomes necessary, a purchase order requesting that the material be sent for preview must be sent to the vendor. Materials may not be sent from a vendor without a purchase order number.
State law requires that funds be encumbered for each purchase prior to
the actual placement of the order. All purchase orders must be signed
by the Finance Officer and Purchasing Officer prior to the order being
Lease-purchases are to be handled in the same manner as outright purchases and are subject to the purchase procedures listed in this manual.
Lease-purchase or installment purchase contracts may only be utilized for:
Affirmative Action Procedures for Minority, Disabled and Women's Business Enterprises
The Purchasing Department shall actively seek and identify qualified minority business enterprises (MBE), disabled business enterprises (DBE), and women's business enterprises (WBE) and offer them the opportunity to bid on items. The Purchasing Department is required by General Statutes to report all purchases made from MBE's, DBE's, and WBE's to the North Carolina Division of Purchase and Contract quarterly, for inclusion in a consolidated report to the General Assembly.
Construction or Repair Work - Contracted
Contracts for construction or repair projects of less than $30,000 do not require bids; however, schools /departments should contact the Purchasing/Maintenance Department for guidelines. The award of the bid is determined at the discretion of the Purchasing Officer.
The Purchasing Department will solicit all needed bids for construction projects.
For contracts of $30,000 to $299,999.99 the school system must secure informal bids and keep a public record of those bids.
Contracts of $300,000 or more require formal bids with advertising and a 5% bid deposit. Other stipulations apply to contracts of $300,000 or more. (See G.S. 143-129.)
* The Purchasing Department will solicit bids for all construction projects.
Use of Own Force for Construction or Repair Work
Renovation projects with a total direct and indirect project cost of $125,000 or less may be undertaken by the Maintenance Department. Materials for such projects are subject to the purchasing regulations previously listed.
Section: IV - Purchasing
Instructional Supplies and Materials - 1.5100.061.411.XXX*
Instructional Supplies and Materials - 2.5100.061.411.XXX
Items considered to be instructional supplies or materials include:
Staff Development - 1.5930.028.312.XXX
Staff Development - 2.5930.028.312.XXX
Staff development expenditures include:
Principal Supplies - 2.6410.005.412.XXX
Principal supplies include office supplies and materials other than instructional supplies.
Custodial Supplies - 2.6540.003.412.XXX
Includes supplies concerned with housekeeping chores (necessary for the clean and healthy occupation of the physical plant).
* XXX represents the school number.
Furniture/Equipment - 4.9200.077.541.XXX.XXX.19*
Includes expenditures for the initial, additional, and replacement items of capitalized equipment (such as furniture and machinery) for both instructional and support areas.
Instructional Furniture/Equipment - 1.5100.061.541.XXX
Includes expenditures for the initial, additional, and replacement items of capitalized equipment (such as furniture and machinery) for instructional areas only.
Individual School Funds/Reimbursement from Other Entities
The following codes are to be used when individual school funds are used for a purchase or when the system will be reimbursed by another entity (such as the PTA):
*XXX.XXX represents the person with budget responsibility (first XXX) and the cost center (second XXX) for capital expenditures.