DJ-R Purchasing and Purchasing Authority

Code: DJ-R

PURCHASING AND PURCHASING AUTHORITY

Responsibility for Purchasing

Sublette County School District #9 shall follow a policy of centralized purchasing  except for those specialized materials which directly relate to the instructional  program in a particular school which will be facilitated in coordination with the  District Business Office. The Superintendent or his/her designee has overall  administrative responsibility for all purchasing of equipment, materials, supplies,  and services.

All purchases made on district funds shall be made through the District Business Office on official purchase orders upon request approved by the superintendent,  principal, business manager or department director. Any purchase not so made  will be deemed to be a personal purchase by the staff member and may be required to be paid for by the staff member. Confirming orders will not be  permitted without prior authorization for the purchase from the business manager  or superintendent. 

Purchases made from school activity funds shall require authorization of the  school principal. No individual is to order anything for any group using the name  of the school without a purchase order/voucher issued by the District’s Business  Office. 

QUALITY

The Board of Trustees expects the administration to make every effort, through  sound purchasing procedures, to receive full value for dollars spent. The  purchasing function shall be to buy the product required for the intended  purpose which, in the course of its use in time, will be the most economical and  efficient product.

TIMING

Purchases shall be timed to provide necessary goods and services without  undue delay in delivery and at reasonable cost. Purchasing shall be done on a  calendar basis, taking into consideration when the product is needed and  market conditions. The prime importance in timing is to have the product  available when needed.

SPECIFICATIONS

Whenever appropriate, items shall be purchased in response to specifications.  Such specifications shall be designed to ensure the quality of the product  desired and to provide free competition for potential suppliers, so as to permit  the lowest possible purchase price.

Sublette County School District #9, Big Piney, Wyoming

Therefore, in general, specifications shall not be written around only one product  or to describe a particular patented item.

No bid, if required by state law, shall be accepted which does not conform to  the specifications furnished. All contracts shall be awarded to the lowest  responsible bidder and in compliance with procurement policy EFAB and state  law.

Specifications shall contain a statement indicating preference for Wyoming  products as per Wyoming statutes.

REQUISITIONS

In order to facilitate the process of securing required materials and services, all  requests must be submitted on requisition using the manual or electronic  method employed by the District. All requisitions shall be approved by the  principal or by the department administrator. The principal, department  administrator, and the business manager cannot approve requisitions for  requests initiated by themselves; these requisitions will require approval of the  superintendent. Requisitions initiated by the Superintendent will be approve by  the Business Manager.

PURCHASE ORDERS

All goods and services shall be ordered by means of a printed, pre-numbered  purchase order, unless an exception to a specific vendor has been authorized  by the Business Manager. In lieu of printed purchase orders, purchase orders initiated from the Business Office accounts payable system can be emailed to  the vendor after proper approval of an associated requisition. The  Superintendent and Business Manager, or appointed designee in transactions  for Federal programs, shall be authorized to sign purchase orders.

RECEIPT OF GOODS

Purchase orders shall indicate the central office address of 115 S. Nichols Street  for centralized delivery. All goods received will be verified by the District  accounts payable clerk to certify that the goods were received in good  condition before payment can be approved. After processing confirming  successful delivery, items will be delivered to the proper building designee for  the order.

LOCAL VENDOR PURCHASES ON CREDIT ACCOUNTS

Local vendors who allow the District to purchase on credit will only allow  purchases to District employees when presented with a pre-printed, pre approved local vendor voucher signed by their supervising administrator. Local  vendor vouchers have maximum purchase limits of $150 and for purchases  anticipated to be greater than this limit the aforementioned requisition/purchase  order process will be required to be used. Any purchase allowed by a local  vendor without a properly executed District voucher will be deemed a personal  purchase by the staff member and may be required to be paid for by the staff member.

Adopted:  11/19/80

Amended:  7/18/23

Sublette County School District #9, Big Piney, Wyoming