FILE:  DJE

Cf:  DFK, DI, DJED

 

PURCHASING

 

 

All purchasing for the school system to be paid from the West Carroll Parish School Board funds shall be made by the Superintendent or his/her designee in conformance with existing regulations and procedures of the School Board and the laws pertinent to state and federal agencies.  Budget allocations for specific purposes shall constitute advance School Board approval for all purchases except in such cases as state law or School Board policy may require.  No debt shall be contracted in the name of the West Carroll Parish School Board without action by the School Board, except those items which are provided for in the regular budget.  Purchases shall be made at the lowest possible cost to the school system consistent with the system specifications of quality and service.

 

Each principal shall assure that purchases by the individual school shall be made in accordance with regulations and procedures developed by the Superintendent and staff.

 

No employee, officer or agent of the West Carroll Parish School Board shall participate in the selection, award, or administration of a contract if a conflict of interest, real or apparent, would be involved.  The West Carroll Parish School Board's employees shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to subagreements.

 

VENDORS

 

Vendors may set up an appointment to see the principal with written prior approval from the Superintendent.  The principal may present the information to the appropriate staff member.  If the staff member wishes to set up an appointment with the vendor to discuss products offered, he or she may do so.

 

FINANCING PURCHASES

 

The School Board may finance the purchase of equipment or other movable property to be used by the School Board by entering into an installment sale, lease, or similar agreement with any lender or other person.  Such agreement shall be subject to approval of the State Bond Commission in accordance with statutory provisions.  No individual school or employee shall obligate the School Board without proper school system personnel knowledge and approval.

 

SCHOOL DISTRICT PURCHASING COOPERATIVE

 

The School Board, as a member, may participate in a school district purchasing cooperative for the purchase of services, materials, equipment, and supplies.

 

In accordance with solicitations, bids, or proposals put forth by the school district purchasing cooperative, the School Board may purchase services, equipment, materials, and supplies at the prices selected by the cooperative.

 

SOLE SOURCE PROVIDER

 

The School Board may award a contract for the purchase of supplies, services, or major repairs without competition when the Superintendent or designated employee has determined, in writing, that there is only one source for the supply, service, or major repair item(s) to be acquired.  Pertinent procedures for purchasing such items from a sole source shall be as outlined in the State of Louisiana Office of State Purchasing's Purchasing Rules and Regulations.

 

USE OF STATE CONTRACT

 

If equipment, materials or supplies are available from a State of Louisiana Contract, the Superintendent and/or his/her designee may approve the purchase without using one of the purchasing procedures outlined in statutory provisions, if advantageous to the School Board.  The School Board may also piggyback, or purchase materials and supplies on valid contracts of other political subdivisions.

 

COMPETITIVE ONLINE SOLICITATION

 

The School Board may use a reverse auction or competitive online solicitation process on the Internet for the purchase of equipment, supplies, and other materials in lieu of the more formal bid process when the Board’s procurement officer determines that the electronic bidding is more advantageous and in the best interests of the School Board.

 

Prior to the use of a competitive online solicitation process, the School Board may require that: 

 

  1. Vendors register before opening dates and time, and as part of the registration, require that the vendors agree to any terms and conditions and other requirements of the solicitation.

  2. Vendors be prequalified prior to placing bids and allow only bidders who are prequalified to submit bids.

  3. The solicitation shall designate an opening date and time and the closing date and time.  The closing date and time may be fixed or remain open depending on the structure of the item being bid.

  4. At the opening date and time, the School Board shall begin accepting online bids and continue accepting bids until the bidding is officially closed.  Registered bidders shall be allowed to lower the price of their bid below the lowest bid posted on the Internet until the closing date and time.

  5. Bidders’ identities shall not be revealed during the bidding process; only the successively lower prices, ranks, scores, and related bid details shall be revealed.

  6. All bids shall be posted electronically and updated on a real-time basis.

  7. The School Board shall retain the right to cancel the solicitation if it determines that it is in the School Board’s best interest.

  8. The School Board shall retain its existing authority to determine the criteria that will be used as a basis for making awards.

 

Adequate public notice for purchases using a reverse auction or competitive online solicitation process shall be given as follows:

 

  1. The advertisement or notice shall be published two (2) times in a newspaper in the locality, the first advertisement to appear at least fifteen (15) days before the opening date of the reverse auction.  In addition to the newspaper advertisement, the School Board may also publish an advertisement by electronic media available to the general public.

  2. The first publication of the advertisement shall not occur on a Saturday, Sunday, or legal holiday.

 

CREDIT CARDS

 

The West Carroll Parish School Board may authorize the use of credit cards or procurement cards by authorized personnel to facilitate the purchase of materials or supplies.  Only personnel authorized by the School Board and/or Superintendent shall be permitted to use any charge card.  No personal usage of any card shall be permitted.  The usage of any card issued shall be in accordance with the regulations and procedures outlined by the Superintendent and staff and shall only be used for transacting School Board business.

 

Maximum Credit Card Purchase Limits

 

The “purchase limits” established for the individual cardholder shall not exceed the following guidelines:

 

Individual transaction (dollar) amount:

$  4,999.99

Maximum billing cycle transaction (dollar) amount 

$10,000.00

 

Cash advances shall not be allowed

 

Use of the Credit Card

 

  1. No credit card transaction may exceed four thousand nine hundred ninety-nine dollars and ninety-nine cents ($4,999.99)

  2. No personal use of the credit card shall be authorized or allowed.

  3. No ATM cash withdrawals shall be allowed on the credit card.

  4. Only in-stock, immediate delivery items may be purchased - no back orders.  When making telephone orders, the individual shall verify the items are in stock and ready for immediate shipment before giving the card number and placing the order.  Advance orders that would cause the credit card company or the West Carroll Parish School Board to pay an invoice before receipt of the goods shall not be permitted.

  5. Services shall not be purchased with the card.

  6. The credit card shall not be used for travel and/or entertainment expenses.

  7. Card user must obtain itemized transaction receipt from the merchant for each use of the card.

 

Revised:  August 2, 2010

Revised:  December 5, 2011

Revised:  January 12, 2015

 

 

Ref:    2 CFR 200 (Uniform Administrative Requirements, Costs, Principals, and Audit Requirements for Federal Awards)

48 CFR 2.101 (Definitions)

La. Rev. Stat. Ann. §§33:4712.7, 38:321.1, 38:2211, 38:2212, 38:2212.1, 38:2214, 38:2218, 38:2219, 38:2271, 39:1551, 39:1552, 39:1553, 39:1554, 39:1554.1, 39:1556, 39:1557, 39:1558, 39:159739:1710

Board minutes, 4-5-10, 8-2-10, 12-5-11, 1-12-15

 

West Carroll Parish School Board