Efficient District Purchasing Policy & Procedures

1. Purchasing

2. Purchasing – District Policy • Intent is to balance expeditious approval of transactions with appropriate control of District expenditures (P-8315) • Policy intended to control documents that obligate the District to pay money to or perform a service (P-8315) • The Board seeks in every case to purchase, for the least expenditure of funds, optimum quality for the function to be served (P-8320)

3. Purchasing – District Procedures • All purchases require prior authorization from your dean and VPA • Requisition/Purchase Order (RPO) process is used to acquire goods and services • Formal checks & balances exist for: • ProcessResponsibility • Requesting purchases College • Selecting vendors, issuing PO’s Purchasing • Receiving goods & services Receiving • Paying vendors Accounts Payables

4. Purchasing Options • Purchase Orders • LRCCD Purchase Orders • Limited Purchase Orders (LPO) • Blanket Purchase Orders • Confirming Purchase Orders • Revolving Fund Cash • Revolving Fund Checks

5. Purchasing – LRCCDPurchase Order • Primary purchasing process; use as the first option to acquire goods & services • LRCCD Requisition used to request PO • No mimimum or maximum amount • Authorized Requisition forwarded to District Purchasing to produce and dispatch a purchase order

7. Purchasing – LimitedPurchase Order • Approved by the college, issued quickly • NOTE: Verify in advance that your vendor will accept a purchase order • Maximum purchase of $200 • We highly recommend getting a written quote • May be used for “will call” purchases

8. Purchasing – BlanketPurchase Order • Use for making multiple purchases with a vendor during the fiscal year • Minimum of six purchases • Minimum BPO amount $1,000 • Dean must sign all Releases • Not for equipment/furniture purchases • Set up as open/standing purchase order with vendor

9. Purchasing – Confirming PO • For emergencies or situations where there is an urgent need for goods or services • Similar to regular PO but usually issued the same day as requested • Use LRCCD Requisition • Vendor must accept a verbal PO

10. Purchasing – Revolving Fund Cash • May be used “…in urgent situations where there is insufficient time to issue a regular check” (R-8152) • Maximum purchase of $40 • For purchases from recognized, local vendors (no garage sales) • Employee must leave campus to make purchase

11. Purchasing – Revolving Checks • “Instant Cash Checks” • For emergency purchases or repairs • No equipment or payments to individuals • $250 limit • Cannot be used if goods or services are available from vendors that accept PO’s

12. Purchasing – Quote Requirements for District Purchase Orders • District policy requires “comparative shopping” for best price • If required, District Purchasing will obtain comparative pricing, informal quotes, formal written quotes, and formal bids, based on the purchase amount • Consult with SCC - IT on quotes for computer equipment, accessories, and software

13. Purchasing – Quote Requirements for District Purchase Orders cont. • Amounts from $1 to $999 • No quotes required • Amounts from $1,000 to $5,000 • Informal quotes from three sources; may be obtained by the department • Amounts from $5,000 to $58,899 • Formal written quotes from three sources; may be obtained by the department • Amounts $58,900 or more • Formal Bid process; advertised bid; approved by Board of Trustees

14. Purchasing - Other • All purchase requests must be covered by sufficient budget before a purchase order will be created • Unauthorized purchases are considered the obligation of the person making the purchase • District A/P must have original invoices to pay vendors

15. Administrative Procedures • VPA Public Folder contains several helpful Information Sheets • “Administrative Services Procedures Manual” • See your dean or manager for a copy • Board Policy & Regulations • See P-8000 & R-8000 • Budget & Accounting Manual (CCC) • Ed Code, Title 5

16. Questions