Ed Management Services

Purchasing

Purchasing Handbook

APPENDIX 7
PURCHASE REQUISITION FORM

Any Town Central School District
Anywhere, New York

REQUISITION No.

Date:___________________________________________________________________________

School:_________________________________________________________________________

Budget Code:____________________________________________________________________

Dept. and Originator:______________________________________________________________

Suggested Supplier: BUSINESS OFFICE:_____________________________________________

P.O. NO:________________________________________________________________________

Delivery Instructions:______________________________________________________________

Approved:_______________________________________________________________________

Approved_______________________________________________________________________

Quantity

and Unit

Catalog

Number

Complete Description

Unit

Price

Total

Price

Comment:

Purchase requisitions are generally initiated by a school or department to cover requisitions needed during the school year and which would be

purchased from a supplier.  Requisitions should be made out in duplicate:

1)  Original sent to purchasing office

     for processing.

2)  Duplicate retained in initiating

     school or department.

TOTAL

Signature__________________________________________            Date___________________

Approved by_______________________________________            Date___________________

Approved by_______________________________________            Date___________________

Approved by_______________________________________            Date___________________        

APPENDIX 8
BUILDING REQUISITION FORM

Board of Education

NY Procedures

When to Use
  1. Send this requisition to Purchasing Department.
  2. Purchasing Department to refer directly to Department of Buildings.
  3. Use separate requisition for each unrelated item.
  4. Retain copy for school files.
  1. For all requests for repairs to buildings and instructional equipment, except office equipment and business machines. No purchase requisition need accompany building requisition in these cases.
  2. For all requests for installation of instructional equipment that fastens to building or connects with mechanical services such as steam, gas, electricity, or sewerage.
  3. For technical services in connection with planning and equipment for clearance on area, load, mechanical, and safety condition.
  4. For any proposed change in room occupancy, also opening and closing of rooms.
  5. For approval to connect with electric system or plug into electric receptacles any piece of equipment not owned by the Board of Education or not previously inspected and approved by the Department of Buildings. For all

No. ______________________

(Central Office Record Only)

Date: _____________________

School:______________________________________________

Department/Shop:_____________________________________

Requisition Initiated by:

________________________

Approved Principal or Directing Head:_______________________________________________

Item

Maintenance - M

Replacement - R

New - N

NATURE OF WORK

Urgent - U

Neces­sary - N

Desirable - D
Building Requisition

Comment:  A building requisition form is used when repairs in buildings are to be made, services are to be connected, or equipment, which fastens building, is to be installed.  Requisition is made in triplicate.

  1. Original sent to purchasing office
  2. Duplicate sent to buildings and grounds departments.
  3. Copy retained at school or in the originating department.
 

INSPECTOR: This space for comments and sketches.

 

 

 

Estimated Cost

Esti­ma­tor

Con­trac­tor

Date received in Purchasing Department

Order No.

Construction

Character of Expenditure

Mechanical

Referred to

Date

Returned

Disposition:

Misc.

TOTAL

Estimated Cost of Equipment _____________

Estimated Cost of Installation               ______

Estimated Total Cost                            ______

Approval of Items Involving Educational Policy

Superintendent of Schools__________________________________________ Date_________________

APPENDIX  9
WAREHOUSE REQUISITION FORM
Board of Education

Serial No.:  ____________________     (Reserved for Control):  ______________________________

Published By:_______________________________                        ______________________________, NY

School ____________________________________                                                                                                                                   

Package No:  _______________________________           

_________________________________                  ____________________________________

         Department, Shop, or Unit                                      Signature of Principal or Directing Head

                                               

Warehouse Requisition:  ______________________________

Requisitioner: _______________________________________     

                                                                                                                                                    

Quantity

Charged

To Unit

New or

Replace

Quantity

Items and Description

Price

Comment:

The warehouse requisition is used in a school system having such a central supply facility:

  1. Original and one copy sent to business office.  Upon approval, duplicate copy is sent to warehouse for filling of order and is then used as packing slip for delivery.
  2. Third copy retained at school initiating requisition.

Received

Approved by

Referenced To

Date Sent

Date Returned

1.

2.

3.

APPENDIX 10
QUOTATION FORM

 

TO       •

            •

            •

            •

TO       •

            •

            •

            •

TO       •

            •

            •

            •

Return To:

                      PURCHASING AGENT

                    BOARD OF EDUCATION

                          CENTRAL SCHOOL

                             MAIN STREET

                               NEW YORK

REQUEST FOR QUOTATION

THIS IS NOT

AN ORDER

Date Issued

Quotation Due By

Del. Req. By

Item No.

Quantity

Description

Unit Price

Amount

COMMENT:

       This form is made out in the purchas­ing office and sent to vendors to ob­tain pric­es on items specified.  On receipt of the various quota­tions cover­ing the trans­ac­tion, a sum­ma­ry may be made for use of the pur­chas­ing official.

      VENDOR PLEASE COMPLETE THIS INFORMATION

  1. SHIPMENT CAN BE MADE  _____________________ DAYS

      FROM RECEIPT OF ORDER

  2. F.O.B.  ____________________________________________________

  3. TERMS   ___________________________________________________

  4. DATE _____________________________________________________

  BY _______________________________________________________

 

 

APPENDIX 11
PURCHASE ORDER FORM

PURCHASE ORDER

To:                                                                                          Date of Order: 

Department:

Requisitioner:

  No.

 Budget Code


____|_____|_____|_____

Purchase Order
No.

Invoice Number

Description

Amount of Purchase Order

Net Amount

Vendor No.

Quantity

Catalog

Number

Description

Unit

Price

Amount

               SAMPLE

 

 

 

PLEASE PROVIDE US WITH MATERIAL SAFETY DATA SHEETS AS REQUIRED BY NEW YORK STATE LAW

TAX EXEMPT NO. 16-0916866W

New York State Sales Tax Bureau

State Campus

Albany, NY  12226

                                   State of New York

   Department of Taxation and Finance - Sales Tax Bureau

            EXEMPT ORGANIZATION CERTIFICATE

The undersigned hereby certifies that the organization named above is one described in section 1116(a)(4) of the Tax Law and is exempt from State and local taxes under Articles 28 and 29 of the Tax Law on all its purchases.

Signature

 

 

Title

Date

CONDITIONS - READ CAREFULLY

  1. A separate invoice should cover each shipment.
  2. The right is reserved to cancel this order if it is not filled within the contract time.           (Administrator)
  3. The conditions of this order are not to be modified by any verbal understanding.                 
  4. Charges for boxing and cartage will not be allowed unless previously agreed upon.             ____________________________School Purchasing Agent
  5. If the price is stated in the order, material must not be billed at a higher price.                      
  6. Acceptance of this order includes acceptance of all terms, prices, delivery instruction
    specifications and conditions stated.        

 

APPENDIX 12
SAMPLE OF COMPUTERIZED STANDARD LISTS OF SUPPLIES:

SCIENCE MATERIALS

BUILDING MATERIALS

CAFETERIA SUPPLIES

CALCULATORS

Please note that the above links are to documents with Excel formats.  If an alternative format is required please call the Office of Educational Management/Grants Management (518) 474-6541.

 

APPENDIX 13
SAMPLE PURCHASING POLICY

INTRODUCTION

            The purchasing, receiving, storing, and distribution of necessary supplies, equipment, and services for use in the educational program and for the various auxiliary services represent a significant expenditure in the school budget.  These items must be procured efficiently and economically.  The measure of efficient, economical purchasing is the degree to which the right items are provided in the right quantity to the right place at the right time and at the right price.  It is, therefore, essential that the purchasing policy and procedures be clearly established and understood by all concerned.

Procurement Policies and Procedures

            Whenever the law does not require a school district to provide goods and services by competitive bidding, the goods and services must be procured in a manner so as to assure the prudent and economical use of public moneys in the best interests of the residents.  Goods and services must be bought so as to facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances, and to guard against favoritism, improvidence, extravagance, fraud and corruption.  To further these objectives, the board of education, by resolution, shall adopt internal policies and procedures governing all procurement of goods and services which are not required to be made pursuant to the competitive bidding requirements of Section 103 of General Municipal Law (GML) or of any other general, special or local law (Section 104-b, GML). The BOE will meet annually with the purchasing agent to review and amend the purchasing policy

  1. At the annual organizational meeting, the board of education formally appoints a purchasing agent in accordance with Section 170.2(b) of the Regulations of the Commissioner of Education.  Only the person designated by the board as purchasing agent may commit the district for a purchase.  The purchasing agent shall be responsible for developing and administering the purchasing program of the school district.
  2. Original budget requests will be made only on standard supply lists or approved requisition forms.  Only supplemental requisitions of an emergency nature will be considered once the fall term begins.
  3. When the original budget requests are forwarded to the business office they are consolidated and serve as a basis for obtaining bids after specifications have been written.
  4. The purchasing agent maintains a specification file and lists of responsible vendors.
  5. The purchasing agent develops a comprehensive purchasing calendar to facilitate the purchasing function through cyclical bidding/purchasing.
  6. The purchasing agent maintains control over the ordering, the follow-up on unfilled order, the receiving, and the distribution of all supplies and materials.
  7. The purchasing procedures employed shall comply with all applicable state laws and Regulations of the Commissioner of Education, Sections 170.2(k), 170.2(l), 170.3 and 170.4.
  8. The purchasing agent establishes and strictly enforces a prohibition against the issuance of blank purchase orders or purchase order numbers.
  9. The purchasing agent prohibits issuance of confirming orders except for emergencies, and then only upon approval of the agent.
  10. The purchasing agent establishes a procedure for the use of open purchase orders with local vendors, ensuring that they are of small dollar amounts for unanticipated purchases and that they do not exceed or circumvent the requirements of the bid law.
  11. In compliance with Commissioner's Regulation, Section 170.4, petty cash funds are used for only those items, which require payment upon delivery.
  12. The purchasing agent must provide that, except for procurement made pursuant to Section 103 or Section 104 of the General Municipal Law, Section 175 of the State Finance Law, Section 184 of the Correction Law, and the policies and procedures adopted pursuant to Section 104‑b of the General Municipal Law, alternative proposals or quotations for goods and services shall be secured by use of written requests for proposals, written quotations, verbal quotations or any other method of procurement which furthers the purposes of Section 104‑b and of Section 103 of the General Municipal Law (board of education sets dollar limits for the use of written and verbal quotation).
  13. Purchases shall be made through available State contracts of the Division of Standards and Purchase, Office of General Services (OGS), whenever such purchases are in the best interest of the school district.
  14. The purchasing agent shall identify needed commodities available from preferred vendors: Department of Correctional Services (Section 184 of the State Correc­tions Law), Industries of the Blind and Industries of the Handicapped (Section 175 of the State Finance Law), and arrange purchases accordingly.
  15. The purchasing agent shall secure the district's requirements from the Depart­ment of Correctional Services to the extent such requirements can be supplied.  If the desired goods are not readily available, a "Certificate of Release" is to be obtained from the Department of Correctional Services prior to open market purchases (Section 184 of the State Corrections Law).
  16. School districts are permitted by General Municipal Law Section 103 (3) to take advantage of county purchasing contracts provided that the program has been authorized by the board of supervisors of the county legislature.  Where permitted, purchases shall be made from county contracts whenever such purchases are in the best interest of the school district.
  17. Cooperative purchasing agreements may be made by two or more school districts (General Municipal Law Section 119-o).  Any agreement entered into must have the approval of the governing bodies of each district participating. Bidding shall be made through a cooperative purchasing venture whenever such purchases are in the best interest of the school district.
  18. The purchasing agent shall solicit competitive bids for all public work contracts exceeding $20,000 and all purchase contracts exceeding $10,000 in accordance with Section 103 of GML; and the contract shall be awarded on the basis of public advertising and competitive bidding.  The purchasing agent must determine whether a purchase of goods or services in the aggregate amount is subject to competitive bidding and document the basis for any determination that competitive bidding is not required by law (General Municipal Law Sections 103 and 104-b).  The business official (or other designated person) is authorized to open bids and record the same pursuant to law (Section 103 of the General Municipal Law).
  19. Competitive bids or quotations shall be solicited in connection with all purchasing in accordance with policy adopted by the board of education.  Contracts shall be awarded to the lowest responsible bidder complying with specifications and with other stipulated bidding conditions.
  20. It is the responsibility of the purchasing agent to set forth in writing when each such method of procurement will be used, taking into account which method will best further the purposes of Sections 104‑b and 103 of the General Municipal Law and the cost‑effectiveness of the method.
  21. The board of education must set forth any circumstances when, or types of procurement for which, at the sole discretion of the board, the solicitation of alternative proposals or quotations will not be in the best interest of the district (Section 104-b of the General Municipal Law).
  22. The purchasing agent must prescribe a procedure for determining whether the  procurement of goods and services is subject to competitive bidding and also document the basis for any determination where competitive bidding is not deemed to be required by law (Section 104-b of the General Municipal Law).
  23. ll contracts, which require public advertising and competitive bidding, shall be awarded by resolution of the board.  The chief school officer shall submit recommendations for the award of all such contracts to the board, through the purchasing agent.
  24. It is the responsibility of the board of education to justify and document any contract awarded to other than the lowest responsible bidder, setting forth the reasons for such an award.
  25. The residence or place of business of local bidders will be a consideration only in cases where identical bids have been submitted.
  26. Items commonly used in the district shall be standardized by a three-fifths vote of all of the board of education members, whenever consistent with education­al goals and in the interest of efficiency and economy, and in accordance with General Municipal Law Section 103.
  27. The purchasing agent is authorized to issue purchase orders without prior approval of the board of education where normal bidding procedures are not required by law, and when budget appropriations are adequate to cover such obligations.
  28. A statement of "General Conditions,"  as approved by the board of education, shall be included with all specifications submitted to suppliers for their bids.  These general conditions shall be incorporated in all contracts awarded for the purchase of materials, equipment, and supplies.
  29. Opportunity shall be provided to all responsible suppliers to do business with the district.  To this end, the purchasing agent shall develop and maintain lists of potential bidders for the various types of materials, equipment, and supplies.  Such bidder list shall be used in the development of a mailing list for distribu­tion of specifications and invitations to bid.  Any supplier may be included in the list upon request.
  30. No board member, officer, or employee of this school district or their families shall be interested financially in any contract entered into by the board.  This shall also preclude acceptance of any gratuities, financial or otherwise, by the above persons, from any supplier of materials or services to the district (General Municipal Law,  section 802).
  31. The school business official shall develop a system for the inventory of equipment to conform to the State's requirements for fixed assets account­ing.  In addition, the business official shall develop an inventory system for supplies and materials.
  32. The purchasing agent shall periodically review the inventory records and make personal inspections of all district storage spaces to determine surpluses or shortages of materials and equipment.
  33. The business official, in accordance with established procedures, may authorize the transfer of equipment from place to place within the district.

Back to contents page

Last Updated: June 18, 2009