FAQ

Frequently Asked Questions
 
How do we process purchase orders?

A requisition is submitted for budget and purchasing approval prior to the processing of requested order. Upon approval, the requisition is converted into a purchase order via online directly by campus or department.  The vendor copy of the purchase order will be printed out at the purchasing department for distribution.

What are the amount limits on purchase orders?

Purchase orders have various limitations depending on the amount of the order. All valid purchase orders of any amount must be issued to an approved vendor. If the purchase order is not issued to an approved vendor the following process is required:

  • Purchase orders that exceed $1,000.00 need three telephone price quotes from vendors

  • Purchase orders that exceed $ 10,000.00 must have three formal quote requests issued through the Purchasing Department.

  • Purchase orders that exceed $35,000.00 require the formal bids process and approval from the Board of Trustees.

What is the districts bid/proposal solicitation process?

If the District identifies the need for a formal process the Purchasing Department will begin the process of gathering data and determining the best method that will provide the greatest probability for savings.

Bids and proposals are open to vendors local and state wide. Our state mandated procedures require that we advertise in a local newspapers for no less than two consecutive weeks. We then proceed to e-mail solicitations to vendors that have previously asked to be considered for that particular project.  Once received all bids/proposals they will be evaluated, a recommendation will be made to the Board of Trustees on the vendor who provides the best overall value to the District.

How are vendors placed on the mailing list for bids/proposals?

Vendors must fill out an application for consideration. There is a form on our website named, "Vendor List Request Form".  Vendors must fill out form and mail or fax to the Purchasing Department.  Once the form is submitted, reviewed, and approved the district makes a mailing list to distribute individual bids/proposals.

What happens if an employee makes a purchase without a valid purchase order?

The districts policy requires that all purchases be made with a valid purchase order. Any employee that violates this policy will be solely responsible for that incurred debt. The employee will also be subject to suspension and/or termination. When in doubt make a purchase request.

How can someone find out who is on the approved vendors list?

The Purchasing Department has a list of approved vendors posted on their website.

Are all the bid documents available to the public?

Yes. However if requests are made for material other than a standard tabulation sheet it would be a requirement that all request be made in writing and sent to the Districts Communications Department for review.

What are possible delays in a Purchase Order process?

  • insufficient funds (purchase order exceeds budget balance) incorrect information (address, fax #, vendor name)

  • unauthorized purchases (purchase order is missing proper authorized signatures)

  • price increases (shipping/handling, item/service)

  • item is backordered (discontinued, no longer in stock)

  • purchase order is made to an unapproved vendor
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