PURCHASING GUIDE

A quick guide to the do’s and don’ts of purchasing

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^{Success, Achievement, Together...for All Students}

PURCHASING GUIDE

• Purchasing
• Requisitions
• Purchase Orders

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PURCHASING GUIDE

Scope

This document outlines the requirements for making purchases with WESD funds, including bidding requirements and thresholds, exceptions, and specific supplies and services that are exempt from bidding requirements.

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DEFINITIONS

• Fragmenting Purchases
• ORPIN
• Personal Services
• WESD Funds
• Verbal Quote
• Written Quote

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PURCHASING

• 3.1 No bills will be approved for payment unless purchases were made on approved purchase order/voucher. All Purchases, contracts or agreements obligating WESD funds in excess of $150,000 require prior Board approval.

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• Exceptions:

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PURCHASING THRESHOLDS�VERBAL AND WRITTEN QUOTES

• You have a choice of using a hard copy version of the quote sheet.

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PURCHASING THRESHOLDS

• Threshold of Purchase
• Less than $10,000
• $10,000 - $24,999
• $25,000 - $149,999
• Over $150,000

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PURCHASING THRESHOLDS

• Obtaining Quotes
• $10,000 - $24,999
• 3 Verbal Quotes

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PURCHASING THRESHOLDS

• Obtaining Quotes
• $25,000 - $149,999
• 3 Written Quotes
• Over $150,000
• RFP or Bid
• Board Approval Required
• Fragmenting

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PURCHASING THRESHOLDS

• Make your selection
• If not the lowest cost… WHY?

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EXEMPTIONS TO BIDDING REQUIREMENTS�� AUTHORIZED BY STATUTE

• 3.3.1 Textbook and Instructional Material
• 3.3.2 Sole-Source Purchases
• 3.3.3 Cooperative Intergovernmental Purchasing
• 3.3.4 Other exceptions under ORS: Insurance Contracts, Contracts for Employee Benefits Plans, Real Property, Bond and Debt Agreements, Legal Services, Expert Witness or Consultants Related to Litigation.

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EXEMPTIONS TO BIDDING�� AUTHORIZED BY WESD BOARD POLICY

• 3.4.1 Educational Services
• 3.4.2 Copyrighted Materials
• 3.4.3 Periodicals
• 3.4.4 Personal Services Less Than $25,000
• 3.4.5 Advertising
• 3.4.6 Emergencies
• 3.4.7 Travel
• 3.4.8 Other Contracting Agencies – Temp Services
• 3.4.9 Contracts for Medical Professionals
• 3.4.10 Price Regulated Purchases

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EXEMPTIONS TO BIDDING

• If you are claiming an exemption it must be approved by the Director of Business Services or the Accounting Manager before the requisition/voucher is entered.

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