Accurate, legible and complete descriptions are required. Unit of measure is important. If unsure on units, type “?” in unit field and press Enter to see available list of units.
More than one account number on a requisition can be used using the distribution screen.
Always add 8% tax to your orders.
If shipping cost is unknown, add 15% shipping charge to each item page.
If a purchase requisition is 15 line items or more, please enter your requisition as “Per attached list”. Please mail original copy to Purchasing, and send a copy via email in case original gets lost and to expedite PO process.
Please include as much information on your requisition as possible including name of sales rep, discounts and codes, special pricing, quote numbers or freight charges. If you have a formal quote please mail/email a copy to Purchasing. (IE) If the item is a “kit”, you can describe what the kit includes.
Only Purchasing personnel are authorized to make any change to a purchase order. Please contact the purchasing department for requests.
This function cannot be used with Change Orders if the Account Distribution screen does not already exist. If you have several account numbers to be used for a Change Order, a separate item screen must be entered for each account number.
Please send original vendor packing slips/delivery receipts to A/P directly. Do not send purchase order copies provided by the Warehouse. These should be kept by you for your records. If you receive a wrong item, damaged product, shortage, overage or any other discrepancy against your order please contact the appropriate buyer.
Email Purchasing to get a quote on the product you require. If you are using Finders to request a quote; you will need to click on Commodities, click on a commodity, and then click on “Request a Quote”.
By requesting a quote you will facilitate Purchasing in finding the best source for the product or service you are interested in.
Independent Contractor Master Agreements are on the Purchasing website.
All vendors/salespeople are to come to the Purchasing Department. They must have permission from Purchasing to go to any other District site.
The Purchasing Department is responsible for quoting, placing orders, expediting/follow-ups, returns, discrepancies, price increase approval, freight charge approval, and any changes to a purchase order.
When in doubt ask yourself, does it touch the building or the grounds? If yes, you can find the District Site Modification Request Form on the facilities website, and click on Facilities Development.
An original form is required by M&O. Please note vendors must have Liability Insurance and be a licensed and qualified professional. The Site Modification Request must be approved by M&O before work can begin.
Consultants must always have a signed contract and be Board approved. No exceptions.
Independent Contractor Master Agreements for various services offered District-wide are listed on our Purchasing page on the District website.
If a site uses the services of one of the listed master consultants, the provider will give the site a proposal for a particular service. Then the site will create a requisition in Bi-Tech, which precludes the initiation of a new contract.
These groups are NOT authorized to transact directly with District vendors on behalf of the District or any school. They cannot obligate the District to pay for their purchases. The money must be deposited in the appropriate school account prior to a purchase being made or they must “donate” their purchase to the District.
No outside group may hire contractors to conduct construction work of any kind on any District property.
For computers, monitors, projectors, and printers:
Customer should contact I.T. to evaluate the problem and determine warranty status. If equipment is under warranty, I.T. will contact the appropriate vendor and arrange repair or replacement depending on warranty terms. If equipment is not under warranty, I.T. will evaluate how cost effective required repairs will be and contact the customer with options.
I.T. has a limited number of computers that are available as limited term loaners while repairs are being performed. Please discuss the loaner options with the I.T. technician handling your work order or call the I.T. Department at x7510.
For all other inquiries, customer should contact I.T. to determine the best course of action.
All District personnel are asked to adhere to the hardware and software approval procedures. The purpose of these procedures is to ensure that all District hardware and software acquisitions (whether by purchase order, grant, or donation) is compatible with District technology.
All computers, printers, and software are to be approved by I.T. prior to purchase. Hardware or software purchased without this approval will not be installed or supported by Technology Services.
The E.T. and I.T. Department Approval Committee will assess the software to determine if our workstations, desktop and laptop computers, meet the vendor’s recommended operating system and hardware requirements.
The Committee will also determine:
If the Site’s or department’s server is capable of running the application.
If the network infrastructure is capable of supporting the application.
If the software functions as intended.
If similar software is already in use in the District.
The appropriate department(s) may also be asked to provide input in this process.