asset, purchasing, and inventory...

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Independence School District No.30

Asset, Purchasing, and Inventory

Procedures

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Index Introduction and Purpose....................................................................... 3 What is a Fixed Asset? .......................................................................................... 3 What will be Tagged? ........................................................................................... 3 Responsibilities of Buildings/Departments .......................................................... 4

Inventory ................................................................................................ 4 Pre-Inventory Guidelines ..................................................................................... 5 Post-Inventory Guidelines .................................................................................... 5 Burglary/Vandalism/Damaged Assets or Loss Report Procedures ........................ 6 Auction Procedures .............................................................................................. 6

General Purchasing Procedures ............................................................. 7 Methods of Procurement .................................................................................... 7

Ordering from the District Warehouse .............................................................. 7 Purchase Orders……………………………… ................................................................ .7 Credit Cards ....................................................................................................... 9 Petty Cash Checking Account ............................................................................. 9

Quotation and Bidding Procedures ..................................................................... 9 Employee Reimbursement .................................................................................11 Administrator Approval of Vendor Appointments ..............................................12 Contracts .............................................................................................................12

Conflicts of Interest .............................................................................................12 Curriculum and Instruction Related Purchases ....................................................13 Gift Cards ............................................................................................................13 Non-Allowable Purchases ...................................................................................14 Purchases of Equipment and Furniture ..............................................................14 Sales Tax .............................................................................................................14 Sole Source Providers .........................................................................................14 Technology Related Purchases ..........................................................................15 Vendor Rebates ..................................................................................................15

District Property Disposal .................................................................... 15 Disposal of Assets ...............................................................................................16 Transfer of Assets ................................................................................................16

Donations ............................................................................................. 17 Appendix A: Standard Classroom Setup Kindergarten – 1st Grade ....... 18 Appendix B: Standard Classroom Setup 2nd – 5th Grade ....................... 19 Appendix C: Standard Classroom Setup 6th – 12th Grade ...................... 20

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Introduction and Purpose

The purpose of the Purchasing Procedure document is to provide clarity and instruction for

procuring the supplies, equipment and services necessary to provide a quality instructional

program for students of the Independence School District. All individuals purchasing goods

or services on behalf of the District must adhere to the procedures contained herein.

All previous purchasing procedures are superseded. The procedures may be revised and

supplemented as needed.

Consistent and/or repeated failure to comply with, or flagrant abuse of, established

procedures may result in action up to and including termination of employees’ authority to

expend District funds and/or termination of employment.

What is a Fixed Asset?

The following guidelines are used for determining what items classify as fixed assets and capitalized

assets.

A. The item has a useful life of one year or more.

B. The item has a minimum unit cost of $1,000.00.

C. Components or parts of a “system” which together meet the $1,000 minimum must be capitalized

assets.

D. Items purchased to be permanently affixed to existing equipment are added to the value

regardless of cost. However, purchases for the purpose of repair, or replacement, of any portion of

existing equipment which do not materially change the usefulness or life of the item are not added to

the value.

What will be tagged?

Items Ranging up to $999 (Controlled TAGGED and Included)

In order to maintain accountability, the following items will be inventoried. These items have a unit

cost of less than $1,000 and a useful life of one year or more, but will not be considered capitalized

assets such as:

Furniture and equipment

Musical Instruments

Any other asset necessary

All grant purchased items

All technology items are controlled assets and will be tagged

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Responsibilities of Buildings/Departments

The Facilities/Purchasing Department is responsible for setting procedures to account for and

safeguard all fixed assets that belong to Independence School District.

The Facilities/Purchasing Department will maintain a detailed list of the District’s assets and

will provide copies to each building principal and department of assets assigned to each

classroom as well as an individually assigned asset list.

The Facilities/Purchasing Department will issue asset bar codes, as appropriate, and will

coordinate a physical count of fixed assets at the beginning and end of each school year.

The Facilities/Purchasing Department must follow state regulations regarding the disposal

and transfer of all assets and other district property.

Building Principals/Department Supervisors are accountable for fixed assets/equipment assigned

to their location/department.

NO ITEMS SHOULD LEAVE THE BUILDING OR LOCATION WITHOUT THE APPROVAL OF THE

BUILDING PRINCIPAL/DEPARTMENT SUPERVISOR AND FACILITIES/PURCHASING DEPARTMENT.

Building Principals/Supervisor must report any and all theft of assets or any school district

property within 3 days of the incident by filling out form PUR-009 and submitting it to the

Facilities/Purchasing Department.

Building Principals/Supervisor must NOT dispose or discard of any assets or other school

district property without filling out the correct form for disposal PUR-009.

Building Principals/Supervisor must report any proposed donations (by P.T.A., etc.) of

property with like new value/replacement value of $1,000 or more to the

Facilities/Purchasing Department prior to acceptance. Please fill out form PUR-010 and

submit to Facilities/Purchasing Department for donation approval. If approved, these items

will then be tagged with an asset bar code and added to the school’s inventory. Building

Principals/Supervisor must return any required documents by designated deadlines to the

Facilities/Purchasing Department.

Responsibility lies with every individual utilizing District-owned assets for the performance of their

duties. All personnel are responsible to adhere to all policies and procedures in the procurement,

transfer, and disposition of all district assets.

Inventory

Physical Inventory Conducted by Buildings and Non Instructional Sites

Instructional Buildings- A physical inventory of all fixed assets will be performed at the beginning and

the end of each school year at all district locations by Building Principals/Supervisors.

NON Instructional Building- Will conduct an annual inventory in June due by June 30.

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Opening/Closing Procedures

1. A fixed assets report with changes from the prior year will be provided to the Building

Principal/Supervisor by room number and Individual.

2. The Building Principal/Supervisor will distribute the listing to designee.

3. Each Teacher/Employee must verify that the assets listed are in their room or have possession.

4. The Teacher/Employee will sign the listing and return it to the Principal/Supervisor.

5. The Building Principal/Supervisor will sign the completed report, with noted changes, and return it

to the Facilities/Purchasing Department for updating.

Pre-Inventory Guidelines

All fixed assets should be easily accessible for scanning. Any unnecessary “clutter” should be

removed from the area of the fixed assets.

Any problems with the scheduled inventory time should be addressed 24 hours prior to

scheduled inventory time.

Post-Inventory Guidelines

After the reconciliation process, the Facilities/Purchasing Department will send the Building a

Missing Fixed Assets Listing.

The Building/department must complete the following before returning the updated Missing

Fixed Assets Listing to the Facilities/Purchasing Department:

1. Missing Assets

If the asset has been transferred to another location or sent in for repairs, make a note of this on

the missing list and send any supporting documents. For example, if the asset has been

transferred to another location, send in a copy of the Fixed Assets Transfer Form PUR-008. If the

asset has been sent for repairs, send a copy of the repair ticket.

If an asset cannot be accounted for, then a police report must be provided. A memo will be sent

with a due date to respond for missing assets.

*Any stolen assets should be reported to the ISD Department of Public Safety and Purchasing

Director. When you have received a case file number from Independence Police Department,

send a copy of the police report to ISD Department of Public Safety and Purchasing Director

including all ISD fixed asset bar code numbers, descriptions, serial numbers and the case file

number. No items will be removed from inventory without the case file numbers.

2. Additional Assets Found – Not on Listing

a. Write the make and model number of the asset.

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b. Verify the serial number. If there is no serial number indicated on the missing list, please

make note of it.

Every asset must be accounted for.

Changes and updates will be made to your inventory and an updated inventory report will be

sent to the Building/Department.

Spot Check Inventory Conducted by Facilities/Purchasing Department

The Facilities/Purchasing Department may conduct a random inventory during the school year

with the cooperation of the Building/Department personnel. After reconciliation, the

Building/Department should return their missing fixed assets list by the scheduled deadline.

Burglary/Vandalism/Damaged or Loss Report Procedure

1. Burglaries, vandalism or break-ins should be reported to the Independence Police Department

immediately.

2. The Building Principal/Supervisor will be responsible for handling this matter with the Police.

3. A police report should be obtained with a case # to report on the Asset Disposal Form PUR-

009. This form will then be submitted to the Facilities/Purchasing Department with an attached

copy of the police report. The Facilities/Purchasing Department shall be responsible for all

insurance claims.

4. If the equipment is deemed stolen by the Police Department, then charges will be pressed

against the person(s) who committed the crime.

5. It is important to identify the stolen equipment with all pertinent details, such as serial

number and ISD barcode, especially for all technology.

6. If a fixed asset becomes damaged due to a natural disaster, the Asset Disposal Form PUR-009

shall be filled out and turned into the Facilities/Purchasing Department. The Deputy

Superintendent of Operations shall be responsible for all insurance claims.

Auction Procedures

1. The Facilities/Purchasing Department shall inform the Superintendent.

2. The Facilities/Purchasing Department oversees the auction through GovDeals.com

3. The auction is held and proceeds are deposited into the depository bank account.

4. The Facilities/Purchasing Department will retire items sold at an auction from the inventory

database in a timely manner.

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General Purchasing Information

The Facilities/Purchasing Department facilitates the procurement of all necessary products

and services of the District and complies with all Board of Education policies, Missouri laws

governing educational procurement and other applicable Federal, State and Local

requirements and policies.

Methods of Procurement

Methods available to District staff to purchase goods or services are generally made through

Inventory Direct, Purchase Orders, Purchasing Cards or Petty Cash.

Ordering from the District Warehouse

1. Determine item to be ordered.

2. Consolidate orders as much as possible. Make sure that stock numbers and catalog

description match.

3. Determine appropriate account code for which you are charging the warehouse

supply order. (For additional information regarding determination of account codes,

contact the District Accounts Payable Department.)

4. Verify adequate funds are available in the selected account to be charged. (Available

funds may be determined by review of Keystone accounting reports.)

5. Order online through District online system (School Dude Inventory Direct) and

complete a District Warehouse Requisition. The requisition should be approved by

the Building Principal or Department Supervisor and routed for approval and

processing.

6. Warehouse deliveries to sites are made approximately twice a week. A schedule of

delivery days is published annually.

Purchase Orders

The Facilities/Purchasing Department staff assists in procuring non-stock items, as well as

services not provided by District Staff. The purchase order is the employee’s authority from

the District to proceed with the purchase and must be obtained PRIOR to placing an order

with a vendor. The Business Office Accounts Payable staff process purchase order

requisitions in Keystone to vendors.

The following provides a general overview of procedures of the purchase of non-stock goods

or services, as well as more detailed procedures for special handling/funding.

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Detailed Procedures for Issuing a Purchase Order Requisition

1. Determine the item or service to be ordered.

2. Consolidate orders as much as possible. Make sure that stock numbers and catalog

description match.

3. Determine appropriate account code (budget code) for which you are charging the

requisition. (For additional information regarding determination of account codes,

contact the District Accounts Payable Department.)

4. Verify adequate funds are available in the selected account to be charged. (Available

funds may be determined by review of Keystone accounting reports.)

5. Enter Purchase Order Requisition Online

a. Indicate an accurate description and specification for every item listed including

brand name(s), model or catalog number(s), size, color, etc. If the number of

items is so large that it would be unreasonable or impractical to enter each one

on the purchase order, a detailed list including unit pricing may be attached.

b. If specifications are not clear or incomplete, a request for clarification will be

made by the Business Office Accounts Payable staff.

c. If item(s) ordered must be exact and cannot be substituted, type “NO

SUBSTITUTE” on the Purchase Order Requisition.

d. The cost of each item order must be properly entered as a unit price and the total

will automatically calculate on the electronic request. (For estimated pricing

contact the Facilities/Purchasing Department.)

e. Provide any correspondence for specialty items and/or the vendor contact,

whenever possible include delivery charge, if applicable.

f. If a request will be a project PO with multiple invoices, set the “Blanket” flag. If it

will be a general “not to exceed” request, set the “Estimate” flag.

g. The department placing the order is responsible for verifying that funds are

available for the expenditure. (Available funds may be determined by review of

Keystone accounting reports.)

h. Include in the Quotes section on Keystone any quotes obtained and document

the bid contact and reference number in the Text Instructions. (see Quotation

and Bidding Procedures).

i. If the total order will be $2,000 or more, verify the vendor is not suspended or

debarred from federal contracts by checking https://exclusions.oig.hhs.gov.

j. Attach any documents related to the order such as quotes, RFP/bid documents,

and federal suspension/debarment verification.

6. Depending on the item/service to be purchased and dollar amount involved,

additional approvals may be necessary. Additional approvals must be obtained for all

grant, travel, professional development, technology, vehicle, inventory

https://exclusions.oig.hhs.gov/

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equipment/furniture, and capital assets. The Superintendent shall approve all

purchase orders $10,000 and over.

7. Approvals are generally routed electronically as the requisition is approved. The last

approval is by Business Office Accounts Payable staff prior to distributing the

purchase order.

Credit Cards

A credit card may also be used to acquire goods or services if a vendor does not accept a

purchase order, in the event of an emergency purchase, postage, travel, registrations, and

for efficiency in ordering and to take advantage of certain discounts and rebates as well as

online purchasing. Credit cards are not intended to circumvent the appropriate purchasing,

approval or payment process and are not for personal use or unauthorized purchases. (Refer

to the Credit Card Procedures Manual for more information.)

Petty Cash Checking Account

A petty cash checking account may be available to purchase minor items when it would be

otherwise impractical to purchase items through the usual purchasing method. Contact the

Business Office for setup and procedures.

The above described methods of procurement will be used in requesting required goods or

services. Other situations will require advanced approval.

Quotation and Bidding Procedures

A quotation (quote) is a written or verbal price furnished by a vendor. The quotation can be

used for the purchase of supplies, materials, furniture, equipment and other miscellaneous

items. Quotes must be obtained when the project expenditure is between $2,000 and

$15,000 per item or more in total. Items may not be purchased separately to avoid quote

requirements. Purchases exceeding $15,000 shall follow a formal written bid process which

is in accordance with General Administrative Policies, Federal and State laws.

The Facilities/Purchasing Department is authorized to request quotes or may defer the

process to a Department Director. The request for quotation (RFQ) may be issued verbally

or in writing. Quotes are requested from three or more vendors without advertising or

otherwise complying with the requirements of the formal bidding process.

The winning quote shall represent the best value to the School District based on

combination of price, quality, delivery, terms and other important factors.

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Quotation Procedures

1. The Facilities/Purchasing Department shall invite quotes from at least three vendors.

Additional information regarding sole source is available under Sole Source Provider

section.

2. When requesting quotes, the Facilities/Purchasing Department shall provide identical

specifications to the competing vendors verbally or in a letter with an RFQ.

3. All vendors invited to quote will be given a deadline to furnish the quote.

4. Except for unusual circumstances the vendor will be required to honor the quoted

price for a period of at least 30 days. Any quote submitted shall specify the time

period of which it is valid. When the quotation is awarded to the winning vendor, the

Facilities/Purchasing Department or an assistant enters a purchase order requisition

into the P.O. system. The quotation date and specific vendor contract shall be noted

on the P.O.

5. The vendor’s quotation number or the name of the vendor’s representative issuing

the quote shall be keyed in the Text Instruction box of the P.O. For example this

should read “SCHOOL SPECIALTY SUPPLY CO. QUOTE #99999” or “QUOTE PER JOHN

SMITH 1/30/15.” This will insure that the vendor bills us at the agreed price.

6. All quotes shall be retained on file by the Director of Purchasing in accordance with

the Retention Schedule of the State of Missouri.

Bidding Procedures

A bid is a price furnished by a vendor. The bid can be used for the purchase of supplies,

materials, furniture, equipment and other miscellaneous items. Bids are required, instead of

quotes, when the project expenditure exceeds $15,000.

The Facilities/Purchasing Department is authorized to solicit bids or may defer the process to

a Department Director.

1. Bids for equipment and other capital items must be publicly advertised onDistrict website and printed media with appropriate circulation. Suppliers ofsuch items are invited to have their names placed on a mailing list to receiveinvitations to bid.

2. A formal Request for Bid (RFB) is then prepared and sent to the bidding vendors.3. All specifications including the bid deadline must be clearly detailed in the RFB. Bids

must be submitted by the vendor in a sealed envelope no later than the announceddeadline.

4. Vendors supplying hazardous materials are required to provide Safety DataSheets (SDS) from the manufacturer for all products that are hazardous. The SDSmust be provided to the end user with the product to ensure appropriateawareness and training occurs. In cases of pesticide products, SDS information mustalso be supplied to the Health Services department in accordance with boardpolicy.

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Responsibilities of Bidding

The following are the responsibility of the Facilities/ Purchasing Department in soliciting a bid:

1. Construct the technical portion of the specification sheet that will be the basis for submitting a bid for services or materials.

2. Develop a list of potential bidders. If the incumbent vendor or any other interested vendor is excluded from the list, the Department Director must provide written rationale to the Director of Purchasing explaining their exclusion.

3. Submit the completed specification sheet and list of vendors to the Director of Purchasing.

The following are the responsibility of the Department Director:

1. Complete the bid package by integrating the submitted specifications sheet into the bid packet with the appropriate bidder’s language.

2. Review the bids and list of vendors for clarity and consistency with purchasing policy.

3. Review the technical portion of the bid with the Facilities/Purchasing Department. 4. Assign bid number(s) and opening/closing dates. 5. Advertise the bid as per Board policy and purchasing policy. 6. Receive and secure the sealed bids. 7. Open and read the sealed bids at the appointed place and time. 8. Create a bid summary or commonly known as bid tabulation. A copy of the bid

tabulation will be sent to each vendor upon request. 9. The bid will go to the Board of Education for approval. 10. Following approval, the Department Director will enter the Purchase Order

Requisition into Keystone. 11. The purchase order will be processed and mailed to the successful vendor.

Please note that a complete copy of every bid submitted for solicitation is kept on file in

the Department Director’s files in accordance with the General Records Retention

Schedule of the Secretary of the State of Missouri. The Facilities/Purchasing Department

is available at all times to provide guidance and assistance.

Employee Reimbursement In the event an employee makes a purchase using personal funds, the District is not

obligated to the employee unless a purchase order or credit card is not accepted by the

vendor or the item is not available from another source. Should an employee make a

purchase on behalf of the District, determination for reimbursement will be made as

follows:

The purchase must have been pre-approved by the employee’s supervisor.

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The expenditures must be appropriate and supported by the appropriateoriginal, itemized receipt.

Personal purchases of technology, curriculum related items, and controlled assetswill not be reimbursed unless approved prior to the purchase by the appropriatedepartment director.

The District reserves the right to not reimburse an employee for a District-related expense,

regardless of documentation presented.

Employees must request reimbursement by submitting a Purchase Order Requisition,

attaching the appropriate documentation and submitting the requisition to the employee’s

Supervisor for processing.

Administrator Approval of Vendor Appointments

Vendors are prohibited from making sales calls directly at school sites and with District personnel, unless an administrator has scheduled an appointment with the vendor.

Contracts

No employee or administrator has the authority to sign any agreement obligating

Independence School District. All contracts and agreements must be submitted to the

Board of Education for approval. Upon approval, the contract or agreement will be

signed and returned to the appropriate individual or vendor. Contracts or agreements must

be submitted. Upon receipt, appropriate legal review will be arranged.

Conflicts of Interest

Any potential conflicts of interest must be disclosed to Facilities/Purchasing Department. A

conflict of interest arises when any of the following has a financial or other interest in the

firm selected for award:

Employee, officer or agent;

Any member of that person’s immediate family

The person’s partner; or

An organization which employs, or is about to employ any of the above or has a

financial interest in the firm selected for award.

Employees and board members shall not solicit or accept gifts, payments, or anything

greater than nominal value item form any person, organization, group or entity doing

business or desiring to do business with the District.

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Curriculum and Instruction Related Purchases

District policy requires standardization of curriculum and instruction related purchases.

The District’s Strategic Plan outlines District standards related to curriculum and

instruction. The District Curriculum Services Department has the responsibility of

enforcing these standards. Therefore, all curriculum and instruction purchases must

be approved by the Assistant Superintendent of Curriculum.

Gift Cards

Gift Cards Purchased with District Funds

Gift cards may not be purchased for staff or building use. For example, gift cards may not be

purchased to reward staff attendance, to reward staff attendance at meetings, or as holiday

gifts. Gift cards also may not be purchased for the acquisition of supplies, materials, or

services on a separate transaction.

Gift cards may only be purchased in the following limited circumstance: Gift cards may be

purchased to distribute to students during summer school. Documentation must be

maintained showing that all purchased gift cards were distributed to students. Any other

purchase of gift cards must be approved by the Superintendent.

Nothing in this procedure prohibits social committees from using social committee funds to

purchase gift cards, if permitted by the committee’s guidelines.

Gift Cards Offered by Vendors

Gift cards may not be received from a vendor in lieu of a refund made payable to the

District, in lieu of a price adjustment for the goods or services provided by the vendor, or in

lieu of other financial benefit to the District. In the event that a vendor offers gift cards as an

exclusive benefit and is not willing to refund, adjust pricing, or provide some other financial

benefit to the District as an alternative to gift cards, then gift cards may be accepted from

the vendor and use of the gift cards must be accounted for by the department director.

Gift Card Donations

Donation of gift cards may be accepted for limited purposes of drawings and awards for staff

or students. No employee may receive more than $50 in combined gift cards per event. Gift

card donations as incentives from third parties must be preapproved by the Superintendent

or designee. Documentation must be maintained showing receipt and disbursement of all

donated cards.

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Non-Allowable Purchases

Purchases of goods or services for personal purposes are not allowed. Gifts or

remembrances sent on behalf of staff must be funded personally or with separate social

fund accounts. Gifts or flowers are permissible only in conjunction with a building,

department, or District sponsored event. Should you have specific questions, please

contact the Director of Purchasing.

Purchases of Equipment and Furniture

All equipment and furniture must be ordered by the Facilities/ Purchasing Department

and delivered to the Facilities/Purchasing unless other arrangements are made by the

Director of Facilities/Purchasing. All technology equipment will be inventoried and

tracked. The Equipment and Furniture Request Form (PUR-012) shall be completed to

assist in equipment and furniture requests and is available on the Purchasing website.

Examples of District approved furniture are on display through Facilities/ Purchasing

Department.

Sales Tax

The District is not required to pay sales tax on products and services acquired from

vendors within the State of Missouri. Any purchase approved for reimbursement will

comply with the taxation requirement for purchases made with purchasing cards or

purchase orders. The decision to reimburse sales tax may be made in the event of an

emergency purchase or other unforeseen circumstance. Suppliers selling to students or

others for personal use must collect sales tax.

Sole Source Providers

A sole source provider is defined as "the only supplier capable of meeting District

requirements within the time available, including emergency and other situations which

preclude conventional planning and processing."

All sole source purchases in the amount of $2,000 or more must be approved in advance by the Director of Facilities/Purchasing. A Sole Source Justification Form (PUR-011) must be completed and approved prior to awarding a quote. This form is located on the District intranet under Purchasing and Warehousing. The following criteria may provide assistance in determining that a purchase is only available from a sole source:

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One-of-a kind The commodity or service has no competitive product and is available from only one supplier.

Compatibility The commodity or service must match existing brand of equipment for compatibility and is available from only one vendor.

Replacement The commodity is a replacement part for a specific brand of

Technology Related Purchases

District policy requires standardization of technology related purchases. The District’s Technology Plan outlines District standards related to technology, including

specifications of equipment and software to be purchased and supported at each site. The

District Technology Department has the responsibility of enforcing these standards, as

well as providing necessary technical support for approved equipment. Therefore, all

technology purchases must be approved by the Director of Technology.

Vendor Rebates

No gift cards, rebates, reward points, or vouchers may be individually received by

District employees or officials. Rebates must be remitted to the Director of Business.

District Property Disposal

District-owned assets can only be disposed of with proper approval from ISD Board of Education. The

BOE will approve these assets for disposal quarterly in March, June, September, and December. All

requests for disposal will need to be turned in at the end of each month and will obtain approval for

disposal after the aforementioned board meetings.

District-owned property cannot be donated to any entity, organization or individual, unless

authorized by ISD Board of Education.

Approval cannot be requested until the following minimum procedures have been performed:

1. The Building principal/department supervisor has evaluated the material/property/inventory

and has verified and signed that the equipment can no longer be used by the District in any

manner.

The following are approved methods of disposal by the District:

Public auction GOVDEALS.COM

Sale by sealed bid

Negotiated sale to state agency or local government

Scrap

Preapproved contract i.e.- Textbooks

Trade in on new like

Donation

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The Facilities Department crew will pick up disposable property only after all of the above

approvals have taken place as directed by purchasing.

Disposal of Assets

In order to maintain accurate asset records, asset disposals shall be recorded promptly.

These records shall reflect whether the items have been placed into surplus due to being

stolen, broken, or obsolete.

The administrator will complete a fixed asset disposal form PUR-009.

The process and information required includes:

Complete description of the item, including brand, model, color, size, etc. “ColorMonitor or Student Desk” is not sufficient to properly identify property. Picturesof each item will need to be attached to the disposal form.

Please fill in all other fields on form.

This form must be received in the Facilities/Purchasing Department by the lastday of each month.

Once your form has been received, the items will then be presented to the Boardof Education for approval.

Once your items have obtained Board approval, you will then be notified onfurther action that will be taken.

Until there has been a method of disposal assigned to those items, the items willneed to stay at your location until a scheduled pick-up time and date.

Transfer of Assets

In order to maintain accurate asset records, asset transfers shall be recorded promptly. If

you are planning on transferring items building to building, classroom to classroom or

individual to individual, you will then need to get approval from Facilities/Purchasing

Department before the transfer may take place. If any of these items were purchased with a

grant, they would then need to be approved by the CO Administrator in charge of that grant.

The administrator transferring equipment will complete a fixed asset transfer form, number

PUR-008.

The process and information required includes:

This form must be received in the Facilities/Purchasing Department by the last dayof each month.

Complete description of the item, including brand, model, color, size, etc. “ColorMonitor or Student Desk” is not sufficient to properly identify property. Pictures ofeach item will need to be attached to the transfer form.

Building to building transferso Send form to receiving building administrator for approval. Receiving

building administrator will then forward to Facilities/Purchasing Department.

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Transfers with in same buildingo The current building administrator will forward form to Facilities/Purchasing

Department.

Once your transfer request has been received and approved, you will be notified ofa pick-up date for the transfer of the item.

Donations

In order to maintain accurate asset records, asset donations shall be approved and recorded

promptly. If you are planning to accept a donation in ANY form, prior approval must be

obtained before donation can be accepted, this includes any Donor Choose items. Anything

posted on Donor Choose must be approved prior to requesting for donation. You will need to

fill out Donation Approval Request Form, PUR-010, completely and forward to

Facilities/Purchasing Department for approval. Once donations are approved, a proper asset

tag will be assigned and affixed to assets.

Technology Donations:

Any technology donations need to be approved by the technology departmentbefore they are accepted.

The district standardizes certain equipment based on research, functionality, andsupport.

If getting Chromebooks or iPads, ISD prefers DELL Chromebooks and at minimum32GB iPads.

Anything accepted needs to be tagged and inventoried.

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Appendix A Independence School District

Standard Classroom Set-up for Kindergarten – 1st Grade

ITEM QUANTITY EXT PRICE TOTAL EXPENDITURE

1 Bookcase, metal 3-Shelves, Horizontal 48' x 60' 1 $ 327.00 $ -

or Bookcase, metal 3-Shelves, Vertical 60' x 48' 0 $ 436.00 $ 436.00

2 Student Desk, Mini w Cubbie 12 $ 182.00 $ 2,184.00

3 Student Tables 5 $ 267.00 $ 1,335.00

4 Student Stools, Hokki 6 $ 90.00 $ 540.00

5 Student Chairs, 14" 16 $ 30.00 $ 480.00

6 Teacher's Desk, Mobile 1 $ 940.00 $ 940.00

7 Teacher's Chair 1 $ 97.00 $ 97.00

8 Activity Table, Elip 1 $ 352.00 $ 352.00

9 Storage Cabinet 1 $ 960.00 $ 960.00

10 White Board 5 X 6 1 $ 390.00 $ 390.00

11 File Cabinet 1 $ 167.00 $ 167.00

12 Reading Rug, 8 x 12 1 $ 391.00 $ 391.00

Total Standard Classroom Set-up for K - 1st $ 8,272.00

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Appendix B Independence School District

Standard Classroom Set-up for 2nd - 5th Grade

ITEM QUANTITY EXT

PRICE TOTAL EXPENDITURE

1 Bookcase, metal 3-Shelves, Horizontal 48' x 60' 1 $ 327.00

$ -

or Bookcase, metal 3-Shelves, Vertical 60' x 48' 0 $ 436.00 $ 436.00

2 Student Desk w/Cubbie 22 $ 182.00 $ 4,004.00

3 Student Tables 2 $ 267.00 $ 534.00

4 Student Stools, Hokki 6 $ 90.00 $ 540.00

5 Student Chairs, 16" 18 $ 35.00 $ 630.00

6 Teacher's Desk, Mobile 1 $ 920.00 $ 920.00

7 Teacher's Chair 1 $ 97.00 $ 97.00

8 Activity Table, Elip 1 $ 352.00 $ 352.00

9 Storage Cabinet 1 $ 960.00 $ 960.00

10 White Board 5 X 6 1 $ 390.00 $ 390.00

11 File Cabinet 1 $ 167.00 $ 167.00

12 Reading Rug, 6 X 9 1 $ 391.00 $ 391.00

Total Standard Classroom Set-up for 2nd- 5th $ 9,421.00

20

Appendix C Independence School District

Standard Classroom Set-up 6th - 12th Grade

ITEM QUANTITY EXT

PRICE TOTAL EXPENDITURE

1 Bookcase, 3-Shelves, Horizontal 48' x 60' 1 $ 327.00 $ -

or Bookcase, 3-Shelves, Vertical 60' x 48' 0 $ 436.00 $ 436.00

2 Choose one:

(a) Student Desk, Diamond (32) 32 $ 134.00 $ 4,224.00

(b)16 Tables 16 $ - -

(c) 8 Tables and 16 Desks 8/16 $ - -

3 Student Chairs, 18" 32 $ 40.00 $ 1,280.00

4 Teacher's Desk 1 $ 740.00 $ 740.00

5 Teacher's Chair 1 $ 97.00 $ 97.00

6 Storage Cabinet 1 $ 960.00 $ 960.00

7 File Cabinet, 4 Drawer 1 $ 167.00 $ 167.00

Total Standard Classroom Set-up for 6th- 12th $ 7,904.00

Products / Supplies / Services

$0-$1,999

• Purchase Order

$2,000 -$4,999

• Purchase Order• Minimum of 2 email documents for quotes• Attached to the PO

$5,000-$9,999

• Purchase Order• 2-3 Official Quotes• Attached to PO

$10,000-$14,999

• Purchase Order• Minimum 2-3 Quotes• Superintendent Approval• Attached to PO

$15,000 & Above

• Use the “Choose Tool” to decide if you are going to Let out for Bid/RFB/RFP or use aCoOp

• Superintendent’s Approval

November 19th 2015 PUR-001

“Choose Tool”

If Bids/RFB/RFP1. You may get approval to let bid before the bid is written or you may

write the bid using template providing specks in all required fields (see attached)

2. Submit approval to let bid to Superintendents office one week before BOE Meeting

3. Advertise Bid in newspaper & ISD Website (Public Open Date) $5,000 and below (supplies and services) no ad needed $15,000 above (supplies and service) ad needed in paper for 2 weeks 3,000,000 and above ad needed in 2 newspapers for 2 weeks All questions or details added will be submitted

on the addendum online with anyacknowledgment paperwork.

4. Use all bids to make tabulation & select a bid5. Board Motion needs to have tabulation attached6. Submit Board Motion to Superintendent’s office 1 week before BOE meeting7. BOE will needs to approve8. Create Purchase order and attach bid9. Notify selected giving them Purchase Order

If CoOp / State Contract

1. Get proposal from CoOp including CoOp membership numberand contract number you are using for proposal.

2. File Motion with proposal attached making sure the CoOp member numberand contract number you are utilizing is on proposal.

3. Turn in board motion one week before BOE meeting4. BOE approval needed5. Issue purchase order with proposal attached6. Make sure the CoOp you are utilizing is following State and Board regulations



Standard Vendor Agreement

By signing this Agreement (“Agreement”), the below-named vendor of products or services to the District (“Vendor”) agrees to each term of the Standard Vendor Agreement of The School District of the City of Independence District No. 30 (“District”) from the date of the signature below until terminated under the terms of the Agreement.

Vendor (legal entity name): ___________________________________________________________

Vendor Type: _______________________________________________________________________

Vendor Name as Shown on Invoice (DBA): ________________________________________________

Vendor Taxpayer Identification Number (EIN/SSN): ________________________________________

Vendor Contact Name and Title: ________________________________________________________

Vendor Contact Information: Street ____________________________________________________

City/State/Zip Code _________________________________________

Phone ___________________________________________________

Mobile Phone _____________________________________________

Email or Fax _______________________________________________

I am authorized to contract for Vendor and Vendor understands and agrees to comply with the District’s Standard Vendor Agreement Terms until terminated.

Name Signature

Title Date

The School District of the City of Independence District No. 30 Standard Vendor Agreement Terms

Version November 2015. PUR-002

1. Scope. This agreement applies to transactions between The School District of the City of

Independence District No. 30 (“District”) and vendors of products or services (“Vendors”). This

Agreement is effective from the date accepted by Vendor until termination under its terms. Vendor

agrees to each term of the Agreement in exchange for the opportunity to offer is goods or services

for sale to the District. The District reserves the right to accept or reject any offer of sale. The District

may modify this Agreement upon notice to Vendors and such changes are binding upon notice.

2. Purchase orders. The District will incur no liability for additional costs over the amount identified in

a purchase order, including taxes, shipping, insurance, penalties, termination payments, attorney

fees, liquidated damages, or other fees and costs. Product Vendors will replace any item received in

damaged condition at no cost to the District, including all shipping costs for returning non-functional

items to the Vendor for replacement.

3. Sales Tax Exemption. Vendor will not bill taxes. Federal and state law exempts the District from

Federal excise taxes and state sales taxes.

4. District Policies. Vendor will comply with all applicable District policies, regulations, and procedures,

including Policies regarding background checks, confidentiality of student information, anti-

discrimination, and conflicts of interest.

5. Conflict of Interest. Vendor will notify District of any professional, business, or familial relationship

with any administrator or current member of the Board of Education of the District.

6. E-Verify (§ 285.530 RSMo). Vendors for transactions that exceed $5,000 agree to annually provide

District a sworn affidavit and other sufficient documentation to affirm its enrollment and

participation in a federal work authorization program with respect to the employees working in

connection with this Contract and to affirm that it does not knowingly employ any person who is an

unauthorized alien in connection with the contracted services.

7. Sovereign Immunity. The District preserves all immunities recognized at law. Nothing in this

Agreement or any transactions under this agreement is a waiver of Sovereign Immunity or

Governmental Immunity by whatever name as set forth in Mo. Rev. Stat. § 537.600 et seq. Any

insurance required by this Agreement or any transactions under this agreement waives no defense

or immunity available to the District or its employees by statute or at common law.

8. 10-Hour construction safety program for public works projects (§ 292.675 RSMo.). Vendors for

construction, reconstruction, demolition, painting and decorating, or major repair for public works

projects will provide its on-site employees a 10-hour Occupational Safety and Health Administration

(OSHA) Construction Safety Program as mandated by § 292.675 RSMo., including a course in

construction safety and health approved by OSHA or a similar program approved by the Missouri

Department of Labor and Industrial Relations.

9. Prevailing Wage. Vendors agree that in the instances their services consist of, wholly or in part,

construction, reconstruction, demolition, painting and decorating, or major repair for public works



projects: A wage of no less than the prevailing hourly rates of wages for work of a similar character in

the locality in which the work is performed shall be paid to all workmen employed by or on behalf of

any public body engaged in public works exclusive of maintenance work (§ 290.220 RSMo.); Not less

than the prevailing hourly rate of wages specified in wage determination as requested from the State

shall be paid to all workers performing work under this contract (§ 290.250 RSMo.); The vendor shall

forfeit as a penalty to the State, County, City, and County, City, Town, District or other political sub-

division on whose behalf the contract is made or awarded Ten ($10.00) Dollars for each worker

employed, for each calendar day, or portion thereof such worker is paid less than the said stipulated

rates for any work done under this contract by him or by any sub-contractor under him (§ 290.250

RSMo.). Vendor is required to comply with prevailing wage requirements and will indemnify and

defend the District for any violations of prevailing wage requirements.

10. Excessive Unemployment. When the Missouri Department of Labor and Industrial Relations

determines that a period of “Excessive Unemployment” remains in effect and will remain in effect if

the unemployment rate exceeds 5% in the state of Missouri, Vendors for construction,

reconstruction, demolition, painting and decorating, or major repair for public works projects agree

to employ only Missouri laborers and laborers from nonrestrictive states on the public works

projects. (§§ 290.550 through 290.580 RSMo).

11. Lead Paint Guidelines. Vendors for construction, reconstruction, demolition, painting and

decorating, or major repair for public works projects working in pre-1978 school buildings that are

child occupied and residential properties will obtain their Renovator Certification by an accredited

EPA Training Provider.

12. AHERA Notification. The District has completed the removal of friable asbestos in all District school

buildings. In addition, all facilities have now been inspected by a certified asbestos inspector as

required under the ASBESTOS HAZARD EMERGENCY RESPONSE ACT OF 1986 (AHERA). A copy of the

AHERA Plan has been filed with the State of Missouri and a copy is on file with each building

administrator. The AHERA Plan is available for inspection during regular school hours.

13. A-133 Compliance Supplement. Vendor warrants that it and its principals are not debarred,

suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered

transactions by any Federal Department or Agency. Vendor will notify the District immediately if

suspended or debarred.

14. Permits. Vendor will obtain all permits required by law for transactions under this Agreement.

15. Insurance. Vendor will maintain all insurance required by law.

16. Termination. Vendor may terminate Agreement by providing the District notice in writing as

required by this Agreement within 90 days of the termination date in the notice, after completion of

all transaction entered under this Agreement and upon reasonable notice to the District and

opportunity to cure any alleged breaches of this Agreement or transactions entered into under this

Agreement. District may terminate this Agreement upon written notice at any time for any reason.



17. Compliance with Non-Discrimination Law. Vendor will comply with the Fair Labor Standards Act,

Fair Employment Practices, Equal Opportunity Employment Act, Missouri Human Rights Act and all

other applicable Federal and State laws and District Policy.

18. Americans with Disabilities Act of 1990 (ADA). Vendor warrants that all goods or services provided

under this Agreement will meet or exceed all applicable Federal, State, and Local Statutes,

Ordinances and Codes including but not limited to the Americans with Disabilities Act of 1990.

19. Performance and Payment Bonds. For public works projects with a transaction cost of $25,000 or

more, Vendor will procure and maintain performance and payment bonds for the benefit of the

District as required by the laws of the State of Missouri in an amount not less than 100% of the

aggregate amount of Contract entered under this Agreement. The Bond shall serve as security for

the faithful performance of public works projects entered under this Agreement, including

maintenance provisions, and for the payments of all persons performing labor and furnishing

materials in connection with public works projects entered under this Agreement. Vendor will pay

premiums on the bonds. The bonds shall remain in full force and effect during public works projects

entered under this Agreement.

20. Confidentiality. Vendor will comply with all confidentiality laws, including the Family Educational

Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g, and will indemnify the District for any damages

suffered by it by reason of Vendor’s failure to do so.

21. Background checks. Vendor will ensure that all its employees, staff members, volunteers and adults

who may have contact with students complete fingerprinting and criminal background checks in

accordance with § 168.133 RSMo. and the requirements of the Missouri Department of Elementary

and Secondary Education, including a criminal background check through the Missouri State

Highway Patrol and a child abuse and neglect background check through the Missouri Children’s

Division. Vendor will provide District reports of background checks.

22. Indemnification. The District will not agree to indemnify any Vendor for its own negligence

(including product liability), for injuries or damages that do not arise from acts or omission of the

District, or for injuries or damages for which the District has sovereign immunity. Product vendors

shall be responsible for all personal injury (including death) or property damage as a result of the

Vendor’s negligence involving any product provided under transactions under this Agreement and, in

addition, agree to hold the District, including its Board and employees, harmless from every

expense, liability, or payment arising out of such negligent act or defective product.

23. Applicable Law. The laws of the State of Missouri govern this agreement. For any legal action arising

from this Agreement or any transaction entered under this agreement. Vendor expressly agrees to

the jurisdiction and venue of the Circuit Court of Jackson County, Missouri, at Independence, or the

United States District Court for the Western District of Missouri, as appropriate.



24. Provisions required by law. Every provision of law and clause required by law to be inserted in this

Agreement will be deemed to be inserted and the Agreement will be read and enforced as though it

were included herein.

25. Dispute. Vendor will provide District notice of and an opportunity to cure any dispute arising from

this Agreement or any transaction under this Agreement before filing a legal action arising from the

dispute. Vendor will pay District’s reasonable legal fees, expenses, and costs for any legal action arise

from such dispute.

26. Notice. All notices provided under this contract must be in writing and delivered in a form that

provides the date of delivery.

27. Independent Contractor. The relationship of the District and the Vendor is one of District and

independent contractor and not master and servant or joint-venturer. Except as specifically provided

herein, Vendor has no authority to act for or on behalf of the District.

REMAINDER INTENTIONALLY BLANK

The School District of the City of Independence District No. 30 Attachment 1, E-Verify Affidavit


ANNUAL FEDERAL WORK AUTHORIZATION PROGRAM AFFIDAVIT

I, , being of legal age and having been duly sworn upon

my oath, state the following facts are true:

1. I am over twenty-one years of age; and know of the matters set forth.

2. I am employed by (“Company”) and have authority to issue this affidavit on its

behalf.

3. Company is enrolled in and participating in the United States E-Verify federal work authorization

program regarding Company’s employees working in connection with the services Company is

providing to, or will provide to, the District, to the extent allowed by E-Verify.

4. Company does not knowingly employ any person who is an unauthorized alien in connection with

the services the Company is providing to, or will provide to, the District.

FURTHER AFFIANT SAYETH NOT.

By: (individual signature)

For (company name)

Title:

Subscribed and sworn to before me on this day of , 201 .

NOTARY PUBLIC

My commission expires:



Vendor (legal entity name): ___________________________________________________________

The above Vendor offers the following goods or services for procurement by The School District of the City of

Independence District No. 30. All procurement is subject the requirements of District Policy and Missouri Law.

Appliances

_____ a. Equipment

_____ b. Supplies

_____ c. Services

Art Supplies

_____ a. Equipment

_____ b. Supplies

Athletic

_____ a. Equipment

_____ b. Trainer Supplies

_____ c. Supplies

_____ d. Sports uniforms

Audio/Visual

_____ a. Equipment

_____ b. Repairs

_____ c. Sound systems

_____ d. Supplies

Automotive

_____ a. Parts

_____ b. Gas

_____ c. Oil/Lubricants

_____ d. Tires

_____ e. Purchases – New & Used

Batteries

_____ a. Office/Electronics

_____ b. Vehicle

Building

_____ a. Acoustical Tiles

_____ b. Glass & Glazing

_____ c. Locking Hardware & Keys

_____ d. Lumber

Calculators

_____ a. Equipment

_____ b. Service/Repairs

_____ c. Supplies

Carpenter Shop

_____ a. Supplies

_____ b. Parts

_____ c. Lumber

_____ d. Services

Computers

_____ a. Hardware

_____ b. Software

Consultant/ Professional Services

_____ a. Architect

_____ b. Employee Assistance

_____ c. Energy Services

_____ d. Engineering

Contractor

_____ a. Asphalt/Seal Coating

_____ b. Bleachers

_____ c. Carpeting

_____ d. Concrete

_____ e. Demolition/Excavating

_____ f. Electrical

_____ g. Elevators

_____ h. Environmental

_____ i. Fencing

_____ j. Fire Sprinklers

_____ k. Floor Covering

_____ l. General Construction

_____ m. Heating/Cooling

_____ o. Landscaping

_____ p. Masonry

_____ q. Painting

_____ s. Plumbing

_____ t. Roofing

_____ u. Sprinkler Systems

_____ v. Welding

Coolers/Boilers

_____ a. Compressors

_____ b. Cooler Pads

_____ c. Equipment

_____ d. Supplies

Copiers

_____ a. Equipment

_____ b. High Volume Copiers

_____ c. Supplies

_____ d. Service

Custodial

_____ a. Laundry Service

_____ b. Chemicals

_____ c. Supplies

Drafting

_____ a. Equipment

_____ b. Supplies

Draperies/Stage Curtains

_____ a. Blinds

_____ b. Drapes

_____ c. Curtains

_____ d. Stage Flooring/Repair

Electric

_____ a. Equipment

_____ b. Lamps

_____ c. Supplies

Elevators

_____ a. Equipment

_____ b. Supplies/Parts

_____ c. Services/Repairs

_____ d. Inspection

Extermination

_____ a. Pest Control Services

Fax Machines

_____ a. Equipment

_____ b. Service

Fencing

_____ a. Materials

Fertilizer/ Seeds

_____ a. Supplies

Fire

_____ a. Extinguishers

_____ b. Fire Maintenance

_____ c. Equipment

_____ d. Inspections



Flags

_____ a. Flags

_____ b. Accessories

_____ c. Banners

Flooring

_____ a. Carpet

_____ b. Tile

_____ c. Finishing

Fuel

_____ a. Unleaded Fuel

_____ b. Diesel Fuel

_____ c. Tank /Pump

Service/Supply

Furniture

_____ a. Auditorium

_____ b. Cafeteria

_____ c. Classroom

_____ d. Computer

_____ e. Library

_____ f. Lounge

_____ g. Office

Grease Trap Cleaning

_____ a. Services

Grounds

_____ a. Equipment

_____ b. Supplies

_____ c. Weed Control

_____ d. Landscaping

Hardware/Lumber

_____ a. Equipment

_____ b. Nuts & Bolts

_____ c. Tools

_____ d. Lumber

Heating/Cooling

_____ a. Equipment

_____ b. HVAC Filters

_____ c. Services/Repairs

_____ d. Supplies

Industrial Arts

_____ a. Equipment

_____ b. Supplies

Instructional

_____ a. Equipment

_____ b. Student Planners

_____ c. Supplies

Insurance

_____ a. Dental

_____ b. Health

_____ c. Life

_____ d. Property

Laundry/Dry Clean Service

_____ a. Band/Choir Uniforms

Lease/Purchase

_____ a. Equipment

_____ b. Vehicles

_____ c. Land

Library

_____ a. Book Binding

_____ b. Books

_____ c. Equipment

_____ d. Supplies

_____ e. Furniture

Lighting

_____ a. Supplies

Locker/Parts

_____ a. Hall

_____ b. P.E.

Machine Shop

_____ a. Equipment

_____ b. Supplies

Mailroom

_____ a. Equipment

_____ b. Supplies

Office

_____ a. Supplies

_____ b. Furniture

_____ c. Equipment

Paint

_____ a. Supplies

_____ b. Equipment

Paper Products

_____ a. Office/copy paper

_____ b. Colored Copy Paper

_____ c. Disposable (plates, cups,

napkins, etc.)

Plumbing

_____ a. Equipment

_____ b. Supplies

_____ c. Water Fountains

Printing

_____ a. Equipment

_____ b. Service

_____ c. Supplies

Roof

_____ a. Materials

_____ b. Supplies

Safety Equipment

_____ a. Fire Alarm System

_____ b. Fire Extinguishers

_____ c. Maintenance/Services

_____ d. Supplies

Security

_____ a. Equipment

_____ b. Fire Alarm Systems

_____ c. Intercoms

_____ d. Services/Repairs

_____ e. Supplies

Special Education

_____ a. Equipment

_____ b. Supplies

_____ c. Services

Sprinklers

_____ a. Equipment

_____ b. Parts

_____ c. Supplies

_____ d. Service/Repairs

Tractors

_____ a. Equipment

_____ b. Parts

_____ c. Supplies

_____ d. Maintenance/Repairs

_____ e. Tires

Trophies/Awards

_____ a. Trophies

_____ b. Awards

Two Way Radios

_____ a. Equipment

_____ b. Supplies

_____ c. Parts

_____ d. Service/Repairs



Water Treatment

_____ a. Water Treatment

_____ b. Services

Welding

_____ a. Equipment

_____ b. Supplies

_____ c. Service

Other

______________________________

______________________________

______________________________

______________________________

Acknowledgement of Understanding and Compliance – Background Checks

Pursuant to Paragraph 21 of the Standard Vendor Agreement (“Agreement”), Vendor acknowledges

that Vendor has run both of the following background checks on Vendor and all of Vendor’s

employees and agents who will have contact with students including working at school sites at any

point while children are present in the building:

a fingerprint-based criminal background check through the Missouri State Highway

Patrol (https://www.machs.mshp.dps.mo.gov/MACHSFP/wizard.html; if you do not

already have a registration number and are in the State of Missouri use registration

number 9999; if you are out of the state, call the Missouri State Highway Patrol at (573)

526-6312 to request a registration number) and

a child abuse and neglect background check through the Missouri Children’s Division

(http://health.mo.gov/safety/fcsr/pdf/inquiry.pdf)

Unless specifically approved by the Independence School District (“District”) in writing, Vendor will

not personally have nor permit any agent or employee of Vendor to have contact with students of the

District or to work at school sites at any point while children are present in the building if such

employee or agent has an unsatisfactory background check. A background check is unsatisfactory if

it shows any of the following:

conviction of any misdemeanor within the past 5 years, or

conviction of any felony at any point in time, or

any substantiated findings of abuse or neglect by the Children’s Division.

Vendor will produce results of background checks on Vendor and any or all employees and agents of

Vendor immediately upon request of the District.

Vendor acknowledges that District may immediately terminate the Agreement if Vendor is unable to

produce results of background checks or if the results show an unsatisfactory check, or alternatively

District may demand that any of Vendor’s employees or agents with an unsatisfactory background

check no longer perform services under the Agreement between the District and Vendor.

Vendor acknowledges that Vendor is responsible for ensuring background checks are completed. To

the extent allowed by law, Vendor shall indemnify and hold the District harmless from and against

any and all claims and costs of whatever nature, including but not limited to, consultants’ and

attorneys’ fees, damages for bodily injury and property damage, fines, and penalties that in any way

results from or arises from Vendor’s failure to run background checks or failure to prevent persons

with unsatisfactory background checks from having contact with students of the District.

_____________________________________ ____________________

Vendor Date

_____________________________________

Print Name

November 20th

2015 PUR-003

Agenda Item #:

Subject / Title: Approval To Accept Quote for Sound System In Kindergarten

And First Grade Classrooms At Ott Elementary School, Procter Elementary School, Blackburn Elementary School And Three Trails Elementary School.

X Action Required Information Only (check one)

Description of Issue:

Background and rationale for this program / item Through our Board approved membership in NJPA (National Joint Powers Alliance), which is a governmental agency that combines the purchasing power of more than 50,000 agencies and competitively bids items on behalf of those agencies, the Administration recommends accepting the quote under contract NJPA #021412 from Lightspeed Technologies, Inc. for sound system installation in the kindergarten and first grade classrooms at Ott Elementary School, Procter Elementary School, Blackburn Elementary School and Three Trails Elementary School for a total cost of $40,680.00.

Desired result Approval to accept the quote under contract NJPA #021412 from Lightspeed Technologies, Inc. for sound system installation in kindergarten and first grade classrooms listed above.

Personnel N/A

Resources N/A

Reviewed and Recommended: Superintendent Date

Motion For Board Action: The Board of Education accepts the quote under contract NJPA #021412 from Lightspeed Technologies, Inc. for sound system installation in the kindergarten and first grade classrooms at Ott Elementary School, Procter Elementary School, Blackburn Elementary School and Three Trails Elementary School for a cost of $40,680.00.

Motion: Second:


Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 (816)521-5330 Fax (816)521-5627

[SERVICE] Request for Proposal

Proposal Due: DATE 2:00 pm

1. Background

1.1. Notice

1.1.1. Independence School District (the “District”) seeks a contractor (“Contractor”) to perform [SERVICE]. If your firm is interested, please submit the information requested in this Request for Proposal (RFP) to the Independence School District office by [TIME] on [DATE]. All information necessary for the submittal is contained in this RFP.

1.2. RFP Schedule

1.2.1. Issue RFP:

1.2.2. Deadline to schedule inspection of property:

1.2.3. Deadline to submit written questions:

1.2.4. Deadline to submit proposals:

1.2.5. Vendor selection date:

2. Description of Services (or Project)

2.1. Type

2.2. Locations

2.3. Equipment

2.4. Inspection

2.4.1. Contractor must visit each site before submitting their proposal and be responsible for all measurements on the project.


2.5. Project Schedule

2.5.1. Vendor selection date:

2.5.2. Contract date:

2.5.3. Planned commencement of service

2.5.4. Planned substantial completion of service

2.5.5. Planned final completion of service

3. Scope of Services

3.1. Maintenance Coverage

3.2. Hours of service

3.3. Terms and conditions

3.4. Exclusions

3.5. Term

3.5.1. Initial term duration, start, and end dates

3.5.2. Renewals

3.5.3. Start date

3.5.4. Date of substantial completion

3.5.5. Date of final completion

4. Required Insurance

4.1. Liability

4.1.1. $100,000 per incident

4.1.2. $300,000 per year

4.2. Workers Compensation

4.2.1. Statutory limits

4.3. Bond

4.3.1. Payment: Amount of Agreement

4.3.2. Performance: Amount of Agreement

5. Disclosures and notifications

5.1. Conflicts of interest


5.1.1. Proposal must state whether proposer has any professional, business, or familial relationship with any current member of the Board of Education of the District or with any administrator of the District.

5.2. Cooperative Procurement

5.2.1. Indicate whether, if the District accepted you proposal, you would provide the same products and services under the same prices and terms to any public school district or any other non-profit organization having membership in the Mid-America Council of Public Purchasing (MACPP) or Mid-America Regional Counsel (MARC) and/or located within the greater Kansas City metropolitan trade area.

5.2.2. The prices, terms, and conditions of this RFP and any subsequent term agreement would control the terms of any subsequent agreement.

5.2.3. Organizations represented by MACPP or MARC have no obligation under the cooperative procurement agreement for to use the RFP, proposal, or agreement unless they are specifically named in the RFP as a joint respondent.

5.2.4. The ordering jurisdiction will issue purchase orders and be responsible for all receiving, inspection, payments and other agreement administration.

5.2.5. Each jurisdiction that is a party to the joint proposal may act as Administrative Contracting Officer with responsibility to issue purchase orders, inspect and receive goods, make payments, and handle disputes involving shipment to the jurisdiction.

6. Contract terms

6.1. E-Verify

6.1.1. Missouri law requires all companies doing business under contracts greater than $5,000 with government entities to attest that all their employees and subcontractor’s employees are “lawfully present in the United States.”

6.2. Prevailing Wage

6.2.1. Missouri law requires agreements to contain the following prevailing wage terms: “A wage of no less than the prevailing hourly rates of wages for work of a similar character in the locality in which the work is performed shall be paid to all workmen employed by or on behalf of any public body engaged in public works exclusive of maintenance work” (§ 290.220) and “Not less than the prevailing hourly rate of wages specified in wage determination as requested from the State shall be paid to all workers performing work under this contract” (§ 290.250). The contractor shall forfeit as a penalty to the State, County, City, and County, City, Town, District or other political sub-division on whose behalf the contract is made or awarded. Ten ($10.00) Dollars for each worker employed, for each calendar day, or portion thereof such worker is paid less than the said stipulated rates for any work done under this contract by him or by any sub-contractor under him. § 290.250. All payroll records of the contractor are to be submitted to the School District, with the approved Prevailing Wage Statement, prior to final acceptance of the project.


6.3. Liquidated Damages

6.3.1. The District may assess liquidated damages for work not completed as agreed upon for up to $___ per day.

6.4. Applicable law

6.4.1. Missouri law will govern contracts entered into pursuant to this RFP.

6.5. Termination

6.5.1. The District may terminate contracts entered into pursuant to this RFP without cause upon 30 days’ notice.

6.6. Compliance with laws and policies

6.6.1. Proposer must comply with all federal and state anti-discrimination laws.

6.6.2. All work shall be done in strict accordance with the provisions of the current edition of the building codes adopted by the City of Independence, Missouri and all city ordinances in effect during performance of this contract.

6.6.3. Contractor must be licensed to do business in the City of Independence.

6.6.4. All work shall meet or exceed the American with Disabilities Guidelines.

6.6.5. A-133 Compliance Supplement: The contractor must certify that they and theirprincipals are not debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal Department or Agency.

6.6.6. Excessive Unemployment: The Missouri Department of Labor and Industrial Relations has determined that a period of “Excessive Unemployment” remains in effect and will remain in effect if the unemployment rate exceeds 5% in the state of Missouri. Only Missouri laborers and laborers from nonrestrictive states are allowed by law to be employed on Missouri’s public works projects. (See Sections 290.550 through 290.580 RSMo).

6.6.7. AHERA Notification: the District has completed the removal of friable asbestos in all District school buildings. In addition, all facilities have now been inspected by a certified asbestos inspector as required under the ASBESTOS HAZARD EMERGENCY RESPONSE ACT OF 1986 (AHERA). A copy of the AHERA Plan has been filed with the State of Missouri and a copy is on file with each building administrator. The AHERA Plan is available for inspection during regular school hours.

6.6.8. OSHA Training: As a condition of the Contract entered pursuant to this RFP, a Contractor must provide a 10-hour Occupational Safety and Health Administration (OSHA) Construction Safety Program (“Program”) for Contractor’s on-site employees as mandated by RSMo 292.675. Said Program must include a course in construction safety and health approved by OSHA or a similar program approved by the Missouri Department of Labor and Industrial Relations. This requirement includes the following:


All of Contractors’ on-site employees must complete the Program within 60 days of beginning work on the Project; Any employee found on the work site subject to this requirement without documentation of the successful completion of the Program will be given 20 days to produce such documentation before being subject to removal from the Project; Contractor’s failure to comply with these requirements will subject it to penalties. Contractor shall forfeit as a penalty to the Owner $2,500.00 plus $100.00 for each employee employed by Contractor or Contractor’s Subcontractor, for each calendar day, or portion thereof, such employee is employed to work under this Contract without the required training. Said penalty shall not accrue until the period in subsections 1 and 2 have elapsed. Contractor will be subject to said penalties notwithstanding any other provision to the contrary in this Construction Contract. Contractor shall require its contracts with all Subcontractors to contain these provisions. Contractor shall be responsible for penalties to Owner due to any Subcontractor’s employees’ failure to produce documentary evidence of training in the required Program. Contractor may withhold all sums necessary to cover any penalty from Subcontractor by suing in the circuit court of the county in which the project is located. Contractor shall have no right of recovery against Owner

6.6.9. Lead Paint Guidelines: After April 22, 2010, contractors and their individual crew members working in pre-1978 school buildings that are child occupied and residential properties will be required to obtain their Renovator Certification by an accredited EPA Training Provider.

6.7. Background Checks

6.7.1. Contracts entered pursuant to this RFP must require that all employees who will interact with students will be fingerprinted and background checked under the background checks required by the District’s Board Policies. Results of background checks of employees working directly with students must be provided to District. District reserves the right to refuse to allow any employee access to students if the employee completes no background check acceptable to the District.

6.8. Indemnity

6.8.1. The District will not agree to indemnify any contractor for its own negligence, for injuries or damages that do not arise from acts or omission of the District, or for injuries or damages for which the District has sovereign immunity.

6.9. Change orders

6.9.1. Change orders that exceed the greater of $15,000 or 5% of the total originally contracted amount are subject to Board approval prior to performance of the work and are subject to re-bid. (See Board Policy 7210.)

6.10. Proposed contract

6.10.1. Proposals must include a copy of proposed contracts or service agreements if available or disclose terms required by the proposer of this RFP.

7. Interpretation, Questions, Withdrawal


7.1. Interpretation

7.1.1. The District will make no oral interpretations for proposers of meaning of the terms in this RFP.

7.1.2. Requests for interpretations to the meaning of this RFP must also be made in writing to Independence School District not later than [DATE] and failure by the successful proposer to do so shall not relieve the proposer of the obligations to execute such services under a later interpretation by the school district.

7.1.3. All interpretations made to the proposers will be issued in addenda to the RFP and will be sent to all proposers.

7.2. Questions

7.2.1. Submit written questions to the following person:

Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 816-521-5330

7.3. Withdrawal

7.3.1. Any Contractor may withdraw his proposal prior to the scheduled closing time for receipt of proposals.

7.3.2. No proposal shall be withdrawn for thirty (30) days after the scheduled closing time for receipt of proposals.

8. Quote

8.1. Amount

8.2. Rate

9. Proposal submission and opening

9.1. Submission

9.1.1. Submit proposals in a sealed envelope marked “[SERVICE] PROPOSAL” and deliver to the following address and person:


9.2. Opening


9.2.1. The proposals will be opened and publicly read at the following location on the following date and time:

Date:

Time:

Location: Facilities Office 201 N. Forest Avenue Independence, MO 64050.

10. Reservation of Rights

10.1. INDEPENDENCE SCHOOL DISTRICT RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALLPROPOSALS AND WAIVE ANY INFORMALITY IN THE PROPOSAL OR REQUEST FOR PROPOSAL.

11. Proposal Evaluation

11.1. Award

11.1.1. The contract will be awarded to the firm submitting the best responsible proposal complying with this RFP if the proposal is reasonable and in the best interest of the District to accept. The firm selected will be notified at the earliest practical date. The decision regarding acceptability of any firm’s qualifications/proposal shall remain entirely with the District, at the District’s sole discretion. The criteria for making this judgment will include but not limited to price, demonstrated capability and general responsiveness to the RFP.

11.1.2. The District notifies all proposers that minority business enterprises will be afforded full opportunity to submit proposals in response to this Request and will not be discriminated against on the grounds of race, color, or national origin in consideration of an award. Proposer agrees that should any person who performs work because of race, religion, color, sex, national origin, or ancestry.

11.1.3. The District reserves the right to reject any or all proposals, to waive any informalities or technical defects in proposals, and unless otherwise specified by the District, to accept any item or groups of items in the proposal, as in the best interest of the District.

11.2. Acceptance Period

11.2.1. All proposal offers must be firm for __ days.

12. Vendor List


FEDERAL WORK AUTHORIZATION PROGRAM AFFIDAVIT

I, , being of legal age and having been duly sworn upon

my oath, state the following facts are true:

1. I am over twenty-one years of age; and know of the matters set forth.

2. I am employed by (“Company”) and have authority to issue this affidavit on its

behalf.

3. Company is enrolled in and participating in the United States E-Verify federal work authorization

program regarding Company’s employees working in connection with the services Company is

providing to, or will provide to, the District, to the extent allowed by E-Verify.

4. Company does not knowingly employ any person who is an unauthorized alien in connection with

the services the Company is providing to, or will provide to, the District.

FURTHER AFFIANT SAYETH NOT.

By: (individual signature)

For (company name)

Title:

Subscribed and sworn to before me on this day of , 201 .

NOTARY PUBLIC My commission expires:


Robert Burkey Director of Facilities 201 N. Forest Avenue Independence, MO 64050 (816)521-5330 Fax (816)521-5627

[EQUIPMENT] Request for Proposal

Proposal Due: DATE 2:00 pm

1. Background

1.1. Notice

1.1.1. Independence School District (the “District”) seeks to purchase a UV filtration system through competitive bidding. If your firm is interested, please submit the information requested in this Request for Proposal (RFP) to the Independence School District office by [TIME] on [DATE]. All information necessary for the submittal is contained in this RFP.

1.2. RFP Schedule

1.2.1. Issue RFP: __

1.2.2. Deadline to schedule inspection of property: __

1.2.3. Deadline to submit written questions: __

1.2.4. Deadline to submit proposals: __

1.2.5. Vendor selection date: __

2. Requested equipment

2.1. Description of equipment requested: __

2.2. Delivery: FOB (Free On Board) at the following address and time:

___

2.3. Schedule


2.3.1. Vendor selection date: __

2.3.2. Contract date: __

2.3.3. Planned delivery date: __

3. Disclosures and notifications

3.1. Conflicts of interest

3.1.1. Proposal must state whether proposer has any professional, business, or familial relationship with any current member of the Board of Education of the District or with any administrator of the District.

3.2. Cooperative Procurement

3.2.1. Indicate whether, if the District accepted your proposal, you would provide the same products and services under the same prices and terms to any public school district or any other non-profit organization having membership in the Mid-America Council of Public Purchasing (MACPP) or Mid-America Regional Counsel (MARC) and/or located within the greater Kansas City metropolitan trade area.

3.2.2. The prices, terms, and conditions of this RFP and any subsequent term agreement would control the terms of any subsequent agreement.

3.2.3. Organizations represented by MACPP or MARC have no obligation under the cooperative procurement agreement for to use the RFP, proposal, or agreement unless they are specifically named in the RFP as a joint respondent.

3.2.4. The ordering jurisdiction will issue purchase orders and be responsible for all receiving, inspection, payments and other agreement administration.

3.2.5. Each jurisdiction that is a party to the joint proposal may act as Administrative Contracting Officer with responsibility to issue purchase orders, inspect and receive goods, make payments, and handle disputes involving shipment to the jurisdiction.

4. Contract terms

4.1. Applicable law

4.1.1. Missouri law will govern contracts entered into pursuant to this RFP.

4.2. Proposed sale contract

4.2.1. Proposals must include a copy of proposed contracts or sales agreements if available or disclose terms required by the proposer of this RFP.

4.2.2. The District must issue a properly authorized purchase order to complete the purchase.


4.2.3. The District will not be liable for additional costs over the quoted price, including taxes, shipping, insurance, penalties, termination payments, attorney fees, liquidated damages, or other fees and costs.

4.2.4. Indemnity for product liability: The seller shall be responsible for all personal injury (including death) or property damage as a result of the seller’s negligence involving any equipment provided under the terms and conditions, requirements and specifications of the sales agreement. In addition, the contractor assumes the obligation to hold the District, including its Board and employees, harmless from every expense, liability, or payment arising out of such negligent act or defective product.

4.2.5. The seller shall replace any item received in damaged condition at no cost to the District. This includes all shipping costs for returning non-functional items to the contractor for replacement.

4.2.6. Payment terms (e.g. electronic payment, invoicing, etc.):

5. Interpretation, Questions, Withdrawal

5.1. Interpretation

5.1.1. The District will make no oral interpretations for proposers of meaning of the terms in this RFP.

5.1.2. Requests for interpretations to the meaning of this RFP must also be made in writing to Independence School District no later than [DATE] and failure by the successful proposer to do so shall not relieve the proposer of the obligations to execute such services under a later interpretation by the school district.

5.1.3. All interpretations made to the proposers will be issued in addenda to the RFP and will be posted on website and be the responsibility of the proposer to acknowledge.

5.2. Questions

5.2.1. Submit written questions to the following person:


5.3. Withdrawal

5.3.1. Any Contractor may withdraw his proposal prior to the scheduled closing time for receipt of proposals.

5.3.2. No proposal shall be withdrawn for thirty (30) days after the scheduled closing time for receipt of proposals.

6. Required Proposal Information


6.1. Description of product

6.2. Pricing

7. Proposal submission and opening

7.1. Submission

7.1.1. Submit proposals in a sealed envelope marked “[EQUIPMENT] PROPOSAL” and deliver to the following address and person:


7.2. Opening

7.2.1. The proposals will be opened and publicly read at the following location on the following date and time:

Date: __

Time: __

Location: Facilities Office 201 N. Forest Avenue Independence, MO 64050.

8. Reservation of Rights

8.1. INDEPENDENCE SCHOOL DISTRICT RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALLPROPOSALS AND WAIVE ANY INFORMALITY IN THE PROPOSAL OR REQUEST FOR PROPOSAL.

9. Proposal Evaluation

9.1. Award

9.1.1. The contract will be awarded to the firm submitting the best responsible proposal complying with this RFP if the proposal is reasonable and in the best interest of the District to accept. The firm selected will be notified at the earliest practical date. The decision regarding acceptability of any firm’s qualifications/proposal shall remain entirely with the District, at the District’s sole discretion. The criteria for making this judgment will include but not limited to price, demonstrated capability and general responsiveness to the RFP.

9.1.2. The District notifies all proposers that minority business enterprises will be afforded full opportunity to submit proposals in response to this Request and will not be discriminated against on the grounds of race, color, or national origin in consideration


of an award. Proposer agrees that, should proposer be awarded this contract, proposer will not discriminate against any person who performs work under it because of race, religion, color, sex, national origin or ancestry.

9.1.3. The District reserves the right to reject any or all proposals, to waive any informalities or technical defects in proposals, and unless otherwise specified by the District, to accept any item or groups of items in the proposal, as in the best interest of the District.

9.1.4. Pursuant to § 171.181 RSMo., the District will give preference to all commodities, manufactured, mined, produced or grown within Missouri and to all firms, corporations or individuals doing business as Missouri firms, corporations, or individuals, when quality and price are approximately the same.

9.2. Acceptance Period

9.2.1. All offers must be firm for __ days.

10. Vendor List


Date:Project:Owner:Contractor:

IDEPENDENCE SCHOOL DISTRICT

QUOTE TABULATION

201 N Forest Ave, Independence, MO 64050

11/30/2015 PUR-007

Agenda Item #:

Subject / Title: Approval To Let Bids For A 2016 Step up Van For Nutrition

Services

X Action Required Information Only (check one)

Description of Issue:

Background and rationale for this program / item Nutrition Services is requesting approval to let bids for a 2016 Step up Van to provide service to all district locations.

Desired result Approval to let bids for a 2016 Step up Van.

Personnel N/A

Resources N/A

Reviewed and Recommended: Superintendent Date

Motion For Board Action: The Board of Education approves letting of bids for a 2016 Step up Van for Nutrition Services.

.

Motion: Second:

Board Action: Approved Not Approved Postponed (check one)

Date: INDEPENDENCE SCHOOL DISTRICTBuilding/Department: FIXED ASSET TRANSFER REQUEST SHEET

Asset Description Quantity Asset # Serial # Transfer Type From Location To Location Reason Purchased with Grant?

BUILDING TO BUILDING TRANSFER: 1. PLEASE FILL OUT THIS FORM COMPLETELY BEFORE SUBMITTING. 2. ONCE THIS FORM IS COMPLETED, YOU WILL NEED TO SEND THIS FORM TO THE RECEIVING BUILDING TO OBTAIN THE BUILDING ADMINISTRATOR SIGNATURE. 3. RECEIVING BUILDING ADMINISTRATORS SIGNATURE_____________________________________________ Date_________________ 4. SEND THIS FORM TO FACILITIES/PURCHASING DEPARTMENT FOR FINAL APPROVAL. BOTH BUILDINGS WILL BE NOTIFITED OF A PICK-UP/TRANSFER DATE.

TRANSFER WITH IN BUILDING: 1. PLEASE FILL OUT THIS FORM COMPLETELY BEFORE SUBMITTING. 2. BUILDING ADMINSTRATOR WILL NEED TO SIGN AND SUBMIT THIS FORM TO FACILITIES/PURCHASING DEPARTMENT TO DOCUMENT THE TRANSFER. 3. BUILDING ADMINISTRATOR SIGNATURE____________________________________________ Date__________________

10/4/2016 PUR-008

INDEPENDENCE SCHOOL DISTRICTDate: FIXED ASSET SHEET FOR DISPOSAL /SCRAP/DONATE

Building/Department:Asset Description Quantity Asset # Serial # Donate Item Condition of Items(s) Grant Item Disposal/Scrap/Donate

Y/N

IF YOU ARE DONATING ITEMS: NAME OF ORGANIZATION__________________________________ PHONE________________________________ 1. PLEASE FILL OUT THIS FORM COMPLETELY BEFORE SUBMITTING.

2. BUILDING/DEPARTMENT ADMINISTRATOR SIGNATURE______________________________________________________Date________________ 3. SEND THIS FORM TO FACILITIES/PURCHASING DEPARTMENT FOR BOARD APPROVAL to ([email protected])

DO NOT DISPOSE OF ANY ITEMS UNTIL YOUR BUILDING HAS BEEN NOTIFIED BY FACILITIES/PURCHASING DEPARTMENT WITH FUTHER INSTRUCTIONS.PLEASE LIST ALL TECHNOLOGY ITEMS ON SEPARATE DISPOSAL FORM(PUR-009).

10/4/2016 PUR-009

Donation Approval Request Form

Company/Donor Name:______________________________________________________________

Mailing Address:___________________________________City____________________ST_______

Phone: (__)___________________Email______________________________________________

Description of item(s) being donated:________________________________________________

_________________________________________________________________________________

Donor Restrictions:_________________________________________________________________

Approximate amount for repairs on item(s) ________________________________(if applicable)

Will item(s) require pick up? Yes / No Location:________________ (if different than above)

Approximate Retail Value: $___________________

Serial Number:_____________________ Make______________ Model______________

PLEASE PROVIDE PICTURES OF ITEMS BEING DONATED

Building/Department Signature______________________________

Date_________________

Once this form has been filled out and pictures have been attached, please send to the Facilities/Purchasing Department for approval of donation.

DO NOT accept the donation until the donation has been approved.

Date Received:_________________ Approval Signature________________________

PUR-010

Sole Source Justification Form

Instructions: Complete this form for all sole source purchases for amounts $2,000 and over. Route form to

the Facilities/Purchasing Department for approval. You can send by school mail or email this form

Facilities/Purchasing Department at ([email protected]). All sole source requests are subject to

approval by the Facilities/Purchasing Department.

Request for Purchase Number: ___________________________________________________________

Commodity/Service being purchased: _________________________________________________________

Proposed Supplier: _________________________________________________________________________

Requested by: ____________________Site/Department: _______________________Date:_____________

Sole Source Justification prepared by ________________________________________________________

I. A Sole Source Purchase must meet one of the following criteria:

One-of-a-kind - The commodity or service has no competitive product AND IS AVAILABLE FROM ONLY ONE SUPPLIER.

Compatibility - The commodity or service must match existing brand of equipment for compatibility AND IS AVAILABLE FROM ONLY ONE VENDOR.

Replacement part - The commodity is a replacement part for a specific brand of existing equipment AND IS AVAILABLE FROM ONLY ONE SUPPLIER.

Research continuity - The commodity or service is needed to maintain research continuity AND IS AVAILABLE FROM ONLY ONE SUPPLIER.

District standards - The commodity or service must comply with established District standards AND IS AVAILABLE FROM ONLY ONE SUPPLIER.

Unique design - The commodity or service must meet physical design or quality requirements AND IS AVAILABLE FROM ONLY ONE SUPPLIER.

Emergency - URGENT NEED for the item or service does not permit soliciting competitive bids, as in cases of emergencies, disaster, etc.

II. Provide details of this request including explanation of why only one source is reasonably available (attach separate sheet if necessary).

III. As Department Head/Principal, I hereby certify that the above justification is accurate and complete to the best of my knowledge and belief.

Approval:

_________________________________________________ _______________

Signature of Department Head or Principal Date

_________________________________________________ _______________

Purchasing Approval Date

PUR-011

mailto:[email protected]

Equipment & Furniture Request Form

Equipment is defined as an item that will not change its original shape, appearance or character with use and it can be expected to last more than one year with

reasonable care and maintenance. In order to charge current year’s budget and receive by June 30th, all requests must be in by March 31st.

Furniture includes, but is not limited to, desks, chairs, file cabinets, bookcases, etc.

Equipment/Furniture Item Requested (Approved Furniture listed in Appendix A,B,C)

Brand, Color, & Item # if known (If different from approved list)

Quantity Requested

Dollar Amount per Item

Total Amount of Request

Reason for Furniture Purchase

Budget Code

Is this an end of the year budget purchase? ___YES ____NO

Requestor Name: Date:

Principal/Director/Administrator Signature: Date:

Director of Purchasing & Distribution Signature:

Date:

Purchasing & Distribution Use Only Approved to be Ordered by

Facilities/Purchasing Dept. Approved to be Ordered by

Building/Department

Denied Date Ordered:

PUR-012

asset, purchasing, and inventory...

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