1. Finance Summer Training
July 1, 2018

2. Agenda Expenditure Coding Changes Calendars Purchasing Resources
Arbiter Pay (Schools Only)
Purchasing Procedure Change

3. Expenditure Coding Change
Coding to School Code
Enhancement Teacher and School Admin Coding
Coding to Central Office
Split Coding
X XXXX XXX XXX XXX XXX XX
Fund. Purpose. Program. Object. School/CO. Location/User 1. User 2

5. Purchasing Finance Website-New Purchasing Section Purchasing Resources
Requirement Summaries by Procurement Method
Purchasing Flow Chart

6. Once you have been registered Confirmation from entitled: "Registration Form - Arbiter Pay“ will be sent

7. Link for Presentation
Presentation starts at 9:45 and will last about 30 min
Dave Martin presenter

9. Specific Procurement Procedures
New Goods Thresholds (All Funds)
Micro Purchase < $10,000
Small Purchase $10,000 - $90,000
Large Purchase > $90,000

10. Threshold Purchasing Requirements
Goods Micro Purchase (<$10,000)
2 Quotes (Best Practice)
Vendor Selection
Why
Contract

11. Threshold Purchasing Requirements
Goods Small Purchase ($10, $90,000)
2 Quotes
Minority Solicitation
Vendor Selection
Why
Contract
Vendor Provision Cert
Board Approval >$50,000

12. Specific Procurement Procedures
Types of Service Contracts
Service Contracts (excluding items below)
Construction & Repair Contracts
Architect & Engineering Contracts

13. Specific Procurement Procedures
New Service Contract Thresholds (Federal Funds)
Micro Purchase < $10,000
Small Purchase $10,000 - $250,000
Large Purchase > $250,000

14. Threshold Purchasing Requirements
Federal Service Micro Purchase
(< $10,000)
2 Quotes (Best Practice)
Vendor Selection
Why
Contract

15. Threshold Purchasing Requirements
Federal Services Small Purchase ($10,000 -$250,000)
2 Quotes
Minority Solicitation
Vendor Selection
Why
Contract
Vendor Provision Cert
Board Approval >$50,000

16. Specific Procurement Procedures
Service Contract Thresholds (Other Funds)
Micro Purchase < $0
Optional – Request for Proposals

17. Threshold Purchasing Requirements
Non-federal Services use Micro Purchase
2 Quotes (Best Practice)
Vendor Selection
Why
Contract

18. Please purchase10 LED battery powered stick on tap touch lamps and 24 AAA batteries. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required?
Work in your group.

19. Please purchase 50 HP Smartbuy Notebooks Chrome 16GB with Google Chrome OS Management console and 2 Charging Carts. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required?
Work in your group.

20. Please contract with vendor ABC to speak at our first staff meeting in August. This is a national motivational speaker and will really inspire our staff. Using Federal funds: What are the purchasing requirements? What documentation is required? Using State funds: What are the purchasing requirements? What documentation is required?
Work in your group.

21. Specific Procurement Procedures
Construction & Repair Contract Thresholds (Federal Funds)
Micro Purchase < $10,000
Small Purchase $10,000 - $250,000
Medium Purchase $250,001 - $500,000
Large Purchase > $500,000

22. Specific Procurement Procedures
Construction & Repair Contract Thresholds (Other Funds)
Micro Purchase < $30,000
Small Purchase $30,000 - $500,000
Large Purchase > $500,000

23. Specific Procurement Procedures
Architect & Engineering Thresholds (All Funds)
Micro Purchase < $50,000
Large Purchase > $50,000

24. Purchasing Necessity Avoid unnecessary or duplicative items Surplus
Consolidate or order separately if more economical

25. Purchasing Price Analysis
Required for purchases (goods/services) > $90,000
Price reasonableness and/or estimates

26. Purchasing Full and Open Competition Bidding
Geographic preferences prohibited
“Brand-name” specs without equal alternative prohibited
Vendor who helps develop specs cannot bid

27. Purchasing Iran Divestment Act (IDA) Change
Vendor Certification No Longer Required
Still Prohibited from Contracting with Vendors on IDA list

28. Purchasing Contractor Oversight
Budget Manager shall maintain oversight

29. Purchasing
Records
Budget Manager is responsible for maintaining all records detailing the history of all procurements

30. Specific Procurement Procedures
Exceptions
Sole Source
Emergency
Inadequate Competition
Awarding Agency Approval