1. Finance Summer Training
July 1, 2018

2. Agenda Expenditure Coding Changes Calendars Purchasing Resources
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. Specific Procurement Procedures
New Goods Thresholds (All Funds)
Micro Purchase < $10,000
Small Purchase $10,000 - $90,000
Large Purchase > $90,000

7. Threshold Purchasing Requirements
Goods Micro Purchase
2 Quotes (Best Practice)
Vendor Selection
Why
Contract

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

9. Threshold Purchasing Requirements
Price Analysis
Formal Bid (3 Bidders)
Minority Solicitation
Vendor Selection
Why
Contract & Vendor Provision Cert
Board Approval > $50,000
Goods Large Purchase

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

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

12. Threshold Purchasing Requirements
Federal Service Micro Purchase
2 Quotes (Best Practice)
Vendor Selection
Why
Contract

13. Threshold Purchasing Requirements
Federal Services Small Purchase
2 Quotes
Minority Solicitation
Vendor Selection
Why
Contract
Vendor Provision Cert
Board Approval >$50,000

14. Threshold Purchasing Requirements
Price Analysis
Formal Bid (3 Bidders)
Minority Solicitation
Vendor Selection
Why
Contract & Vendor Provision Cert
Board Approval > $50,000
Federal Service Large Purchase

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

16. Threshold Purchasing Requirements
Non-federal Services use Micro Purchase
2 Quotes (Best Practice)
Vendor Selection
Why
Contract
Board Approval > $50,000

18. 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

19. Threshold Purchasing Requirements
Federal Construction & Repair Micro Purchase
2 Quotes (Best Practice)
Vendor Selection
Why
Contract

20. Threshold Purchasing Requirements
Federal Construction & Repair Small Purchase
2 Quotes
Minority Solicitation
Vendor Selection
Why
Contract
Vendor Provision Cert
Board Approval >$50,000

21. Threshold Purchasing Requirements
Price Analysis
Formal Bid (2 Bidders)
Minority Solicitation
Publicly Advertise
Vendor Selection
Contract &Vendor Provision Cert
Board Approval > $50,000
Federal Construction & Repair Medium Purchase

22. Threshold Purchasing Requirements
Price Analysis
Formal Bid (3 Bidders)
Minority Solicitation
Formally Advertise
Vendor Selection
Contract &Vendor Provision Cert
Board Approval > $50,000
Federal Construction & Repair Large Purchase

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

24. Threshold Purchasing Requirements
Non-federal Construction & Repair Micro Purchase
2 Quotes (Best Practice)
Vendor Selection
Why
Contract

25. Threshold Purchasing Requirements
Non-federal Construction & Repair Small Purchase
2 Quotes
Minority Solicitation
Vendor Selection
Why
Contract
Vendor Provision Cert
Board Approval >$50,000

26. Threshold Purchasing Requirements
Price Analysis
Formal Bid (3 Bidders)
Minority Solicitation
Formally Advertise
Vendor Selection
Contract &Vendor Provision Cert
Board Approval > $50,000
Non-federal Construction & Repair Large Purchase

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

28. 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.

29. 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.

30. 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.

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

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

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

34. Purchasing Bid Solicitations Clear Specifications
Minority Solicitation
Advertise

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

36. Purchasing Contract Award Lowest Responsive Responsible Bidder (LRRB)
Authorization to Enter into Contract
Price

37. Purchasing Contractor Oversight
Budget Manager shall maintain oversight

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

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