Purchasing and Receiving

Purpose

This policy outlines how ANCS manages vendor contracts, requests for quotes, and purchasing of supplies and equipment.

Duration

This policy is permanent.

Policy

Section 1. Vendor Contracts and Purchasing Limits

  1. All completed purchase orders must be signed by the preparer and approved by a Campus Principal or the Executive Director.
  2. All vendor contracts of up to $25,000 executed or renewed during the fiscal year between ANCS and outside parties must be reviewed and approved by both the Director of Finance and Operations and the Executive Director, and the Executive Director is authorized to enter into any such contract on behalf of ANCS. All contracts or commitments in excess of $25,000 and up to $50,000 annually or cumulative contracts or commitments up to $50,000 must be approved by the Finance and Operations Committee. All contracts or commitments in excess of $50,000 must be approved by the ANCS Governing Board.

Section 2. Required Solicitation of Quotations from Vendors

  1. Except for purchases qualified under Special Purchasing Conditions, expenditures exceeding $25,000 for labor, equipment, supplies, or services purchased, leased, or contracted for shall be made only after receiving written quotations from at least three (3) vendors.
  2. Specific selections shall be recommended, via the Campus Principal or Executive Director, to the Director of Finance and Operations for approval with written quotations attached for review.
  3. Recommendations shall be based on consideration of all applicable criteria as described under "Evaluation of Alternative Vendors" below.
  4. Solicitations for goods and services (requests for proposals) should provide for all of the following:
    1. A clear and accurate description of the technical requirements for the material, product or service to be procured. In competitive procurements, such a description shall not contain features that unduly restrict competition.
  5. Requirements that the bidder/offerer must fulfill and all other factors to be used in evaluating bids or proposals (see the next section, entitled "Evaluation of Alternative Vendors," for required criteria).
  6. A description, whenever practicable, of technical requirements in terms of functions to be performed or performance required, including the range of acceptable characteristics or minimum acceptable standards.
  7. The specific features of "brand name or equal" descriptions that bidders are required to meet when such items are included in the solicitations.
  8. Preference, to the extent practicable and economically feasible, for products and services that conserve natural resources, protect the environment, and are energy efficient.
  9. A description of the proper format, if any, in which proposals must be submitted.

Section 3. Evaluation of Alternative Vendors

  1. It is the policy of ANCS to request written proposals from at least three (3) vendors for all purchases that will exceed $25,000. Alternative vendors shall be evaluated in consideration of the following criteria:
    1. Adequacy of the proposed methodology of the vendor
    2. Skill and experience of key personnel
    3. Demonstrated company experience
    4. Other technical specifications (designated by department requesting proposals)
    5. Compliance with administrative requirements of the request for proposal (format, due date, etc.)
    6. Vendor's financial stability
    7. Vendor's demonstrated commitment to the non-profit sector
    8. Results of communications with references supplied by vendor
    9. Ability/commitment to meeting time deadlines
    10. Cost
    11. Minority- or women-owned and/or operated business status of vendor
    12. Other criteria (to be specified by department requesting proposal)
  2. Not all of the preceding criteria may apply in each purchasing scenario. However, in each situation requiring consideration of alternative vendors, the department responsible for the purchase shall establish the relative importance of each criterion prior to requesting proposals and shall evaluate each proposal on the basis of the criteria and weighting that have been determined.
  3. After a vendor has been selected and approved by the Executive Director or designee, the final selection shall be approved by the Executive Director prior to entering into a contract.

Section 4. Special Purchasing Conditions

  1. Emergencies. Where equipment, materials, parts, and/or services are needed, quotations will not be necessary if the health, welfare, safety, etc., of staff and protection of ANCS property is involved. See Building Maintenance and Repairs.
  2. Single Distributor/Source. Where there is only one (1) distributor for limited merchandise needed and no other product meets the stated needs or specifications, bids will not be necessary.

Section 5. Vendor Payment Requests

  1. All vendor payment requests are to be made using a Purchase/Disbursement Request form. The Purchase/Disbursement Request form can be found in the Business Office or the Campus Principal's Office.

Section 6. Classroom/Office Supplies

  1. Stakeholders may purchase classroom or office supplies within the limit of their available budget allowance.
  2. For budgeting purposes, classroom supplies are those consumable items that are expected to be used up within the school year (e.g., markers, pencils, paper). Instructional materials are learning materials that are expected to be utilized for more than one year (e.g., manipulatives, books, etc.).
  3. Supplies, such as pens, pencils, paper, etc., may be obtained in one of several ways:
    1. Middle School Campus. Staff and teachers may obtain supplies from the central office supply by submitting/emailing a Purchase/Disbursement Request form to the Office Manager, who maintains an on-hand supply and should be able to fulfill requests on a same- or next-day basis.
    2. Elementary School Campus. Staff and teachers may submit an approved Purchase/Disbursement Request form to the Business Office Manager - Purchasing, who will process the order with Staples or Office Depot, usually with a one- to two- day turnaround.
    3. Requests must include a printout of the items to be purchased. This can be done by selecting items from the supplier's website, placing them in the online shopping cart, and printing the shopping cart detail.
    4. Staff and teachers may purchase/pay for the items themselves and follow the reimbursement process. See Reimbursement and Disbursement.

Section 7. Other Purchases

  1. For purchases other than supplies, a completed Purchase/Disbursement Request form is required.
  2. Circle credit/purchase card transaction or purchase requisition.
  3. Indicate the name and address of the vendor.
  4. Provide a full and complete description of the items/services to be purchased.
  5. Fill in the total amount of the purchase, account/budget to be charged, person requesting purchase, and date items/services are needed.
  6. Attach supporting documents, such as a quote from the vendor, online shopping cart of items to be purchased, or a registration form for a conference.

Section 8. Purchases Exceeding $500

  1. Purchase requests of $500 or more for goods or services must include a W-9 form from the vendor.
  2. This form must be attached to the Purchase/Disbursement Request form in order for payment to be issued.
  3. Submit the purchase request form to the appropriate budget stakeholder (e.g., Content Coordinator, Campus Principal, Executive Director) for approval and forward the approved form to the Business Office.
  4. Purchases will usually be processed with a 1- to 2-day turnaround.

Section 9. Middle Campus

  1. Purchases may be made by complying with the above procedure and submitting the request to the Middle Campus Office Manager or Campus Principal's designee, who will act as an extension of the Business Office and process the order adhering to the same procedural guidelines and requirements.
  2. Purchases may be made in this manner throughout the year until April 1, at which time all remaining purchase requests are processed through the Business Office to monitor and maintain credit line and for budget availability verification.

Section 10. Capitalization Policy

  1. Capital equipment is durable equipment that has a cost that equals or exceeds a certain threshold.
  2. For accounting purposes, ANCS capitalizes assets with a unit cost of $5,000 or more and that have a useful life of more than one year.

Section 11. Receiving Process

  1. Upon receipt of goods, verify that all ordered items have been received and sign and return the packing list or BOL to the Director of Finance and Operations.
  2. The Business Manager - Cash & Accounting will confirm receipt/match the receiving documentation to the invoice prior to issuing payment to the vendor.

Resources

Approval and Review

Approved

Effective

 Last Review

Next Review
06/16/2015 07/02/2015 09/2024 09/2026