Purchasing Policies, Contracts & Forms

 

   


Policies and Procedures
 

Authorized Purchases (Board Policy #3300a)
Ordering products or services directly from a vendor without an approved Purchase Order is a violation of Board policy.
The only exception is the use of a District Credit Card, where authority to purchase has been delegated to the Cardholder within certain defined limits.
The Board shall not recognize obligations incurred contrary to Board policy and administrative regulations.

   

«ALL ABOUT PURCHASE ORDERS

Frequently Asked Questions about Purchase Orders

   

«PURCHASING HANDBOOK  

Your guide to Purchasing Services policies and procedures.

   

«DO Warehouse Policies

Info regarding Stores Orders, Tracking of PO's and Site Deliveries
   

«Comparative Shopping Guidelines

Information on required documentation for goods & services
   

«DIGITAL SCHOOLS MANUAL

 Your guide to entering Requisitions in Digital Schools
   

Contracts  Required for Purchase Orders

The Responsibility of Purchasing Services (Board Policy #3300a)
Purchasing Services has been designated by the Board as the office responsible for the actions of spending District funds. The Purchasing Director has primary responsibility for signing purchase documents which are legal contracts obligating the District in matters of procurement. The term "purchase documents" includes contracts for the acquisition of all goods and services, whether by purchase, rental agreement or lease.
The District is not required to honor oral or unauthorized contracts to purchase goods or services.

   

«Contracts FAQs 

Frequently Asked Questions about Contracts

   

«CONSULTANT SERVICE AGREEMENT

The Consultant Service Agreement is required for consultants, workshop leaders, presenters and performers. All services require an approved Purchase Order prior to the commencement of services.

 

 

«Labor & Materials Contract

No contracted type of work may be done on any site without an approved Contract for Labor and Materials, and an approved Purchase Order. Contracted type of work includes, but is not limited to, any modification to the school site such as construction, landscaping, cabling, installations, plumbing, electrical, roofing, etc. There are many laws, regulations, and codes associated with public schools and construction. These laws apply to school property, regardless of funding, (including ASB, volunteer work, etc). Contact Purchasing to request a contract.

   

«Contact Purchasing

All other contracts must be checked for District compliance prior to signature. Do not sign contracts. For assistance with contracts, contact:
Ph: (831) 786-2195, Fx: (831) 728-6922


Fixed Assets District furniture, equipment and vehicles

Fixed Asset Inventory (Board Policy 3440a)
The Education Code requires that all equipment items that are valued at $500 or more must be recorded in a District inventory. The Warehouse enters all equipment valued over $500 into our fixed asset database and tags the equipment with a PVUSD tag.

 

 

«Fixed Asset FAQs

Frequently Asked Questions about Fixed Assets

   

«Equipment Movement Form

Send to Warehouse to report movement of equipment from one building or site to another.

 

 

«Surplus Equipment Form

Any equipment that is tagged with a PVUSD Inventory Control Tag must be sent to the PVUSD Warehouse to be taken out of inventory before disposal. All disposal of surplus must be approved by Purchasing. Use this form to request disposal.

   
«Contact Purchasing Purchasing maintains a list of all District fixed assets. Contact Purchasing to obtain a copy of your site's assets:
Ph: (831) 786-2195, Fx: (831) 728-6922

Stolen Equipment How to report stolen equipment and replace stolen computers

   
«Stolen Equipment Procedures Use to report stolen equipment, also includes instructions on replacing stolen computer equipment.
   
«Stolen Computers FAQs

Frequently Asked Questions about Stolen Computers