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January 22, 2008
Due to the recent serious cuts initiated by the State, all purchase expenditures are frozen. All funds are subject to review, until further direction comes from the State.
Exceptions include Stores Orders and certain Palace Office Supply orders, and other purchases specially approved by Assistant/Associate Superintendents.
Purchases that will be approved:
Stores Orders
Office/Classroom Supplies on Palace Contract “E-Z Order Form” and “Cartridge Order Form”
Mandatory Test Preparation materials
Office/Classroom Supplies Contract, with Palace
- Only purchases made from the Palace “E-Z Order Form” and “Cartridge Order Form” can be processed directly to Palace, as usual, by fax or email. Please order only a two to three-week supply of items.
- The Palace “Order and Return Form” should continue to be faxed to the Purchasing Services Department with a justification letter attached. Purchasing will then send to the appropriate Associate/Assistant Superintendent for approval prior to faxing it to Palace Office.
- Only order the “compatible” toner cartridges, not the original manufacturer from the Palace “Cartridge Order Form”. Cartridges not on the “Cartridge Order Form” can be typed on the “Order and Return Form” and faxed to Purchasing. Purchasing will fax these directly to Palace (no justification required).
Further Information on Palace Contract
All of the basic items for offices or classrooms are included on the “E-Z Order Form”. For example, plain manila folders are located here, and plain yellow Post-It Notes, and several plain pens.
There is a hold on purchases from the 50% off and 35% off catalogs because they include the less essential items, such as colored folders, and colored Post-It notes, many pen selections, etc. Note that the colored Post-It Notes cost three times more than plain yellow.
Don’t overbuy. Just order what you need for one or two weeks, as long as you hit the $50.00 minimum order.
Stores Orders
Please review orders to reduce volume to two to three week’s worth of supplies wherever possible.
Paper and Copying
Reduce needs for copier paper by requiring that jobs be run two-sided whenever possible. Remind people to be careful with copier set-up on each job to avoid waste. Do not buy colored copier papers. Re-use waste paper (of good quality) on your Risograph-type duplicator machine, (not on the copier, where it will cause jamming). Or use waste paper for classroom paper or scratch pads.
Use your own copiers or the Print Shop for least cost for Black and Color copies. Call Rich Buse in Purchasing for help evaluating whether Kinko’s is cost effective for your particular jobs. Reduce use of expensive laminating film and the high costs of energy for use of the laminator.
Consider changing forms from NCR multi-part paper, to plain white paper, whenever possible.
Procurement Cards (District Credit Cards)
Use of procurement cards is not allowed, except as approved by Assistant Superintendent and Director of Purchasing, on a case-by-case basis.
Food purchases are not allowed. Do not purchase any food or meals with credit cards, open POs or personal reimbursements. Open purchase orders to Safeway and Save Mart will be closed, after payment of existing bills, (Except for Home Ec. Classes).
Purchase Requisitions
All purchase requisitions will be reviewed by Assistant Superintendents. Print the requisition, attach a justification note and send to your Assistant Superintendent. The justification note should provide clear information about why the purchase is essential and what other options have been considered.
All equipment purchases are on hold. For emergencies or replacements, write justification, attach to purchase requisition, send to Assistant Superintendent for review.
Orders in Progress
Currently many orders that have not been received are being reviewed for possible cancellation. You will be asked to review lists with Assistant Superintendents, and to make suggestions for cancellations. Consider canceling any consultant services that have purchase orders processed and services have not been completed.
Any travel that is already registered and paid for may continue. No new travel for conferences and workshops may be approved unless it is mandated. If you can cancel your travel plans for conferences and workshops, please do so. Contact Purchasing with cancellations.
Personal Reimbursements
Personal Reimbursements are not allowed for expenditures made after the Freeze Notification, January 18, 2008. No further personal purchases are to be made.
Utilities/Energy (See additional memo from Walt Zander, Director of Maintenance and Operations)
Turn in cell phones to the Technology Services Department if they are not absolutely necessary.
Always turn off lights when leaving a room. Reduce lighting wherever possible.
Computers: Shut down but don’t turn off the power to your computer, DO NOT turn off or unplug the power strip or surge protector.
Printers and copiers: Turn off when not in use. Make sure all are turned off at night.
Heaters: Stop use of personal heaters. Exceptions require approval of Maintenance and Operations Director. Maintenance and Operations will be instructed to pick up heaters that they have provided. If your site purchased them, you are asked to put them into storage.
Building temperatures will be set at 68 for heating and 76-78 for cooling. Systems will turn on approximately one hour before scheduled use begins, and turned off approximately one hour before scheduled use ends.
Further lists and info will be provided as soon as it becomes available.
Information on Personnel and Substitutes will be sent from the Human Resources Department.
Expenditure Freeze Q & A
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