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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                                           

                                                                   

«Ordering from AMAZON                                  Information required to place an order from AMAZON                                                  


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