FILE:  DJE

Cf:  BE, DIA

Cf:  DJED

 

PURCHASING

 

 

All purchasing for the school system to be paid from Vermilion Parish School Board funds shall be made by the Superintendent or his/her designee in conformance with existing regulations and procedures of the School Board and the laws pertinent to state and federal agencies.  Budget allocations for specific purposes shall constitute advance School Board approval for all purchases except in such cases as state law or School Board policy may require. No debt shall be contracted in the name of the Vermilion Parish School Board without action by the School Board, except those items which are provided for in the regular budget.  Purchases shall be made at the lowest possible cost to the school system consistent with the system specifications of quality and service.

 

Each principal shall assure that purchases by the individual school shall be made in accordance with regulations and procedures developed by the Superintendent and staff.

 

No employee, officer or agent of the Vermilion Parish School Board shall participate in the selection, award, or administration of a contract or purchase of supplies, materials and equipment if a conflict of interest, real or apparent, would be involved.  The Vermilion Parish School Board's employees shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to subagreements.

 

VENDORS

 

The Vermilion Parish School Board shall seek business and bids from all eligible vendors, regardless of race, creed, color, sex, national origin, age or handicap.  No favoritism shall be extended to any vendor.  Each order shall be placed on the basis of quality, price and delivery; past services being a factor if all other considerations are equal.

 

No person officially connected with or employed by the Vermilion Parish School Board shall be an agent for, or have any pecuniary or beneficial interest in or receive any compensation or reward from any vendor for the sale of supplies, materials, equipment, services or public works contracts.

 

Suppliers of goods and services are important to the school system. Their representatives shall be given a courteous reception.  No employee of the Vermilion Parish School Board shall solicit or accept, directly or indirectly, anything of economic value as a gift or gratuity from any vendor representative or agent of a vendor, or a prospective vendor or contractor.

 

FINANCING PURCHASES

 

The School Board may finance the purchase of equipment or other movable property to be used by the School Board by entering into an installment sale, lease, or similar agreement with any lender or other person.  Such agreement shall be subject to approval of the State Bond Commission in accordance with statutory provisions.  No individual school or employee shall obligate the School Board without proper school system personnel knowledge and approval.

 

SCHOOL DISTRICT PURCHASING COOPERATIVE

 

The School Board, as a member, may participate in a school district purchasing cooperative for the purchase of services, materials, equipment, and supplies.

 

In accordance with solicitations, bids, or proposals put forth by the school district purchasing cooperative, the School Board may purchase services, equipment, materials, and supplies at the prices selected by the cooperative.

 

SOLE SOURCE PROVIDER

 

The School Board may award a contract for the purchase of supplies, services, or major repairs without competition when the Superintendent or designated employee has determined, in writing, that there is only one source for the supply, service, or major repair item(s) to be acquired.  Pertinent procedures for purchasing such items from a sole source shall be as outlined in the State of Louisiana Office of State Purchasing's Purchasing Rules and Regulations.

 

STATE CONTRACT

 

If equipment, materials or supplies are available from a State of Louisiana Contract, the Superintendent and/or his/her designee may approve the purchase without using one of the purchasing procedures outlined in statutory provisions, if advantageous to the School Board.

 

CREDIT CARDS

 

The Vermilion Parish School Board may authorize the use of credit cards or procurement cards by authorized personnel to facilitate the purchase of School Board materials or supplies.  Only personnel employed by the School Board and authorized by the School Board shall be permitted to use any charge card in the name of the Vermilion Parish School Board.  No personal usage of any card shall be permitted.

 

Each person authorized by the School Board shall be issued a credit card in the  name of the Vermilion Parish School Board and shall have his/her name and/or picture placed on the issued card, if permitted.  Once received, the card(s) shall remain in the possession of the employee/cardholder and he/she shall be held accountable for the card’s usage.  Documentation (purchase order and/or itemized receipt) shall be required for all purchases, credits or transactions for which the card is used. 

 

The usage of any card issued shall be in accordance with the regulations and procedures outlined by the Superintendent and staff, which shall include at a minimum, the following:

 

  1. An accounting code shall be assigned to each cardholder.

  2. Each credit card shall be secured and in locked storage when not in use.

  3. All purchases made with a credit card shall be restricted to limited amounts as set by the School Board.  Itemized transactions receipts from the vendor must be obtained and submitted to the business office.

  4. Designated School Board personnel shall be responsible for monitoring all charges, the number and amount of purchases, vendors used, as well as detailed transaction information.

  5. State and local sales taxes shall not be charged on any card purchases.

  6. Misuse of any School Board credit card may result in discipline and/or personal liability for dishonored, erroneous, or improper charges.

 

Gasoline or Fuel

 

Purchases of gasoline or fuel by credit cards shall be documented with receipt submitted to the business office as soon as practicable following purchase.  Documentation of the purchase shall include, at a minimum, vehicle number description, vehicle odometer reading, number of gallons purchased, price per gallon, and signature of person filling vehicle.

 

Adopted:  July 20, 2016

 

 

Ref:    2 CFR 200 (Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards

48 CFR 2.101 (Definitions)

La. Rev. Stat. Ann. §§33:4712.7, 38:321.1, 38:2211, 38:2212, 38:2212.1, 38:2214, 38:2218, 38:2219, 38:2271, 39:1551, 39:1552, 39:1553, 39:1554, 39:1554.1, 39:1556, 39:1557, 39:1558, 39:1597, 39:1710

Board minutes, 7-20-16

 

Vermilion Parish School Board