Procurement Handbook

Transcription

1 Procurement Handbook Holy Family Parish School 35 th Annual Auction Auction Chairs Anne Motl (206) Jen Lysen Meghan Magnano (206) Procurement Chair Nicole McNeill (425)

2

3 Get dolled up, put on your glad rags, and let s go to the Juice Joint The Handbook on how to be the Big Cheese This handbook has been prepared to help you understand the purpose of the Holy Family School Auction and the procurement process. We hope it will give your family ideas, information, guidance, and the tools you will need to get started. Why Do We Have an Annual Auction? The auction is the school s major fundraiser with all proceeds directly benefiting the school children by providing necessary funds to further enhance school programs, minimize tuition increases, improve curriculum, and help finance many programs and enhancements that would otherwise be impossible to fund. The first principle of a successful auction is to PROCURE, PROCURE, and PROCURE! We need your help! Cat s Meow QUALITY ITEMS MAKE THE DIFFERENCE. The success of an auction depends on the value of and the demand for the items up for bid. Remember to procure items you would like to purchase for yourself or your children. Some of the highest selling items are unique experiences and activities that are not easily purchased and have a greater than retail value to the bidder. A Little Party Never Hurt Nobody Think of everyone you know including family, friends, co-workers, neighbors, local business owners and service providers. Bring them a copy of our procurement form and letter and ask them for a donation. Not completely comfortable asking someone face to face or over the phone? Mail them a copy of our procurement letter and form. Follow up with a phone call. You will be surprised how many people and places will donate! (Don t forget to include a return envelope for when they say yes!) The procurement form will also be available as a pdf fillable form. 2

4 Need more letters and/or forms? Stop by the office or go online to the HFK Auction website. You can make as many copies as you need and send them off to as many people as you want! Sign all your letters with a personal message of Thanks for your consideration, we hope to hear from you soon! with your name and contact number or 3

5 Prohibition Ends Here Procurement Contest Deadlines: Early Bird Procurement Contest October 25 December 20 First Procurement Contest January 7 January 22 Second Procurement Contest January 25 February 8 Third Procurement Contest February 11 March 1 Early Bird Contest: Packet of 2 free dress passes per student per family will be awarded with a minimum donation value of $100, raffle basket items excluded. First, Second and Third Contests: Students of those families who have submitted auction items (individually valued at $75 or greater) during the current procurement contest will be called down at 3:05 pm to the office for a small treat and will enter their name in the procurement contest. For each contest, one student s name will be randomly selected. That student will become the winner of the procurement contest and he or she will spin the wheel of prizes for a winning prize for their class! Contest prizes include: one extra recess period, 30 minutes of reading and snacks in the library, an ice cream snack, or an extra PE. Don t Get Behind the Eight Ball Remember, your family and friends WANT to help, you just need to ask. Think about what YOU would buy, and then go find it! Reach out to other school parents to combine resources (boats, vacation homes, restaurant connections, unique skills or talents) to create an awesome auction package. Ask for the bigger items first don t limit yourself by thinking small. Take extra forms with you to places you frequent and spend money (i.e., favorite restaurants, hair salons, your child s gymnastic class, a venue you just rented for your child s birthday). If you know what a company or person is willing to donate, do the paperwork for the donor DO NOT ask them to fill out any forms! Have them sign the completed form after you ve filled it out. Remember, every item you get adds value to the event and turn in items as soon as you get them. FINAL PROCUREMENT DEADLINE is March 8,

6 Time to Drink and Dance Each HFK family is required to donate OR procure items at a minimum value of $200.00, but DO NOT stop there! $200 per family will not make an auction. Remember, you can procure items worth thousands of dollars without it costing you a penny! Each auction item should have a minimum value of $50. (class basket items excluded; these DO NOT count toward your minimum requirement). Procured items must be turned in by an adult to the school office. DO NOT send items or money donations to school with your children. Please submit a completed procurement form with EACH item, unless you are sending in a single check with the funds to be divided up for procurement or multiple class baskets. Items should be NEW and in original packaging. No clothing will be accepted. Handmade items may be accepted on an individual basis. Procure EARLY businesses decide on their charitable giving by the end of the calendar year. Pssst, What s the Password? Why do I have to donate or procure items? It is part of your tuition contract to procure or donate items to be sold to benefit the school. What is the difference between procuring and donating? Procuring involves asking a third party to contribute an item for the auction; donating is contributing an item or cash for the auction from your own resources. Why do I need to fill out a description on the procurement form when all the info is right there on the item? Throughout the data entry and catalog process, various carbon parts of the procurement form will be separated from the donated item. Providing an ample and accurate description on the procurement form will ensure a true and correct item description in the auction catalog and proper credit to you. What is "fair market value"? The retail value of the item assigned to it by the donor. But what if I don't know the value of the item? Bing it, Google it, or try Amazon.com to find out the accurate fair market value (FMV) or make your best guess. If you do not include an amount, our Procurement Chairs will contact you to provide one. 5

7 If I buy something at the company store, do I put my employee price as the value? No. The retail value should reflect the true market value. Go to your company's website and find out at what price they sell the item to the public. My friends and I are putting together a party for the auction, how do we value it? It should be valued based on an estimate of the actual monetary cost for you to put it on (including the out of pocket cost of the venue, if there is one), not the price you hope it will sell for. Please be advised, Holy Family Parish School will not make any financial contributions to or otherwise subsidize any group events. I am donating something absolutely fabulous; can I assume it will go in the live auction? We limit the number of live items, so our chairs cannot guarantee any item s status until we have all items in and are putting together the catalog. Our chairs will do their best to put those items in live that will generate the most return for the school. Placement of the items is at the discretion of the auction chairs. How do I turn in my items? Please bring your items into the school office or auction office. DO NOT send items into school with your student. Please double check that all items are complete and accompanied by a fully filled out procurement form. I have a great idea for a sellable item but can t afford to donate all of it by myself. How can I go about coordinating a group of donors? Before beginning, please contact the procurement chairs to discuss your idea. Your procurement chairs may have advice regarding the procurement of specific items or may be able to connect you with other resources. Don t forget to pitch your idea to other class parents and friends. Some of our most exciting auction items are created by groups of school parents pooling their resources and talent. All funds collected in connection with a large-ticket group item should be submitted to the school by each individual donor, along with a completed procurement slip (checks made payable to HFK). The school is able to purchase these items tax-free for the auction. How do I begin procuring items? 1. USE AN OFFICIAL PROCUREMENT LETTER (one is included in this procurement envelope): Most businesses like to have a request for donations on the school s letterhead for their records. Most require the non-profit ID number which can be found at the bottom of our procurement letter. 2. FILL OUT A PROCUREMENT FORM FOR EACH DONATION: Donors must complete one form for EACH item unless they are items from the same donor that are grouped to be sold together. 3. FOLLOW UP: It may take more than one phone call, letter, or visit to get your donation; so keep trying! 4. SEND A PERSONAL THANK YOU CARD: 6

8 Remember we cannot say thank you enough! If we hope for their support in years to come we want to let them know how much we appreciate their contribution. The auction committee will also send a thank you card. How to Fill Out a Procurement Form DO NOT leave anything blank. Item Description, please DO NOT put see attached but rather fill out the form completely with a description of the item. Procured by that s YOU! Whether you are the donor or you simply asked for the donation, you procured the item and we thank you. Please include your phone number. 7

9 The Bees Knees Class Baskets What are the Class Baskets? As part of procurement, each classroom is assigned a child-themed basket for the student raffle. Raffle tickets will be sold in April and the students can place their tickets in the baskets they hope to win. The drawing will take place during a school assembly the week prior to the auction. More information will come from your class auction representative. The 2019 Auction Basket Themes are: Kindergarten Disney 1 st grade Arts and Crafts 2 nd grade Family Movie Night 3 rd grade Lego Mania 4 th grade Kids Cooking 5 th grade Astronomy 6 th grade HFK Spirit Gear 7 th grade Electronics 8 th grade Gift Cards Procurement Team Nicole McNeill Lead Erica Bartram Jennifer Bushnell Jenn Daher Melanie Labuguen Andrea Martin Tasha Murphy Leanna Reed Mary Sakaguchi Susan Webster Dawn Wheeler Jen Wilson Janice Yaguchi 8