DATE ISSUED: 4/15/ of 5 LDU CHD(REGULATION)-X

Transcription

1 Quotations When Bids Are Not Required Purchase of Computer Hardware and Software for Instructional and Administrative Application Instructional Applications On items to be purchased that cost between $5,000 and $49,999, quotations of prices will be obtained from at least three vendors; preferably one of the vendors will be located within District boundaries. These procedures are designed to ensure that computer hardware and software purchased with or donated to the District from school, District, and/or PTO funds is consistent with District plans. Any purchase or donation of hardware for instructional use must be from the District bid list to ensure compatibility with existing equipment and service of equipment, and must be purchased through the District purchasing department. The procedures for ordering this equipment are as follows: 1. Requisitions for the equipment will be sent to the associate superintendent for curriculum and instructional services for approval with the Request for Approval to Purchase Computer Hardware and Software (Exhibit A). 2. If the hardware being purchased is for a specific instructional/content program area, the appropriate director must review the Request for Approval of Purchase Computer Hardware and/or Software (Exhibit A). 3. The approved request, once signed by the associate superintendent for curriculum and instructional services, will be sent to the director of technology for review. 4. The director of technology will return the approved request to the associate superintendent for curriculum and instructional services for forwarding to the purchasing department along with the requisition form bearing the appropriate budget code. The associate superintendent for curriculum and instructional services must approve all purchases of computer software for instructional use. The director responsible for supervision of the instructional/content area in which the material would be used must review the Request for Approval to Purchase Computer Hardware and/or Software (Exhibit A). Decisions on proposed software purchases may be made more rapidly if the following conditions/criteria are met: 1. The connection of the software to specific instructional goals must be made evident. DATE ISSUED: 4/15/ of 5 -X

2 2. Each requisition for software should be accompanied by a review of that software taken from a magazine citation or a review conducted according to District criteria. 3. Software vendors must agree in writing to the return of material in case of school dissatisfaction. 4. Network software will not be purchased unless the manufacturer provides a backup copy or provisions for replacement. Administrative Applications Criteria Hardware and software donated or purchased for administrative use must be from the District bid list to ensure compatibility with the District s central computer system and with software in use and must be purchased through the District purchasing department. The procedures for ordering equipment and software are as follows: 1. Requisitions for the equipment or software along with the Request for Approval to Purchase Computer Hardware and/or Software (Exhibit A) will be sent to the technology department for review by the director of management information services. The director of technology will send the requisition and his or her recommendation to the associate superintendent for public relations and technology for approval. 2. If the equipment or software is to be purchased from a school s activity fund, a check must accompany the requisition. 3. Approved requisitions will be forwarded to the purchasing department with the signed Approval to Purchase Computer Hardware and/or Software. The hardware must meet the following criteria to be approved: 1. The hardware must be compatible with the District s central computer system. The vendor must be willing to demonstrate this and allow for the return of the equipment if it proves not to be compatible. 2. The vendor must provide self-maintenance training to District personnel for terminals, printers, and microcomputers. The software must meet the following criteria to be approved: 1. The software must be compatible with existing hardware and software in use. The vendor must be willing to demonstrate this and allow for the return of the software if it proves not to be compatible or is unsatisfactory in the use for which it was intended. DATE ISSUED: 4/15/ of 5 -X

3 2. Software intended for use on the central computer system must be written in a programming language consistent with programming languages already in use. The vendor must provide to the District all source codes for this type of software and allow the District to alter and enhance it as needed. 3. The vendor must be willing to demonstrate the software to District personnel or provide preview copies that may be returned, and the vendor must provide a list of references who are currently using the software. The software must be well documented. 4. For microcomputer software that has Districtwide applicability, the vendor should be willing to negotiate a site licensing or volume purchase agreement. 5. The director of technology must approve the software purchase. 6. No game software or noneducational-related or nonbusinessrelated software will be approved for purchase. Direct Purchase of Substances from Vendors by Staff Members Staff members will order all substances from the District s warehouse or through the District purchasing process rather than by purchasing the substances directly from outside vendors to ensure that a Material Safety Data Sheet (MSDS) is on file for every substance used in a school or work environment that may be hazardous to an individual working with or near the substance. If the substance is not available from the warehouse or the purchasing procedure is not workable, a staff member may request approval from his or her supervisor to proceed with the purchase of a substance from an outside vendor using school funds by using the following procedures: 1. The staff members must contact the facility safety officer who will determine whether or not the substance is considered a hazardous material. The director of safety may be contacted by the safety officer for assistance in classifying the substance as hazardous or not. 2. If the substance is determined to be hazardous, the staff member must locate a vendor who is able to furnish an MSDS at the time the substance is purchased prior to requesting permission to purchase the substance. 3. The staff member must request permission from his or her supervisor to purchase the substance and to supply: DATE ISSUED: 4/15/ of 5 -X

4 a. The classification of the substance as provided by the facility safety officer; b. A confirmation that an MSDS for the substance can be provided; and c. A copy of the Request to Purchase a Substance Directly From an Outside Vendor (Exhibit A). 4. After purchase of a hazardous substance, two copies of the MSDS must be furnished to the principal or supervisor in accordance with the following: a. One copy is to be retained in the department or school office. b. One copy is to be sent to the director of safety for inclusion in the District s MSDS file. Equipment Purchases by Staff Members Professional Services A staff member may purchase equipment, such as but not limited to computer hardware and/or tools, at the District s discount when explicitly permitted by a vendor doing business with the District and approved by the appropriate program or departmental director, by using the following procedures: 1. The staff member will meet with the appropriate program or departmental director to assess needs and identify equipment items, vendors, and prices. 2. The appropriate director will determine whether the item sought by the employee is eligible for an employee discount. If so, the director will refer the employee to the appropriate vendor representative. 3. The staff member will order the item directly from the vendor. The staff member will pay all charges relating to the item (including all tax, shipping/handling charges, and the like) to the vendor. The District will have no financial liability or responsibility relating to the purchase of any items by staff members from vendors. 4. This arrangement will not result in any cost to the District or permit employees to avoid paying the proper amount of sales tax. As long as there is no cost to the District and the sales tax is paid in full, the purchase will be allowable with the vendor s agreement. In accordance with Education Code (f), the District is not required to competitively bid for professional services such as the services of an architect, attorney, or fiscal agent. Further, the District is not required to competitively bid for the following services, DATE ISSUED: 4/15/ of 5 -X

5 which are deemed to be professional services under the Education Code: 1. Instructional strategies services; 2. Academic intervention services; 3. Services that form school culture; 4. Academic assessments; and/or 5. Extreme special needs medical services. This provision does not preclude the District from seeking bids and/or request for proposals for these services. The provision is intended only to designate the services that qualify as professional services and to denote that they are not required to be competitively bid. Regardless of the method of engagement, contracts for products and services will be negotiated with each vendor as necessary. DATE ISSUED: 4/15/2011 REVIEWED: 5 of 5 -X