Purchasing/Procurement Department
SMALL PURCHASE ORDERS
There are two categories of small purchases - those that are less than $2,500 and those that fall between $2,500 and $25,000
- Less than $2,500 - Purchases less than $2,500 require catalog and/or phone quoted prices from the desired supplier. Forward a properly completed P/O Requisition with the item description(s), quantities needed, date needed by, prices, selected supplier information and appropriate approvals to the Purchasing Department.
- $2,500 to $25,000 - Purchases between $2,500 and $25,000 require three quotes, which must be submitted on a Charles County Public Schools price quote form (catalog prices are considered as quotes). Quotes obtained verbally should be recorded on the price quote form also. All information required on the form must be provided. Forward a properly completed requisition with the item description(s), quantities needed, date needed by, prices and appropriate approvals to the Purchasing Department.
If you need assistance in obtaining competition for these requirements, please contact the Purchasing Department. We will gladly assist you in obtaining quotes.
LARGE PURCHASE PROCEDURES
There are two categories of purchase requests - Small Purchase Requests are those that are less than $25,000 and Large Purchase Request are those that are greater than $25,000. The purpose of this section is to assist you in processing your requirements that fall into the Large Purchase category.
Large Purchases require formal competition by either an Invitation for Bid (IFB) or a Request for Proposal (RFP). These requirements must be published at least once in a public newspaper and must be sent to a sufficient selection of vendors (preferably six or more) to obtain adequate competition.
A request to initiate a bid/proposal can be provided in the form of a memorandum (or other interoffice correspondence). The request must include:
- Carefully written, non-restrictive specifications
- Any special terms, conditions and/or compatibility requirements (if any)
- Quantities of items needed
- Delivery or performance time requirements; and
- Appropriate approval signatures.
|
