Purchasing & Warehouse Services Cheryl Olson, C.P.M., CPPO, FCCN Director March 7, 2012.

Purchasing & Warehouse Services

Cheryl Olson, C.P.M., CPPO, FCCN

Director

March 7, 2012

Department Resources

• Purchasing:– Requisition Approval for Purchase Orders– Formal Solicitations– Procurement Assistance

• Warehouse:– Material & Distribution Warehouse– Surplus– Instructional Materials

Management Team

• Director:– Cheryl Olson – ext. 641

• Purchasing Specialist – Supervisor: – Joe O’Connor – ext. 470– (8 days and 3.5 hours until retirement)

• Warehouse Supervisor:– Sandy Kimple – 633-3680 ext. 14100

Purchasing Guidelines

• Policies and Procedures• State Board of Education 6A-1.012• Administrative Rules• Florida Statutes 287• State Requirements for Educational Facilities

(SREF) Chapter 4• School Board Policies• The expenditures of all funds that have been

deposited into the District’s accounts must comply with the District Purchasing policies and procedures

• All procurements from school/department funds must be approved by Purchasing

Competition Threshold Requirements

• Less than $3,000:– Telephone or written quotations– Documentation– Principal/Director’s approval

• $3,000 to $24,999:– Written quotations (single or multiple items)– Documentation (three vendor minimum)– Purchasing Services approval

• $25,000 or greater:– Formal solicitations (single or multiple items)– Requires Board Approval or Approved Contract

Purchasing Services

• Approves over 25,000 requisitions annually

• Manages approximately 100 contracts:– Brevard School District Solicitations– Utilization of other School District Solicitations– Governmental Entities– State Contracts

Contracts & Agreements

• Purchasing Services reviews all contracts or agreements prior to Board Approval

• Harold Bistline, School Board Attorney also reviews contracts prior to Board Approval

• Instructional Software Agreements:– In excess of $25,000 must be Board Approved

Vendor Requirements

• W9 Form

• Insurance Requirements & Hold Harmless Agreement– Submit to Purchasing

• JLA – (when students are present)– Complete a Level II Background Screening– Contact District Security

Warehouse Services• Warehouse Supervisor:

– Sandy Kimple - 633-3680 ext 14100• Wil Henzmann - 633-3680 ext14172,

Purchasing Clerk Specialist - Online ordering contact• Primary Functions:

– Stock & Delivery of Supplies• School Supplies

– 168 Items - (bulk items)– NEW items/user friendly quantities coming this summer!– Valued at $628,406

• Maintenance and Plant Operation Supplies– 788 Items – (trades)– Valued at $353,418

– Courier (mail) Service for the District• 4 routes average 40 stops and cover as many as 120

miles/day

• Process all Distribution Center Requests (DCRs)and electronic Asset Transfer Requests– Last year – approx. 2,440– Current year – 1,665 and counting

• Other Areas of Responsibility:– Distribution of Testing Materials– Graduations– Science Fairs– Choral Programs– Pick-up of Obsolete Textbooks & Media Center Books– Delivery of Water for Emergencies– Departmental Relocations

Warehouse Services

Surplus• Surplus Storekeeper: Lance Prince – 633-3680 ext. 14173• Listing of available items is located on the Surplus webpage

– More than 80 items redistributed this calendar year.

• Property Sales - Open to the Public! – 3 Day Bid Sales (property - sealed bids)– Vehicle & Equipment Sales (sealed bids)

• Recycling:– Electronics are recycled through an EPA approved vendor– Scrap Metals are recycled locally

• All Revenues Generated are Deposited in the General Fund:– Sales this Fiscal Year to Date: $34,061– Recycling revenues this fiscal Year to Date: $30,139

Instructional Materials• Instructional Materials Coordinator

– Denise Kane – 633-3680 Ext. 14105• Responsible for:

– Training administrators on how to order textbooks & managing the Textbook Tracking System

– Reviewing and correcting all textbooks purchase orders then transmitting each order electronically• Fiscal year to date savings: $376,463

– Scheduling annual workshops for new adoptions (books not babies)

– Coordinating remarketing of obsolete textbooks• Fiscal year to date total: $21,127

C L O S I N G

• If you should you have ANY Procurement related questions, please call Purchasing Services!

• Purchasing is a resource: we are here to help you get what you need and keep the District in compliance with all of the rules, procedures and policies of the State of Florida and Department of Education.

• Please visit our Web-site for more information:http://finance.brevardschools.org/purchase-warehouse/default.aspx

Purchasing Services Webpage

Warehouse Services Webpage

Questions?