Purchasing

The Purchasing Agent coordinates the District’s bids for instructional and athletic supplies and equipment. This includes advertising, public bid openings, tabulations, and preparation of information for approval by the School Board.

All procedures must be in compliance with PA School Code bidding laws and regulations. The District participates in a Joint Purchasing Consortium along with other Chester County districts and municipalities. This participation increases our purchasing power and decreases prices for paper, fuel oil, gasoline, audio visual equipment, as well as other supplies and services. Our District is also a member of a state-wide purchasing consortium for computer equipment and other large equipment items.

The Purchasing Agent must approve all purchase orders before they can be processed.

 

•	Purchasing Agent:	Brian Pawling 484-266-1022
•	Purchasing Forms:
	PO Request Form - This form should be used to request supplies, equipment, and any other expenses that require a purchase order. Once completed, this form should be submitted to the building (or department) secretary so the order can be placed and approved. Warehouse Request Form - This form should be used to order any remaining supplies stored in the District Warehouse. Please check the Warehouse before ordering from an outside source. The Warehouse is still the district’s primary source for paper and all copy and printer paper should be ordered from here.
•	Purchasing Bids: Pennsylvania State Law states that all purchases between $4,000 and $9,999 require 3 quotes and all purchases over $10,000 need to be bid. The District participates in numerous bids that allow us to purchase items at a discounted price while still meeting our requirements for the State. All bids should be referenced on your purchase order so that the appropriate pricing is given by the vendor. The following bids are available to use to use for purchases:
	Chester County Intermediate Unit Percent Discount Bids - Effective for the entire calendar year and should be the primary source of purchasing. The percent discount bids offer a list of multiple vendors that offer a percentage off catalog list pricing. The bids are separated into the following categories: Athletic and Physical Education Supplies Art Supplies Automotive Supplies A/V Technology Carpentry and Painting Cosmetology Electrical Supplies Family and Consumer Science Supplies General Supplies Library Supplies and Equipment Medical and Nursing Supplies Musical Supplies Plumbing Supplies Printing and Graphic Art Supplies and Equipment Science Supplies Please note the special instructions and bid numbers for each vendor on these lists. All orders contain free shipping unless otherwise not   2008 Chester County Intermediate Unit Technology (AV) Equipment and Supplies Bid #2789-08* (Bid prices good through September 30, 2008.) PEPPM – The PEPPM Bid includes many computer and technology equipment manufacturers at extremely competitive prices. Whenever purchasing computers, printers, or other computer related items, use the PEPPM Bid. The PEPPM Bid is available to view online at www.peppm.org. All prices on the PEPPM website are current but subject to change. Purchases over $500 include free shipping. State Contracts/COSTARS – State contracts are bids that were completed by the state and available for use by political subdivisions, such as school districts. These bids are done by state government and not PDE. These bids have competitive prices and should be used when items ordered are not covered by another existing bid. A full list of state contracts can found on the PA Department of General Services website at www.dgs.state.pa.us/procurement/site/default.asp US COMMUNITIES – A nationally sponsored joint purchasing bid that allows any school district in the U.S. to participate. It is a large, national bid that includes such vendors as Office Depot, Virco, and Ricoh. More information can be found at www.uscommunities.org

•	Purchasing Guides:
	Business Procedures Manual Purchasing Section* – This guide details the procedures that should be followed in regards to Purchasing. This should be the primary source of information for Purchasing related questions. PEPPM Guide* – A detailed guide in how to use the PEPPM website including how to look up pricing.
	* Requires Adobe Acrobat Reader