Slide 1

Report
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
Warehouse Services
• 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
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
CLOSING
• 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?

similar documents