Purchases - Awarded Contracts

Purchasing Thresholds and Requirements 

 

  1. Purchases Up to $19,999 
  • Require one written, documented quote from an awarded vendor. 
  1.  
  2. Purchases Between $20,000 and $49,999 
  • Require a minimum of two written, documented competitive quotes accompanied by a quote tabulation form. 
  •  
  1. Purchases Over $50,000 
  • Require a minimum of three written, documented competitive quotes accompanied by a quote tabulation form. 
  • Before the purchase order is issued, the purchase request must be approved by the Board of Trustees. Call the Purchasing Department for assistance. 
  •  

Quote Request Guidelines 

  • For purchases exceeding $20,000, a formal written request for quotations must include specific, clear, and concise requirements to ensure all prospective vendors receive the same information. 
  • Quotes must be submitted on company letterhead and signed by an authorized representative of the vendor.  
  •  

Documentation and Recommendations 

 

  • Lowest Price Quotes: Recommendations based on the lowest price must be documented on the District’s Quote Tabulation Form. 
  •  
  • Non-Lowest Price Justifications: Justifications for selecting a vendor other than the one offering the lowest price must be documented on an Evaluation Matrix Form. 
  • Copies of original quotes, along with the completed recommendation forms, must be submitted to the Purchasing Department. All related documentation should be retained by the requestor. 

 

Special Exceptions

Certain purchases may be exempt from these guidelines. For further guidance, please contact the Purchasing Office.