Page 20 - The EDGE Spring 2022

Doing Business with School Districts
CONTINUED FROM PAGE 19

receipt, failing to send receiving documents to the group related items that are routinely purchased,
Accounts Payable Department, failing to tag capital use a percent of discount bid for all items in that
equipment, and signing contractual documents group, list a sampling of the routinely purchased
without authority. items in each group and require the vendors to list
their prices for those items to assist with the bid
In handling multiple purchases with the same evaluation.
vendor, districts generally start with what they
know at the time and determine if the purchases So how do you know if the procurement process is
are reasonably subject to competition. If certain successful? Here’s how. Allow enough time for the
items are purchased routinely from that vendor, process, ask questions up front, provide completed

the total cost over the fiscal year may require a documentation, be fair and reasonable, avoid after-
competitive purchase, but multiple purchases for the-fact purchases, inspect and confirm orders
unanticipated requirements may not be reasonable upon receipt, promptly send receiving document
for a competitive purchase. Districts should always to Accounts Payable Department, and definitely do
document the basis for using that vendor. not sign documents without authority.

AASBO members were told how to bid maintenance
supplies when they don’t know what they will Lynn Ford can be reached at: (928) 502-4328 or lford@yumaed.org
need until something happens. Procurement staff Claudia Leon can be reached at: cleon@1gpa.org
should review the prior year’s purchase history,

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20 THE EDGE SPRING 2022