Page 122 - HCSD SOPandIC Manual

PROCUREMENT - H1 through H11

Contractor Oversight

See HCSD Standard Operating Procedures Manual Section VI – Purchasing

Procurement Files/Records

See HCSD Standard Operating Procedures Manual Section VI – Purchasing

Avoidance of Purchases or Unnecessary or Duplicative Items

See HCSD Standard Operating Procedures Manual Section VI – Purchasing

FEDERAL PROGRAMS PURCHASING CONTROLS (Addendum to the HCSD Standard
Operating Procedures Manual Section VI - Purchasing)

Prior Approval of Purchases (H-1, H-5)
The DoFP approve all purchases with respective grant funds prior to the requisition becoming a purchase
order. The MUNIS accounting system automatically routes any requisition with federal fund codes to the
appropriate DoFP. Directors then follow the federal guidelines to ensure that purchases are allowable,
reasonable, allocable and necessary; and that such purchases are competitive, i.e., appropriate number of
quotes, purchases do not exceed bidding limits, etc. (See Allowable Cost/Use of Funds section of this
manual)

Procurement Process
The DoFP and staff conduct periodic reviews of all purchases and requests for purchases to avoid
acquisition of unnecessary or duplicative items as outlined in the Accounts Management and Maintenance
section of this manual. (H-2)

The DoFP also review and coordinate purchases among the schools and district departments to realize
economies of scale, lease vs. purchase, single vs. multi-year agreements, etc. (See Grant/Sub-Award
Applications Section for additional details) (H-3)

Procurement File Completeness (H-4)
In addition to the district purchasing procedures to ensure the completeness of procurement files, the
Federal Programs Administrative Assistant utilizes a documentation check-list which is attached to each
procurement file. This checklist is usually completed when a copy of the check is attached to the file.
Files may also be reviewed at the close of the fiscal year by Federal Programs personnel to ensure that all
purchasing files are complete.

Contractor Oversight (H-6, H-7, H-8, H-9)
The DoFP are responsible for all contractual services secured with Federal grant funds. In addition to the
district Internal Controls procedures, DoFP maintain oversight for developing and awarding contracts to
include, but not limited to: Decision/Evaluative rubric for vendor services, specific expectations and
outcomes/quality of service/products, dependability, access to maintenance/implementation assistance,
etc. (H-6)
Contracts are monitored by the DoFP and building administrators to ensure work is performed in
accordance with the contract specifications via observations of services/training rendered,

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