Page 37 - HCSD SOPandIC Manual

SECTION VI – PURCHASING

Purchasing Procedures

Title: Authority to Purchase, Bidding and Quotations

Purpose: To establish procedures for procurement of services and goods in accordance with
federal, state, and local policy.

Reference: http://www.osa.ms.gov/downloads/Purchase_Law_Update.pdf

Pursuant to the authority granted by Section 37-39-15, Mississippi Code 1972 as amended, the Hinds
County School District’s Board of Education hereby designates, in addition to the Superintendent, the
following as "purchasing agents" subject to the limitations set forth below in Board Policy DJEA.

1. The Assistant Superintendent/School Business Manager
2. The child nutrition director, federal programs director, maintenance director, special education
director, and technology director
3. All school principals

Authorized Purchases
All requests for the purchase of goods and /or services must be made through an approved purchase order
signed by the School Business Administrator. No goods or materials may be ordered, or work/service be
authorized to begin by any individual in the school district other than the School Business Administrator.

Unauthorized Purchases
Any Board of Education employee who orders and/or receives any materials, supplies or services without
going through the approved purchase order process has made an unauthorized purchase that may be
subject to disciplinary action.

Purchasing Limits:
1. ($0--$5,000.00) Purchases which do not involve an expenditure of more than Five Thousand Dollars
($5,000.00), exclusive of freight or shipping charges, may be made without advertising or otherwise
requesting competitive bids. No Quotations Required, however, two quotes are suggested.

2. ($5000.01--$50,000.00) Purchases which involve an expenditure of more than Five Thousand Dollars
($5,000.01) but not more than Fifty Thousand Dollars ($50,000.00), exclusive of freight and shipping
charges may be made from the lowest and best bidder without publishing or posting advertisement for
bids, provided at least two (2) competitive written Quotation bids have been obtained.

3. (Over - 50,000.01) Purchases which involve an expenditure of more than Fifty Thousand Dollars
($50,000.01), exclusive of freight and shipping charges must be made by publishing or posting
advertisement for bids.

4. BIDDING PROCESS: When a single item or service of a group of like items are at or exceed the bid
limit as defined by the State, a formal bid process through the Business Office is required. Building
Principals or Program Supervisors are responsible for providing the Business Office with detailed
specifications and a list of vendors (if requested) for each item or service being purchased. After
award of the bid the Business Administrator will notify the appropriate party of the award and the
person requesting will submit a purchase order.

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