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Section D: Fiscal Management
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Policy Title: Purchasing Procedures
Policy Code: DJ
Lead Department: Purchasing
Bidding, RFP Requirements and Emergency
Relief
Tucson Unified School District No. 1 shall seek to maximize
value, to the extent practicable for each transaction.
The Tucson Unified School District No. 1 shall seek competitive
bids or quotations for all purchases in accordance with the
requirements of the appropriate sections of the Arizona Revised
Statutes, the Arizona Department of Education School District
Procurement Rules, and the Uniform System of Financial Records.
Administrative regulations prescribing purchasing procedures
for Tucson Unified School District No. 1 shall be consistent
with the appropriate sections of the Arizona Revised Statutes,
the Arizona Department of Education School District Procurement
Rules, and the Uniform System of Financial Records. Regulation
DJ-R: Purchasing Procedures is hereby incorporated into this
Board Policy.
Bids, proposals, documented sole source and emergency procurements
and awards may be approved by the Chief Business Officer,
Director of Purchasing, Purchasing Manager or Contract Manager
when the transaction is less than $250,000. The Director of
Purchasing, Purchasing Manager or Contract Manager may sign
procurement agreements on behalf of Tucson Unified School
District No. 1, when the agreements comply with applicable
rules, regulations, statutes, and policies. The Purchasing
Department shall prepare written determinations as required
by the Arizona Department of Education School District Procurement
Rules prior to issuing solicitations for multi-step sealed
bidding, competitive sealed proposals, and multi-term contracts,
or non-construction contracts requiring bid or contract security.
The Purchasing Department representative most closely involved
in the procurement shall serve as the District representative
for protests and claims on solicitations and contracts, except
those for construction, construction-related professional
services and the Food Services Department. The Director of
Engineering and Planning Services shall serve as the District
representative for construction and construction-related professional
services contract protests and claims. The Food Services Purchasing
Manager shall serve as the District representative for Food
Services Department contract protests and claims.
Construction and Construction-related Professional
Services Contracts
The Director of Engineering and Planning Services shall serve
as the procurement officer for construction and construction-related
professional services contracts. Construction-related professional
services shall include, but are not limited to architects,
engineers, geologists, surveyors, and applicable testing laboratories.
The procurement officer for construction and construction-related
services is authorized to develop, evaluate and recommend
award of applicable solicitations, and to approve, sign and
administer applicable contracts and change orders in accordance
with this Governing Board Policy. The authority to approve
and sign contracts and change orders shall not extend to bids,
proposals or purchase orders.
Food Services Fund Purchases
The Director of the Food Services Department shall serve
as the procurement officer for food services fund purchases.
The procurement officer for food services fund purchases has
the authority to approve and sign contracts and change orders
specific to food service fund purchases. The procurement officer
for food services fund is authorized to make procurements
and awards up to $250,000. All food services fund purchases
shall be made in accordance with the provisions of the Arizona
Department of Education School District Procurement Rules
and this Governing Board Policy. All food services fund purchases
shall also comply with the requirements of the Federal Child
Nutrition Programs.
Purchase Orders and After- the-Fact Procurement
A properly executed purchase order shall be issued for the
acquisition of all goods, personal services and construction.
If a school site or department orders materials, services
or construction prior to a purchase order being issued, then
an After-the-Fact procurement has occurred. After-the-Fact
procurements violate the Arizona Revised Statutes, Article
10 of the Arizona Administrative Code (School District Procurement
Rules) and the Uniform System of Financial Records. School
Sites or departments that violate statute and code will be
required to follow certain procedures (see Policy Regulation
DJ-R).
Purchase orders may be signed only by authorized staff, which
include, the Director of Purchasing, Purchasing Manager, Contract
Manager, Purchasing Department Procurement Specialists, Chief
Business Officer, or Superintendent. Purchasing Department
Procurement Specialists are authorized to sign purchase orders
for purchases up to $30,000, unless specific prior written
approval for larger amounts has been obtained from the Director
of Purchasing.
Food Services Department purchase orders may be signed by
the Director of Food Services, or designee. Food Services
Department designees are the Food Services Purchasing Manager
and Administrative Coordinator of Site Operations. Further
delegation is not allowed.
Selection of Architects, Engineers and other Professionals
It is the policy of the Governing Board that architects,
engineers and other professionals shall be selected through
competitive practices and procedures, to the extent practicable
for each transaction. Procurement of the services of architects,
engineers and other professionals shall be in accordance with
the requirements of the appropriate sections of the Arizona
Revised Statutes, the Arizona Department of Education School
District Procurement Rules, and the Uniform System of Financial
Records.
Purchasing for Personal Use
No employee may purchase goods or services for personal use
in the name of Tucson Unified School District No. 1.
No employee may sell goods or services for private gain to
students or other employees on school premises or via District
computer networks.
No employee may use his/her position with the District to
solicit, directly or indirectly, the purchase of supplies,
services or equipment at special discounts for private use
from any school district vendor.
Any person using their employment position or influence at
the Tucson Unified School District for the purpose of obtaining
goods or services for personal benefit or the personal benefit
of others shall be subject to disciplinary action up to and
including dismissal and possible criminal charges. Such activities
shall include, but are not limited to:
- Purchases at discounted rates not available to the general
public; or
- Acceptance of goods and services at no or reduced cost;
or
- Purchases with the intent of avoiding sales taxes.
It is permissible to obtain goods and services for personal
use at discounted rates where suppliers typically offer educational
discounts to employees of the District. Such discounts are
characterized by being made available to all employees regardless
of position or influence. Employees are responsible for personal
transactions with vendors, including sales tax and purchase
arrangements shall not be made through the use of District
purchase orders or procurement cards.
Procurement Card
A District Procurement Card may be used to purchase supplies
and materials with values of less than $100.00 per item. The
card may not be used for the purchase of capital equipment.
The purpose of a Procurement Card is to maximize the use of
educational funding while providing necessary controls. The
Card is a means to simplify small dollar purchases of materials
and services. It can eliminate multiple purchase orders to
various vendors and only requires one requisition to be issued
to the financial institution, who has issued the District
Procurement Card. It is an easy and convenient method for
purchasing last minute and emergency supplies and materials.
The Procurement Card improves the payment process to the District
suppliers since the suppliers are paid immediately by the
financial institution, who has issued the District Procurement
Card. The Card may also be used to purchase single need services
such as registrations, memberships, dues and subscriptions.
The Card shall not be used to purchase materials and supplies
that are inappropriate for use in a public school district.
Only designated employees that have completed the required
training session and have signed a user agreement may, in
the process of conducting School District business, use the
District’s Procurement Card for specific items. (See
Policy Regulation DJ-R, Section F.) Card usage shall be audited
regularly and must adhere strictly to usage procedures.
Ethics and Professional Conduct
The activities of the Purchasing/Warehouse Services Department,
Engineering Director and Food Services procurement staff,
as defined by Food Service Procedures, shall be conducted
on the highest level of ethical conduct. The activities of
the Purchasing/Warehouse Services Department, Engineering
Director and Food Services procurement shall promote positive
relationships through courtesy and impartiality in all phases
of the purchasing cycle by providing a prompt and courteous
reception as far as conditions will permit to all who call
on a legitimate business mission, and by refraining from reciprocal
agreements that restrain competition. Certain District staff
are required to sign and adhere to a written Ethics Policy.
Instructional Technology Acquisitions of English and
Spanish Software, Courseware and Materials
The Tucson Unified School District No. 1 is dedicated to
identifying and providing appropriate instructional technology
for the immediate and long term needs of its students. Among
these are the needs for English and Spanish materials to provide
basic instruction in the child's native language, enrichment
in the child's second language, compliance with the State
of Arizona mandate for second language instruction and support
for the District's TUSD 2000 and Beyond goal that each student
will "demonstrate mastery of two languages" by time
of graduation.
In its technology acquisitions, the District shall develop
bid specifications which demonstrate the District's commitment
to acquisition of comparable English and Spanish language
components.
Adopted: January 21, 1986
Revised: December 2, 1986
Reviewed: June 14, 1988
Reviewed: August 23, 1988
Reviewed: January 24, 1989
Reviewed: February 19, 1991
Reviewed: May 7, 1991
Reviewed: August 6, 1991
Reviewed: January 19, 1999
Revised: November 18, 2003
Revised: November 9, 2004
Legal Reference: A.R.S. 15-213. Procurement Rules of School
Districts; Adoption of Rules; Report; Recovery of Damages
By Contractor For Delay; Civil Action; Definition
A.R.S. 15-271. Duties of Auditor General For Uniform Financial
Records System; Annual Report
A.R.S. 41-2501, et seq.
Arizona Administrative Code
Cross Reference: Regulation DJ-R, Purchasing Procedures
Replaces: TUSD Policy # 3320, Purchasing Procedures
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