Purchasing

A Purchase Order (P.O.) properly numbered, signed and authorized by Business Services is the only document by which the District obligates itself to a vendor. Business Services is the only department authorized to sign and issue purchase orders.

 

Vendors are strongly advised not to provide materials or services to the District without first obtaining an authorized purchase order from Business Services. Purchases made in the name of the District without a written authorized purchase order may be considered a personal obligation of the individual and not an obligation of the District.

 

The needs of the Keyes Union School District are very diverse and include basic instructional materials, athletic supplies, furniture, audio/visual equipment, office supplies, computer hardware/software, maintenance supplies and equipment, custodial supplies, and
transportation supplies and equipment. Child Nutrition Services purchases food, food supplies, and food service equipment. The Maintenance, Operations and Transportation Department seeks contractors for school repair, renovation, construction, and other site improvements.

 

The District urges vendors to deal directly with Business Services. Vendors are discouraged from making sales calls directly to school sites and with district personnel. The District maintains a competitive environment in its approach to purchasing and suggests that vendors first contact Business Services for direction and advice before making any sales presentations. This will save time and minimize confusion as to proper roles and authority in the District's procurement process.

 

Requirements for delivery are specified on the purchase order.

 

The purchase order is the District’s contract with the vendor; therefore, any changes to the contract must be in writing and pre-authorized by the Business Services Department.

 

Billing, Invoicing, and Payments