Purchasing Manual

2-1 Purchasing Department

The duties and responsibilities of the Purchasing Department include, but are not limited
to, the following:

1. To purchase all supplies, equipment, and services needed by all schools and departments.
2. To purchase capital improvement construction projects as needed by all schools and departments.
3. To study market trends, review current developments, literature and technical sources of information and interview vendors to determine source of supplies.
4. To determine the proper and most effective purchasing method for the required supplies, equipment and services to take maximum advantage of competitive bidding, volume discounts and special pricing agreements.
5. To prepare, in conjunction with the schools and departments, complete specifications in order to release an Invitations to Bid (bid), Request for Proposals (RFP), or Invitations to Negotiate for the required supplies, equipment and services.
6. To include any and all appropriate preferences in the evaluation of bids/RFP’s in accordance with School Board Policies and State and Federal Laws.
7. To notice the Office of Inspector General of any evaluation committee meetings.
8. To include a representative from the Small Business Development in Business Practice in all evaluation committee meetings.
9. To receive, open, tabulate, evaluate and recommend bids and requests for proposals that are in the best interest of the District.
10. To negotiate prices, terms and conditions that are in the best interest of the District.
11. To issue purchase orders, contracts or negotiated contracts.
12. To participate in contract review with Contract Administrator and Contract Manager.
13. To administer requests for emergency purchases and sole source purchases in accordance with Policy 6.14.
14. To track expenditures against all bids, requests for proposals and contracts to ensure that the amount of purchase orders released does not exceed the estimated amount approved by the Board in accordance with Policy 6.14.
15. To coordinate and maintain all files and records as required by Board Policy.
16. To insure that all participants in the purchasing process complete the Conflict of Interest forms as appropriate.
17. To help the Schools and Departments purchase supplies, equipment and services the Purchasing Department has created a link “Ordering Info” which can be found on the Purchasing Department website. This “All-in-One” webpage provides procedures for how to order by Commodity, provides the Purchasing Agent’s name and contact information, the awarded vendor’s contact information, pricing and copies of all contracts and other relevant information which may be needed to make purchases in accordance with purchasing policies and procedures.
18. To provide training to Principals, Bookkeepers and others involved in the purchasing process on use of P-Cards and other purchasing procedures.
19. To maintain and operate the District Supply Warehouse and Mail Services.

2-1 (Revised 5/16/2025)

2-2 Principals and Department Heads

The duties and responsibilities of the Principals and Department Heads include, but are
not limited to, the following:

1. To insure that all personnel involved in the purchasing process receive appropriate training in the implementation of the procedures of this manual.
2. To insure that only authorized items and services are requisitioned and/or purchased.
3. To insure that supplies, materials and equipment are not requested or accumulated beyond actual needs.
4. To manage contracts and purchase orders assigned to their school or department insuring that vendors provide goods or services in accordance with contract terms and receive supplies and materials in a timely manner to insure prompt payment.

2-3 All District Personnel

Conservation, preventive maintenance, safeguarding, recovery, repair and salvage of supplies and equipment are the responsibility of all District personnel.

2-2 (Revised 5/16/2025)

3-1 Requirements and Thresholds

The Purchasing Department is charged with procuring for the District the best quality of supplies, equipment and services at the lowest cost. In order to maintain economies of scale, it is necessary for the Purchasing Department to combine like purchases. Therefore, it is required that all requisitions over $1000 be entered in PeopleSoft. The Purchasing Agent will review and evaluate all requisitions over $1000 and group all like items together. This process may require a formal written solicitation to be released by the Purchasing Department.

Prior to making or requesting any purchase, approval must be obtained from the Principal/Department Head or Chief responsible for the funding who shall ensure that the order does not exceed the applicable available budget.

3-2 (Revised 02/10/2025)

3-2

1. Purchases may be made for any dollar amount when using the marketplace. However, please make every effort to avoid orders less than $25.00. Special Request orders for goods and/or services shall have a minimum purchase order amount of $1000. Schools/departments are responsible to combine like purchases. Purchases must not be split to avoid meeting this threshold. Purchases less than $1000 may be processed as follows:
   
   
   1. Purchasing Card – Orders are placed directly with the vendor using the purchasing card. Payment is made using the purchasing card procedures.
   2. Employee Reimbursement – Orders are placed directly with the vendor and paid for by the requester. Reimbursement is requested through accounts payable.
   3. Internal Accounts - Purchase can be paid through an internal account utilizing established procedures.


2. A purchase for services, supplies, and equipment for any item or group of similar items over $1000 but less than $5000 does not require a quote, but a requisition, when utilizing other than internal funds, must be sent to Purchasing to evaluate and create a purchase order. Purchases must not be split to avoid meeting this threshold.


3. Purchases for services, supplies and equipment for any item or group of similar items between $5,000 and $10,000 that are not exempt from competition must have three (3) competitive quotes secured, and attached to the Purchase Order. Purchases must not be split to meet this threshold. The requisition, when utilizing other than internal funds, must give clear, precise direction and specifications to the Purchasing Agent. Quotes may be secured by telephone, letter, email or facsimile by either the end user or the Purchasing Agent.
   
   Please remember to never give a vendor the approval to perform a service or deliver goods unless you and the vendor have a purchase order dispatched by the Purchasing Department. The purchase order dispatched by the Purchasing Department is the only legal authorization for a vendor to perform.


4. It is required that purchases for services, supplies and equipment for any item or group of similar items between $10,000 and $50,000 that are not exempt from competition have a formal quote (RFQ on Bidnet Direct) issued by the Purchasing Department. The Director of Purchasing may waive this requirement and accept quotes through means other than Bidnet Direct when in the best interest of the District. A minimum of three vendors must be contacted, one of which must be currently certified Small Business Enterprise (SBE) firms, when such vendors are available.
   
   If you have received a quote(s) from a vendor(s), please forward it to the appropriate Purchasing Agent for review and deposition.


5. A purchase for services, supplies, and equipment for any item or group of similar items over $50,000 that are not exempt from competition require a sealed competitive solicitation to be released by the Purchasing Department. Sealed competitive solicitations shall be received through Bidnet Direct to the Purchasing Department until the date and time that is indicated in the document for the return of responses to the solicitation. Any response received after the designated time will not be accepted nor considered for evaluation, recommendation and award.
   
   Once a solicitation is released by the Purchasing Department, it is important that you do not discuss the requirements of the solicitation or in any way offer additional information to vendors. If a vendor contacts you, please refer them to the appropriate Purchasing Agent. No verbal or written information obtained other than through the written solicitation is binding on the District. Purchasing staff may determine availability of an alternate source contract (piggyback) to utilize in lieu of performing the competitive solicitation by the District if in the best interest of the District.

Chapters 15 and 16 will discuss in detail the competitive sealed Invitations to Bid and Request for Proposals/Direct Negotiations processes. The above information is intended as a guide to the overall purchasing authority, requirements and thresholds.

3-2 (Revised 02/10/2025)

4-1 Purchases which may be exempt from the competitive process are as follows:

1. Any purchase below the bid threshold, currently $50,000 for formal competition and $5,000 for informal competition or quotes.
2. Educational Services from a recognized educational institution.
3. Copyrighted Materials such as educational tests, textbooks, printed instructional materials, computer software, and library or reference books where such materials are purchased directly from the producer or publisher, the owner of the copyright, an exclusive agent within the state or a governmental agency.
4. Professional Services to include artistic services, academic program reviews, lectures by individuals, training, auditing services, legal services, and health services.
5. Purchases made from PRIDE (Prison Rehabilitative Industries and Diversified Enterprises, Inc.) or RESPECT (Florida’s preferential purchasing program for individuals with disabilities).
6. Purchases where state or federal law, a grant, or state or federal agency prescribes with whom the School Board must contract with if the rate of payment is established during the annual appropriation process.
7. Emergency Purchases made in accordance with Board Policy 6.14.
8. Purchases for maintenance and/or service contracts on various types of technical equipment that are offered and/or supplied only by the original manufacturer or its representative, or that are required to maintain the integrity of the manufacturer’s warranty or that are part of the manufacturer’s rental/lease/lease purchase agreement terms and conditions.
9. Information Technology may be exempt from competition when in the best interest of the School District and approved by the Director of Purchasing.
10. Regulated Utilities or government franchise services.
11. Insurance, other than employee group insurance, risk management programs, or contracting with third party administrators when in the best interest of the School District.
12. Food products in compliance with Rule 5P-1.003, Florida Administrative Code, and Policy 6.17, except milk unless in accordance with Board Policy 6.14 paragraph 5.
13. Purchases of goods or services available only from a single source in accordance with Board Policy 6.14 paragraph 5.

If you have any questions regarding the above exemptions, contact the Purchasing General Manager.

Please note that these exemptions do not waive other threshold requirements.

4-1 (Revised 5/16/2025)

Typical Purchases that Require Additional Information or Special Handling Before Processing

1. Computer Equipment and Software: Technology items must be approved by theTechnology Clearing House Committee (TCC) or at employeehub.palmbeachschools.org/all-employees/technology/it-security/technologyprocurement. Contact the Information Technology Service Desk at 561-242-4100 or thePurchasing Agent assigned to this commodity for additional assistance.


2. Food: The purchase of food for anything other than the School Nutrition Program or for education programs using operating funds (1000) is prohibited by Florida State Statutes. For example, the purchase of food using operating funds to serve during a meeting would be prohibited. Title I and other grant funds may allow the purchase of food in certain situations.
   
   Schools and departments may use certain internal funds to purchase food when desired and appropriate in accordance with the internal account procedures.


3. Medical Supplies: The School District entered into an agreement with the Health Care District wherein the Health Care District will supply all basic clinic supplies to all school clinics. If you have any problem with the quantity or quality of medical supplies in your clinic, please notify the department of Support Services. All other medical supplies not used in the school clinics will be purchased in the usual manner.


4. Facilities: Purchases which add to or change the school building or site such as playground equipment, marquee signs, permanent bleachers, pavilions, etc., must be approved by the Facilities Management Department. Questions regarding these items should be addressed to your Area Manager or the Purchasing Agent assigned to the commodity.


5. Personal Items: Purchases of briefcases, leather planners, expensive desk accessories, etc., are considered personal items and will not be approved. Employees are expected to act in the highest ethical manner and preserve the public trust including carrying out their purchasing decisions.


6. Printing Requests: Refer to the All‐In‐One Purchasing Website for all printing needs, including business cards. Please use the bid awarded vendors listed. Questions may be routed to Purchasing Agent(s) assigned to this commodity.


7. Forms: All forms which request information and are distributed beyond the department for signature and/or to gather information must be approved by the Forms Committee. Questions should be directed to the Information Technology Department – IT Technical Operations.

5‐1 (Revised 5.16.25)

6-1 Purpose

Information presented on the requisition provides the basis for the Purchases made on behalf of your school/department. The requisition serves to inform the Purchasing Agent of the needs of school/department and to fully define the material or services requested. An accurate and well planned requisition will insure the completion of an economical and timely purchasing transaction.

6-1 (Revised 5/25)

6-2 Pre-Planning

1. Always invest a sufficient amount of time in planning and preparing your requisition for the items or services needed. Remember your requisition will determine what you will receive and how quickly you will receive it. Any additional information you supply to the Purchasing Agent will help the purchasing process flow smoothly. (I.e. suggested vendors, manufacturer or model numbers, previous purchase orders, brochures or literature, etc.) However, if a school/department has critical, complex or expensive requirements coordinate with the Purchasing Agent prior to the issuance of the requisition.
2. The Purchasing Agent will determine the most effective method to purchase the items on your requisition. A contract may be in-place, the item may be deemed bid exempt and eligible for Direct Negotiation or it may require that the Purchasing Agent obtain formal competitive responses through an Invitation to Bid (Bid) or Request for Proposals (RFP).
3. The formal Bid or RFP process from the time of receipt of specifications to final approval may take 90-120 days. Administrative lead time for purchasing includes preparation of the bid or proposal documents and review by the using department prior to release (mailing). The following are the minimum days from mailing to bid opening and minimum days on informal quotes used by the Purchasing Department;
   
   Purchasing Action: Minimum Days to Opening
   Informal Written Quote: 1 - 10 Days
   Sealed Bid: 21 days
   RFP 28: Days
   
   After competitive Bids or Proposals are received and evaluated, a successful vendor or group of vendors is selected for award. Final approval requires School Board action on purchases which are $250,000 or greater per vendor per fiscal year.
4. Use the rule, "Five W's and an H," when preparing a requisition.
   
   Who: Who needs it? Who will receive the goods or services? Who will administer the contract and assure compliance by the vendor? Who are the recommended vendors? Who is authorized to approve the Requisition?
   
   What: What is needed? (Item, service, installation, training, warranty) What are the critical features that the school/department must have? What funds will be used to pay for the item? What is the budget estimate? What are the criteria for acceptance or rejection?
   
   Where: Where must the item be delivered? Where will it be used?
   
   When: When must the item arrive? When will the school/department personnel be at the location to receive the item?
   
   Why: Why is the item needed? Why is the delivery time important? Why are certain features important?
   
   How: How is the item to be used? How is it to be packaged for delivery?

6-2 (Revised 5/25)

6-3 Requisition Dos and Don'ts

DO

• Use PeopleSoft (Marketplace or Special Request).
• Provide as much information as possible.
• Provide a description of functional, performance or technical characteristics, as appropriate.
• Use Attachments – Scan and attach to your requisition quotes or other pertinent data that needs to accompany the Purchase Order.
• Obtain required approvals before submitting request.
• View District technology standards at Informational Technology Department Website (for internal use) or contact Information Technology Department for assistance or advice on technology purchases.
• If you contact a vendor, inform them you are seeking "budget estimates only" or "comparative specifications." Tell vendors competition will be obtained in accordance with School Board policies by the Purchasing Department.
• Contact the appropriate Purchasing Agent for assistance.
• View Purchasing Department All-In-One website on a periodic basis to obtain detailed ordering information.
• Ensure that principal/department head or authorized department designee reviews and approves requisitions on a regular basis.
• Communicate the importance (i.e., grant funds, impact on instructional process) of your request. Communicate any additional information in the comment section of your requisition.

DON'T

• Assume that Purchasing or vendors are familiar with all your needs.
• Divide requirements to fall under the competitive threshold.
• Copy specifications verbatim from a vendor's publication.
• Assume competitive requirements will be waived.
• Assume the same vendor will win the order all the time.
• Provide information to any potential bidder during the bidding process.
• Refer all questions to the Purchasing Agent. All bidders must be notified in writing of any changes or interpretations, and all bidders must receive the same information.
• Authorize any changes to a purchase order or contract. Changes must be made in writing by Purchasing.
• Authorize any vendors to proceed without a purchase order.
• Sign any document (agreement or contract) that binds the district.
• Obtain goods or services (if over $1000) without a valid purchase order.

6-4 Requisition Preparation

Requisitions are entered through the Financial Management application in PeopleSoft.
The navigation is as follows:

SDPBC Employee Portal > PeopleSoft Tile > Financials Tile > eProcurement > Requisition

To order common items and / or access staff requests, click on SDPBC Market Place Catalog on the Web tab. To order items not found in the Market Place, order with a Special Requisition on the Special Request tab.

Staff members may send order requests directly to the person responsible for purchasing in their respective department. The navigation is as follows:

SDPBC Employee Portal > PeopleSoft Tile > Marketplace Tile > SDPBC Marketplace

Detailed job aids are available in PeopleSoft for completing order requests and
requisitions.

6-3 (Revised 5/25)

7-1 Definition

The term "specification" refers to that portion of a solicitation that describes the characteristics of a commodity or service required by a using agency. It is used interchangeably with the terms, "purchase description," "purchase specification," "purchase requirement," "commercial item description," "scope of work" and "statement of work." A specification may include requirements for samples, prototypes, inspection, testing, warranty and packaging. The specification portion of a solicitation should not contain bidding instructions, contractual terms and conditions, pricing formats or similar materials.

7-2 Authority of Specifications

The District gives the Purchasing Agent the authority and responsibility for specifications. Since the purpose of a specification is to translate a user's need into the delivery of goods or services, the development of specifications must be a cooperative effort between the using agency and Purchasing. However, prior to release of a specification, as part of a solicitation, the Purchasing Agent must be satisfied that it will result in a fair and equitable competitive purchasing.

7-3 Types of Specifications

There are several types of specifications. The development, selection and use of a particular type is dependent on the situation, time, information available and needs of the user.

1. Performance Specifications: Performance specifications (also known as Functional Specifications) are preferred since they communicate what a product is to do, rather than how it is to be built. Among the ingredients of a performance specification would be the following:
   1. A general nomenclature or description;
   2. Required performance characteristics (minimum/maximum) to include speed, storage, production capacity, usage, ability to perform a specific function;
   3. Operational requirements, such as limitations on environment, water or air cooling, electrical requirements;
   4. Site preparation requirements for which the contractor will be responsible, such as electricity, plumbing, or for which the District will be responsible;
   5. Compatibility requirements with existing equipment or programs;
   6. Conversion requirements for maintaining current equipment or system until switching to the new equipment or system;
   7. Installation requirements;
   8. Delivery date;
   9. Maintenance requirements;
   10. Supplies and parts requirements;
   11. Quantity and method of pricing;
   12. Training Requirements;
   13. Warranty; and
   14. Service location and response time.
2. Design Specifications: Design specifications employ dimensional and other physical requirements and concentrate on how a product is fabricated, rather than on what it should do. Design specifications are normally prepared by architects and engineers for construction or custom manufactured products. Among the ingredients of a design specification would be the following:
3. Dimensions, tolerances and specific manufacturing or construction processes;
4. References to a manufacturer's brand name or model number; and
5. Use of drawings and other detailed instructions to describe the
6. product.
7. Brand Name or Equal: When a specification mentions a manufacturer's brand name or model number, it should also include the words "or equal." In this regard, "or equal" is interpreted to mean, "substantially equal and capable of performing the essential functions of the referenced brand name or model." Identify in the requisition any specific features of the referenced brand that must be met.
8. Scope of Work for Services: The following is an outline of the
9. types of information that should be included in a scope of work for purchase
10. of professional or other services:
11. General Requirements. Describe the vendor's responsibility to provide a service or product, a specific study, design or report for the using school/department.
12. Specific Requirements. Address the specific tasks, sub-tasks, parameters and limitations which must be considered in producing the service or final project. Such factors as the following should be included:
13. Details of work environment;
14. Minimum or desired qualifications;
15. Amount of service needed;
16. Location of service;
17. Definition of service unit;
18. Time limitations;
19. Requirements for sub-contractors including the use of District certified Small Business Enterprises;
20. Travel regulations or restrictions;
21. Special equipment required; and
22. Other factors affecting working environment.
23. District Provided Materials or Services. List any plans, reports, statistics, space, personnel, or other District provided items that must be used by the contractor.
24. Deliverables, Reports and Delivery Dates. Identify the specific delivery dates for all documentation or other products the contractor must furnish. Be clear about the expectations of the District for the contractor's performance.

7-4 Specifications Dos and Don'ts

A. DO'S
۰ Be specific and detailed in presenting mandatory requirements in
providing projects, goods or services, i.e., licensing, drawings,
blueprints, bonding requirements and insurance.
۰ State a requirement of fact once and avoid duplication.
B. DON'TS
۰ Present something as mandatory if it is really optional;
۰ Write specifications or scope of work that restrict response to a single
bidder/offer or; and
۰ Place bid/proposal administrative or contractual terms in the
specification portion of the document.

7-5 Preparation and Review of Specifications

Schools/Departments are responsible for the first draft of specifications to be
submitted to Purchasing. Lengthy and complex specifications may be submitted to
the Purchasing Department by email in Microsoft Word. After Purchasing has
reviewed the specifications and writes the special and standard terms and
conditions, the School/Department will be forwarded a draft for review and sign off.

8-1 Pre-Planning

1. Always invest a sufficient amount of time in planning and preparing your Sole Source Justification Form (PBSD 1625) for the items or services needed.
2. The formal Sole Source process from the time of receipt of Sole Source Justification Form to final approval may take a maximum of 30-45 days. Administrative lead time for purchasing includes preparation of the intent to purchase from sole source documents.
3. Purchases over $250,000 per vendor per fiscal year require advance approval by the School Board.

8-1 (Revised 7/18)

8-2 Sole Source Procedures

1. General: The School Board Policy 6.14 authorizes waiving the competitive bid process when a written justification has been made by the responsible Administrator, Purchasing Agent, General Manager, and Director that there is only one source available to supply a good or service.
2. Criteria: The following are the criteria used for determining sole source:
   1. Item, rather than its function, is the subject for instruction.
   2. Item(s) is (are) only acceptable replacement part(s) known.
   3. Item(s) must be physically or chemically compatible with existing item.
   4. Only item(s) approved by authorized evaluation for use intended.
   5. Item(s) must be identical to an existing item(s).
   6. Process or material storage compatibility.
   7. Parts and attachments interchangeability.
   8. Material and job interchangeability.
   9. Continuity of design.
   10. Other - Requires detail explanation.
3. Procedures: (See Sole Source Justification Form on page 8-3) The following procedures shall be used:
   1. Complete the Sole Source Justification form PBSD 1625.
   2. Forward completed form to appropriate Principal/Department Head for signature and approval.
   3. Forward completed form to the Purchasing Agent.
   4. The Purchasing Agent will receive the request and issue a public notice of the intent to purchase from a sole source by posting the intent on www.bidsync.com.
   5. A public opening will be held at the date and time advertised and announcement of all responses will be received.
   6. Evaluation of responses based upon the intent to purchase from a sole source.
   7. General Manager of Purchasing will review and approve/disapprove.
   8. Director of Purchasing will review and approve/disapprove. At this point a determination will be made by the Director of Purchasing whether an agenda item will be prepared for the School Board.

8-2 (Revised 7/18) 

8-3 Emergency Purchase Procedures

1. General: School Board Policy 6.14 authorizes the Superintendent to approve a waiver of competitive processes when the items ne ded are necessary to maintain a safe operational environment, the loss of which would create a situation which would adversely and unduly affect the safety, health or comfort of building, occupants or otherwise cause loss to the School Board.
2. Criteria: The following is the criteria for determining whether to use Emergency Purchase Procedures:
   1. An equipment breakdown or act of God threatens to terminate essential services; or
   2. Public safety, health or welfare are threatened by a dangerous condition or immediate need for supplies, equipment or services.
3. Procedures: The following are procedures to be followed for emergency situations:
   1. During normal District business hours, the Principal/Department Head shall notify the Purchasing Agent of the emergency situation and shall provide the Purchasing Agent with the following:
      1. The nature of the emergency;
      2. The estimated cost of the service/goods required;
      3. The vendor recommended to receive the order; and
      4. A requisition entered and approved in PeopleSoft.
      This written justification of the purchase shall be signed by the initiating Administrator and his/her Regional Superintendent, Director / Assistant Superintendent, Chief Officer and Superintendent. The Purchasing Department will then have it approved by the Superintendent or designee and process the purchase order.
   2. If a purchase must be made during other than normal District business hours, the initiating Administrator shall call the Director of Purchasing or designee or the Superintendent or designee and request approval to proceed with the emergency purchase. The above mentioned paperwork shall follow the approval of any such emergency purchase prior to the close of the next business day in the District.
   3. The initiating Administrator shall take special care in ensuring the emergency service is completed promptly and accurately. Any problems should be reported to the Purchasing Agent promptly

8-3 (Revised 7/18)

9-1 Conditions Applicable to Requistion Approval

1. When Requisitions are saved and submitted they will automatically go into Workflow approval.  The principal/department head or authorized department designee will approve all requisitions ordered for their school/department.  Special Funds such as Title 1 or other grants may go to the grant manager for approval after the principal/department head approval.
2. If principals/department heads wish to designate another person as their designee to approve requisitions either for a short time or long term, they do so by going to the PB Workflow approval routing link.
3. Budget Checking should always be completed prior to saving & submitting requisitions.
4. Do not code a requisition to a function or object just because that is where the budget is. Prior to entering your requisition online, determine the proper coding and process appropriate budget transfers.
5. To help ensure requisitions are charged to the proper account, all requisitions (including Market Place orders) are routed through the Accounting Department for a review of the financial coding information. Should a requisition contain a coding error, it will be denied and returned to the originator for correction.  An explanation and instructions for correcting the requisition will accompany all denials.  Once corrected, the originator may resubmit the requisition for processing.  Approved requisitions with no coding issues will be forwarded for procurement.

9-1 (Revised 5/21/25)

9-2 Payment Processing of Payments in PeopleSoft

Payment of orders is accomplished through the receiving process.  Please see your school/department Missing Receipts Report on the SDPBC Top Reports in PeopleSoft to review information about invoices submitted that have not yet been received.  

How Do I Request Payment for Memberships and Dues?

Memberships and dues are handled as P-Card payments if under $1000 or Special Requests in PeopleSoft.  Remember that if using your P-Card you must confirm with accounts payable that the organization to be paid has been approved and placed on the District's compliance list before payment takes place.

What Is the Compliance List?

The compliance list is a file containing names of organizations that have certified their records are open for public inspection.  Section 119.012, Florida Statutes, states:  if public funds are spent by an agency in payment of dues to any organization, then financial, business and membership records pertaining to the government agency shall be public record and subject to inspection. Furthermore, the School District is a nondiscriminatory public agency and prohibits association with any organization which discriminates on the basis of race, sex, age, sexual orientation or religion. 

If payment requests are submitted for an organization that is not listed on the compliance list, Accounting Services will send the organization a letter requesting they certify their records are open for public inspection, in accordance with Section 119.012, Florida Statutes.  Payment will not be processed until our compliance letter is received with an affirmative reply from the organization.  We will forward an informational copy of the compliance letter to the originating school or department.

What About Memberships and Dues Processed Through Internal Accounts?

Requests for memberships and dues to be processed from internal accounts are verified like those from the District budget.  If you do not know if an organization is on the compliance list, please contact Accounting Services to request verification of the organization's compliance status. Please make sure that you provide the complete name and address of the organization. Accounting Services will check the compliance list and inform you of the organization's compliance status.  Upon receipt of confirmation that the organization is on the compliance list, a check may be issued from internal accounts.

How and When Do I Request a Change Order?

If you wish to change a Purchase Order that has already been issued, email the Purchasing Agent.  Requests might include:

• Blanket PO Amount increases or decreases
• Change of item descriptions/specifications
• Quantity Changes:  increase or decrease order quantities
• Changes to add or adjust freight costs
• These requests always need to be made in writing.  All Purchasing Agents have access to email, which is a prompt and reliable channel of communication (See Appendix).

For Change orders in funding strips, email the request to the appropriate Purchasing Agent.  The request will be forwarded to the Accounting Department for review of financial coding information.

To cancel unwanted or discontinued items or to add new items or to increase existing quantities on a normal purchase order, send an email to the Purchasing Agent.  Include the PO number, the vendor name, and specify the line item number that needs to be increased or decreased.

A change order may serve many purposes:

1. It serves as official notice to the vendor that the items are no longer needed and that they should not be shipped, new items are required and/or an increase in existing quantities;
2. It reduces the PO total and reduces the encumbrance; the dollars that are no longer encumbered are available to fund new purchases;
3. Once the quantities on the PO and the invoice quantities are in agreement and the receipt has been updated, it allows Accounts Payable to close the order and pay the vendor.

9-2 (Revised 5/21/25)

To increase or decrease a blanket purchase order, contact the Purchasing Agent via email. Include the PO number, the vendor name, the amount to be increased or decreased, and the reason for the change.  

To have a Purchase Order closed, send an email to closePOrequest@palmbeachschools.org and include the PO number and remaining balance, if any. PO’s cannot be closed unless all items to be received have been received and paid.

What if I Want to "Unreceive" (Remove Receipt) from an Order?

You may cancel a receipt only if it has not been paid.  Sign into PeopleSoft, click on the Financials Tile, eProcurement, Manage Requisitions. Enter the PO #, click Search.  Click on the gray arrow to the left of the Requisition ID. Click on Receiving, click on the Details icon for the line item of the receipt you want to cancel. Click on the red “X” at the top of the screen to cancel the receipt. A job aid for detailed instructions can be found in PeopleSoft.

Can I Make Partial Payments on a Purchase Order?

Yes, all purchase orders may be partial paid.

How Long Is My Normal Purchase Order Valid?

Until it is completed or canceled.  Unpaid normal purchase orders roll forward from one budget year to the next.  The standard time frame for completion on most commodities is 60 days.  If the vendor can't fill the order in a timely manner, contact the Purchasing Agent for assistance or to cancel the undelivered items.

How Long Is My Blanket Purchase Order Vaild?

Blanket purchase orders are only valid in the fiscal year they are issued.  They are closed out at the end of each fiscal year and at the end of the contractual annual term of the contract.  It is important to be sure all invoices charged against blanket purchase orders are paid prior the close of the fiscal year or annual contractual term; otherwise, they may have to be paid from the next year's budget allocation or the next contractual period.  Be sure that you have funds on any blanket purchase order prior to making a request from the vendor to deliver goods or services.

How Should I Handle Common Ordering and Delivery Problems?

The Purchasing Agents will be able to assist with ordering or delivery problems.  If your order isn't delivered in a satisfactory manner or if there is a dispute that cannot be resolved with the vendor, call the Purchasing Agent for assistance.  Purchasing Agents are constantly monitoring vendor performance, so your feedback is important. Be sure to complete the vendor evaluation after receiving an item or service in PeopleSoft. Common ordering and delivery problems include the following situations:

If the Vendor Duplicates Your Order:  The Purchasing Agent is familiar with the return policies that are incorporated into our bids and can be a valuable resource in resolving duplicate orders with vendors.

If the Vendor Doesn't Deliver on Time:  The Purchasing Agent can help expedite delivery of your order.  If the vendor doesn't complete the order within the time frame specified on the PO, you may contact the Purchasing Agent for assistance.

9-3 (Revised 5/21/25)

If the Vendor Delivers Unsuitable, Shoddy or Damaged Goods: Complete the vendor evaluation.  Purchasing Agents are interested in vendor performance, and your feedback may influence the future awards of School District bids.  It is important that vendor deficiencies be documented in a timely manner and forwarded to the appropriate Purchasing Agent for corrective action.

Special Instructions Regarding Summertime Deliveries:  If orders are received during the summer months, it must be inspected immediately to insure it is in good working condition and then it must be promptly received in PeopleSoft to ensure payment to the vendor.  The warranty period begins when the goods are accepted.  If staff is not available to inspect the goods or give the receipt in PeopleSoft, a note should be included on the purchase order requesting delivery at a later date.

Monitor Your Purchase Orders Closely:  To avoid delinquent payment to vendors and the risk of having the entire District placed on credit hold, please monitor your purchase orders on an ongoing basis and acknowledge receipt in PeopleSoft as soon as the order is satisfactorily completed in its entirety.

How Do I Correct the Account Strip on a Paid Purchase Order?

To Correct Account Strips on Paid Transactions:  If a purchase order has been paid out of fund 4XXX (with the exception of funds 4201, 4203, 4217, 4220 and 4221) and you wish to reclassify the PO expenditure contact Rick Oglenski at PX 48766 for a JE Request Form;  for funds 4201, 4203, 4217, 4220 and 4221 contact Federal and State Programs with the specific information including the PO number, check number, date, amount, incorrect account strip, correct account strip, etc. and a journal entry will be made to move the expense to the correct funding strip;

If a purchase order has been paid out of fund 1XXX (except 1801), and you wish to reclassify the PO expenditure email finact@palmbeachschools.org with appropriate documentation attached. Specific information, including the PO number, check number, date, amount, incorrect account strip, correct account strip, etc., should be included and a journal entry will be made to move the expense to the correct funding account strip.  Be sure a sufficient balance is available in the new account strip.

Who Can Help Me Determine the Correct Account Strip?

If there is any question about the appropriate account strip to use on a requisition or purchase order, please call the Accounting Department for assistance.

Who Can Help Me Change the Address That Is Printed on the Purchase Order for My School or Department?

If the ship to address or other information printed on the top of the Purchase Order for your school or department is incorrect, contact the Purchasing Department and the appropriate changes will be made.

9-4  (Revised 5/21/25)

My Requisition Disappeared from PeopleSoft. What Happened?

Your requisition should never disappear from PeopleSoft.  Please contact the Help Desk if this occurs.

What Happens to My Budget Dollars When the PO Is Created?

The net effect on your available balance is zero: the dollars that were committed by the requisition are converted to an encumbrance once the PO is generated.

Who Normally Receives a Copy of the Purchase Order Once It Is Printed?

The vendor will receive the purchase order electronically, via email or fax whichever they request.

9-5 Travel

All travel reimbursement shall be in accordance with Fla. Stat. § 112.061, State Board of Education Rule 6A-1.056, and policy 6.01. Unnecessary travel is to be avoided, and necessary travel is to be taken with the greatest possible economy. Reimbursement of travel expenses shall be limited to those expenses that are necessary to the performance of a public purpose for the District and authorized by the Board, Superintendent or designee.

There is a deadline to submit requests for travel reimbursements as outlined in the Board Policy.  Requests must be sent to Accounting Department no later than the last day of the subsequent month following the month of travel except for June reports which are due five working days after June 30th.  Requests received after the due date will not be processed by Accounting.

What Do the Terms on the Front of the In-County Claim Form Mean?

Definitions for In-County Travel:

1. Official Headquarters - The location to which an employee is assigned and regularly reports to work.  Every employee shall have an official headquarters.
2. Business Mileage - Necessary mileage incurred while conducting School District business.  It should not include any miles related to lunch, personal errands, etc.  It will include the commuting portion (driving to and from work) for computational purposes.  It must always begin and end at home for an official travel day.
3. Commuting Mileage - Mileage normally incurred from home to official headquarters and from official headquarters to home.  Commuting miles must be recorded on the form for each day travel is claimed.  It should be deducted only once per workday.
4. Reimbursable Mileage - malways equals the difference between business miles less commuting miles.

9-5 (Revised 5/21/25)

What Are the Guidelines for In-County Travel?

1. While in county, if an authorized person is required to use their personal vehicle during the course of discharging his/her duties, this person is eligible to claim reimbursable mileage as defined above.
2. Commuting miles shall not be reimbursed unless incurred outside the regular workday: required night time and weekend travel is exempt from the commuting restriction that normally applies.
3. Meals may not be claimed for travel restricted to Palm Beach County.
4. Computation of reimbursable miles: Sum business miles (to and from official destinations, including commuting miles) less round trip commuting miles.  Any exceptions should be referred to the Accounting Services Department.

How Do I Request Leave for Out-of-County Travel (Temporary Duty Elsewhere)?

To request leave for Temporary Duty Elsewhere (TDE), you must submit a leave through District Forms PBSD 2556 Temporary Duty Elsewhere Request. Travelers must include the following information where shown on the form.

1. Inclusive Travel Period:  The first and last travel dates you expect to be out of the county on District business.  These dates should include days required to get to and from your destination.  The total number of days should also be computed and recorded where required.
2. Business Purpose:  Identify the reason for the trip or temporary reassignment.  The destination (city and state) must also be recorded where indicated on the form.
3. The Cost of the Trip:
   1. Total Dollars: The total cost of the trip must be identified in the appropriate blocks on the form.  If there is no cost, it should be indicated on the form.
   2. Funding Source:  The source of budgeted funds must be recorded where applicable on the form.  When not funded by the budget, other sources such as internal accounts, DOE or any other entity must be disclosed.
   3. Substitute: Identify the need for an instructional replacement.

All out-of-county travel must be submitted on the Temporary Duty Elsewhere (TDE) Form PBSD 2556. It must be signed by the traveler and approved by the Director/Principal/ Administrator who is responsible for the budget that will be charged.  It is the responsibility of the approving official to ensure that there are sufficient account balances available to cover any costs associated with the request.  Verbal approval does not constitute an approved TDE; approval must be in writing.  No financial obligation or commitment can be made for travel arrangements (i.e., registration, hotel, car rentals or airline tickets) until the TDE has been approved by the proper authorizing official. No overnight travel will be considered when traveling to a county contiguous with Palm Beach County.

9-6 (Revised 5/21/25)

Don't forget, a copy of the approved, signed TDE must be attached to EVERY separate request for payment the TDE relates to: hotel registration, airline, reimbursement claim form, etc.

On Out-of-County Claim Forms, Must I Always Attach Copies of the Itenized Hotel Bill, Even if the Bill Was Paid By P-Card?

Yes. Always include the hotel bill in your reimbursement claim documentation.

On Out-of-County Claim Reimbursements, Must I Include Copies of the Completed Registration Form, Even if the P-Card Was Used to Pay the Registration?

Yes. The registration form documents the business nature of the trip and may be used to determine allowable claims for meals.  For example, if lunch is part of the registration fee, the traveler should not claim the meal allowance for lunch on the day the conference provided the meal.

On Out-of-County Claim Reimbursements, Must I Include the Airline Tickets and Itinerary, Even if the District Paid the Travel via P-Card?

Yes. The airline ticket confirms that the ticket was used for the purpose intended; the itinerary serves to document the times and destinations of departing and arriving flights.  Both are an important part of the paperwork and must be attached to the Out-Of-County claim reimbursement form.

The Out-Of-County reimbursement form is intended to capture and summarize ALL OF THE EXPENSES the District paid in association with a trip. This is where the trip costs are all tied together.  For the documentation package to be complete, all prepaid items must be disclosed on the form and documented by the traveler. 

9-7 (Revised 5/21/25)

Please refer to the manuals provided by the K-12 Instructional Materials & Library Media Services Department.

• Instruction Materials
• Library Media Services

For your reference:

• FY23 Book Ordering Procedures Bulletin #P23-074
• Book Ordering Procedure Checklist Bulletin #P23-116 DSCOS

If you have questions, please contact Instructional Materials & Library Media Services.  

10-1 (Revised 2/18)

11-1 Purpose

The Purchase Order is a computer generated document prepared by the Purchasing Department to place orders with vendors based on a purchasing process coordinated by the Purchasing Department. This document is a legally binding contract and will serve as the basis for an order, receiving report and payment voucher. It provides an audit trail for transactions processed by the Purchasing Department on behalf of all schools and departments.

11-2 Limitation

There is no limitation on the amount for which a purchase order may be issued.

11-3 Distribution

The Purchase Order shall be dispatched or sent to the vendor electronically by either email or fax; whichever the vendor prefers. No copies of purchase orders will be provided.

11-4 Signature

The vendor and Purchasing Department copies will be signed and approved electronically. Authority levels for approvals are:

• Up to $25,000 - Purchasing Agent
• Up to $50,000 -  General Manager of Purchasing/Purchasing Director
• Up to $100,000 - Chief Financial Officer
• Over $100,000 - Superintendent of Schools

11-5 Purchase Order Waiver

The Director of Purchasing may approve a payment to be made without a purchase order when deemed appropriate and in the best interest of the District.

11-1 (Revised 10/29/18) 

Purchases From School's Internal Funds

Principals are directed to utilize bid awarded vendors when available for all internal fund purchases. When bid awarded vendors are not identified, then the principal must follow the standard purchasing procedures which include obtaining 3 or more quotes for all purchases over $5000 and engaging the purchasing staff to solicit formal bids for purchases over $50,000 when required.

Principals have delegated authority for certain purchases when using their internal accounts per Policy 6.14 summarized as follows:

1. Principals may use their P-Card for purchase of goods up to $1000 per vendor per day and for approved travel expenses in accordance with the travel policy 6.01.
2. Principals may contract for services up to $5000 per vendor per fiscal year;
3. Principals may purchase up to $50,000 in commodities and contractual services using internal funds from vendors who have already been awarded a contract by the School Board or its designee in accordance with Section 5 of Policy 6.14 for the particular commodities or contractual services sought by the Principal.
4. Principals may purchase up to $15,000 in commodities per vendor per fiscal year using internal accounts purchase orders from vendors who have not been awarded a contract by the School Board or its designee in accordance with Section 5 of Policy 6.14.
5. Principals may not divide the procurement of commodities or contractual service so as to avoid the delegated monetary threshold.
6. Principals may also purchase commodities and contractual services using internal funds of the school following internal fund procedures with no dollar limitation for:
   1. Graduation supplies and yearbooks
   2. Class pictures
   3. Class rings
   4. Prom
   5. Homecoming
   6. Dances
   7. Award and / or recognition banquets
   8. Project Graduation
   9. Fundraising projects and activities meeting the requirements of policy 2.16

Principals are encouraged to engage students in decision making whenever possible when making purchases from their internal accounts funds.

All internal accounts purchases require approval by the principal prior to the purchase being made. Principals have flexibility in managing their approval process as they deem best for their school. Small dollar purchases defined as orders under $1,000 may be approved verbally if the principal chooses this option. All other purchases require written purchase orders, signed consultant contracts, an approved field trip request form, signed TDE or an approved fund raising application to initiate the order.

Any purchase which exceeds the delegated authority of the Principal should be emailed to the General Manager of Purchasing for review and approval.  These purchases will be returned to the school via email as approved or as denied with a process to follow to resubmit for approval. The purchasing staff has a goal of returning all internal accounts purchases within 5 business days unless a solicitation and/or board approval is needed.

12-1 (Revised 7/18)

12-2

Remember to always engage the services of your Facilities Coordinator if you are planning to purchase any goods or services that will affect your campus.

Special care should be taken when purchasing food for an event at your school. The Sale of Competitive Foods and Beverages on school grounds is limited. Guidelines are provided by School Food Service and sales shall only be held in accordance with Board Policy 6.185. Please refer to the current policy prior to making purchases of those items.

In addition, it is important that the Program meets the standards for food service and sanitation and safety as required by the Florida Board of Health and Florida Department of Education.

Please contact the Director of School Food Service with any questions on the purchases of food for your school.

For additional information regarding school's internal funds refer to the INTERNAL ACCOUNTS MANUAL.

To receive a copy or for additional information, contact Accounting Services.

12-2 (Revised 2/18) 

13-1 Consultant Agreements

For additional information, please   go to the Purchasing Department website at https://www.palmbeachschools.org/Domain/486.  • Consultant expenditures must be encumbered as a PeopleSoft requisition (Special Request) or an Internal Accounts Purchase Order (PBSD 1882). If requesting a PeopleSoft purchase order for any amount or an Internal Purchase Order over $5,000, a copy of the appropriately signed contract MUST be forwarded to the Purchasing Department. When entering a requisition in PeopleSoft using budgeted funds and the consultant is not an existing supplier in PeopleSoft use the “Suggest New Supplier” field and request Purchasing will than set up the vendor in PeopleSoft. • A Consultant Agreement contract is not required when training services are included in the purchase of a product such as software or books. CONSULTANT AGREEMENT –  • Form PBSD 1420 is used for all Consultants and is available in PDF from the School District website - Forms Library. • Consultant Agreement contracts under $5,000: o  Requires signatures of the Consultant and the principal/District director. If using internal funds, attach the signed agreement to the check requisition. If using budgeted funds, attach the signed Consultant Agreement contract to the PeopleSoft requisition. Principals and District Directors are authorized to approve Consultant Agreements up to $5,000 per supplier, per fiscal year. • Consultant Agreement contracts over $5,000 (internal or budgeted funds) o  Requires signatures of by the Consultant, Principal/District Director and Regional/Assistant Superintendent prior to submitting to Purchasing Department to complete the process.  • Prior to services being performed, Consultant Agreement contracts must be completed, signed and a contractor badge must be issued by School Police, when applicable. Additionally, If using budgeted funds, a PeopleSoft Purchase Orders must be dispatched to the contractor prior to services being performed. • Consultant Agreement contracts over $25,000 accumulated per school/department per fiscal year are required to obtain School Board approval. • Consultant Agreement contracts $5,000 to $25,000 per school/department per fiscal year, amendments to previously approved contracts, or contracts not created on the District standard 1420 contract must be approved by the Office of General Counsel. Documents should be forwarded to the Purchasing Department for submittal to the Office of General Counsel. • A completed, signed and notarized Beneficial Interest and Disclosure of Ownership Affidavit (Page 7 of PBSD 1420) must be attached to each contract. • A Consultant Evaluation Form (Page 8 of PBSD 1420) must be attached to the contract • A requisition must be entered in PeopleSoft prior to submittal of the Consultant Agreement to Purchasing. • Original Consultant Agreement contracts will be returned to the originating school/department after Board approval, required signatures are obtained and the purchase order has been issued.  Revised 03/14/2023 Purchasing Manual – Chapter 13 The Purchasing website lists the dates that you must have your contract submitted to Purchasing for each monthly Board meeting. You are encouraged to review those dates to ensure services are not delayed. It is important that you allow adequate time for completion of the review and approval of all documentation.  13.2 CONSULTANT AGREEMENT FORMS CHECKLIST (Please ensure you have the most updated forms) • Download Form 1420 to your computer and fill out the form.  This must be done by the school or department, not the consultant.  • Please fill in all of the appropriate areas. Incomplete contracts may delay services.  o Internal Funding Under $5,000 accumulated per supplier per fiscal year per school does not need Purchasing approvals.  Original contract should be kept for your records.   Contracts over $5,000 accumulated per supplier per fiscal year per school should be forwarded to Purchasing for processing. o Budgeted Funds  All contracts regardless of the dollar amount should be forwarded to Purchasing. Consultant Agreement contracts in the amount of $5,000 or more per supplier per fiscal year per department/school may be attached to the requisition. All others forwarded to the Purchasing Department, Attn: Purchasing Agent for processing. • Consultant Agreement contracts $5,000 or less accumulated per supplier per fiscal year per school or department require signatures of the consultant and Principal/ District Director.  • Consultant Agreement contracts from $5,000 to $25,000 accumulated go to the Superintendent and require the consultant, the Principal/District Director, and the Regional/Assistant Superintendent signatures. • Consultant Agreement contracts over $25,000 accumulated go to the Board and require the consultant, the Principal/District Director and the Regional/Assistant Superintendent signatures. • Please submit the completed Consultant Agreement contract with the appropriate signatures to Purchasing.  Purchasing will forward the contract to the Office of General Counsel if required.  • If additional signatures are required, Purchasing will obtain them for you. 1997 Beneficial Interest and Disclosure Form • The Beneficial Interest and Disclosure Form should be attached to each contract. This form acknowledges the owner of the company and assist in avoiding conflicts of interest.  Any Company, LLC, or Corporation must fill out the form and have it notarized. o There are three exemptions to this form, but the appropriate areas should be filled in:  The exemptions would be • Individuals • Government Colleges and Universities • Not for Profit Organizations 13-2 (Revised 10/18/2021) Purchasing Manual – Chapter 13 Consultant Evaluation • This form must be filled out indicating the consultant’s name and dates for the services that will be performed. Do not complete the evaluation form until the services have been fully rendered. Office of Legal Counsel requires each contract have one attached.   2220 Student Information Contract/Agreement Addendum • If the consultant will have access to student information Section 1 should be filled in indicating what information will be shared. 2496 Hold Harmless Agreement • If required by the Risk & Benefits Management Department, this form must be filled out and signed by the consultant. • A Certificate of Insurance must also be included with the Consultant Agreement contract. 1843 Amendment to Consultant Agreement • If additional funds, time, and/or services are required, an Amendment to the contract must be created. Follow the same guidelines stated above regarding signatures. If the contract you want to amend has ended, it cannot be amended. A new contract will be required.  ADDITIONAL FORMS IF GOING TO BOARD Data Panel Principals and Principal Supervisors will determine if the development of a data panel is needed. If data panel is created, it should be attached to the Consultant Agreement. A data panel shows the need for the services. Examples would be to increase test scores, decrease dropout rates, etc. The EDW (Educational Data Warehouse) has state and national assessment scores for each school. Staff in each school has access to this site. If the assessment scores do not apply to your service, you will need to create a similar example. Do not submit a panel containing student names, numbers or grades. These panels are added to the board agenda and can be viewed by the public. 13-3 CONSULTANT PROCESS – LEGAL REVIEW The Office of General Counsel is available to review MUST review and approve all contracts being submitted to the Superintendent or the School Board. It is suggested that you speak to the consultant regarding availability and price, prepare the contract and have the Office of General Counsel review prior to having the consultant sign. This will facilitate a smooth implementation of any changes made by Legal. Please remember to use the transmittal Form 1733 when forwarding documents to Legal for approval. 13-3 (Revised 10/18/2021) Purchasing Manual – Chapter 13 13.4 BACKGROUND CHECKS AND FINGERPRINTING OF CONSULTANTS • See the School Police Department webpage for requirements and fees. https://www.palmbeachschools.org/cms/one.aspx?pageId=6252328 NOTE: The background checks and fingerprinting component is required for all consultants, but may be waived if the principal / department head attests that no child will be present during the consultant’s scope of work and that consultant will be accompanied and supervised by a District employee at all times as required. 13-5 REQUIRED DOCUMENTATION FOR CONSULTANT PAYMENTS Payment for consultant services is available through the PeopleSoft receipt process. Receipt of the Purchase Order in PeopleSoft authorizes Accounts Payable to make a payment in that amount to the supplier. All invoices should be sent to Accounts Payable, via apinvoice@palmbeachschools.org. When a “match” exists between the invoice, receipt and purchase order, payment will be scheduled in accordance with the payment terms. After entering your receipt in PeopleSoft, complete the supplier evaluation and submit to the Purchasing Agent. 13-6 TRAVEL Consultants who travel at the School District's expense follow the same District travel policy as District employees for reimbursement purposes. All reimbursable travel expenses for consultants must be documented by receipts for lodging, tolls, airfare, etc. to be eligible for reimbursement. Consultants may not be reimbursed for undocumented or unreasonable travel expenses. 13-7 EMPLOYEES AS CONSULTANTS Florida Statute 112.313 prohibits a District employee acting in a private capacity, from providing services as a consultant to their agency or political subdivision. If you are a school-based employee, your agency is your school, and your political subdivision is the District, which includes any school within the District. In most instances an employee may not work as a consultant. However, under limited circumstances, an employee is eligible to work as a consultant, provided the consulting arrangement falls within the exception of Florida Statute 112.313(15), and is not in conflict with Board Policy 3.02, Code of Ethics.  The applicable exception listed in Florida Statute 112.313(12) is: • The total amount of the transaction in the aggregate between the business entity and the agency does not exceed $500 per calendar year. Finally, should an employee need further guidance, they may seek an opinion from the Florida Commission on Ethics. 13-4 (Revised 10/18/2021) 

25-1 Introduction

The School District has a Construction Purchasing Department that specializes in construction procurement by administering the procurement process and negotiating and awarding contracts for design and construction projects for the District.

A Construction Project is generally defined as constructing a new building; constructing an addition connected to an existing building or demolishing a permanent building OR a project with an established construction budget in excess of $300,000. Construction Projects are procured under Board Policy 7.10 and 6.14.

25‐1 (Revised 8/18)

25-2 Prequalification Program for Construction Projects

The School District of Palm Beach County (“District”) invites proposals from qualified Contractors with current licenses in the State of Florida to register for the District’s Vendor Prequalification Program.

Pursuant to State Requirements for Educational Facilities, Chapter 4, Section 4.1 “Prequalification of Contractors for Educational Facilities Construction”, Prequalification is applicable to Bids (Invitations to Bid), RFP (Request for Proposal), Construction Management at Risk (CMAR), Design/Build and any other Construction Services for a Construction Project with an estimated construction budget of $300,000 or more.

The criteria established for Prequalification is in accordance with Chapter 489, Florida Statutes, (SREF) 2014, School Board 7.08 and all other applicable rules, regulations and procedures.

The Prequalification Program is an ongoing program of the School District. Once a firm has been qualified and certified by the District, it may participate and compete with other qualified vendors in solicitations with all estimated Construction budget of $300,000 or more for a one-year period commencing from date of approval. Prequalification Certifications are valid for one calendar year and may be renewed at each anniversary date. To ensure that the review and approval process is performed continuously and timely, cut-off dates are established. Those applications received after each established cut-off date would be added to a subsequent review and approval meeting.

All Proposals/Statements of Qualification will be reviewed by a Committee comprised of District employees duly assigned to evaluate and recommend those proposals from Contractors to prequalify them to bid or propose on future projects, which may be approved during the Certification Period. Prequalification periods will be for a one (1) year period commencing from the date of School Board approval, and may be renewed for one (1) year periods after the first anniversary of the Certificate, providing the vendor is in good standing with the District. Several firms in each of the Construction disciplines will be certified. Companies that meet all of the established criteria will be provided a Certificate of Prequalification. Once the Prequalification of Firms has been completed, only certified prequalified vendor firms may participate in construction solicitations issued by the School Board of Palm Beach County.

25‐2 (Revised 8/18)

25-3 Consultants Competitive Negotiations Act (CCNA)

Professional Services (architectural and engineering), Design/Build services and Construction
Management at Risk services are selected pursuant to the process specified by FS 287.055. This is a qualifications based selection process, completed by a committee to select the most qualified firm for a specific project(s). Following selection of the Architect, Engineer or Construction Manager, fees and services are negotiated pursuant to the Scope Of Work prior to the recommendation of the contract award. Design Professionals are procured under Board Policy 7.05.

25-4 Construction Oversight Review Committee (CORC)

The School Board has designated representatives of the community to volunteer and oversee the construction program at the School District. All purchasing items are reviewed in detail by the CORC who then provide a report to the School Board prior to awarding or taking any other action relating to construction projects.