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Inside this Issue:
Phil Johnson,
Colleague Friend
1
Purchasing Tips 2-3
Purchasing iPad-
iPod Apps
3-4
Who are you
going to call?
4-5
Choosing the
Right Laminator
6-7
Process and
Vendor
Communication
8-9
Pencil Perfection 9
Warehouse
News
10
Frequently asked
Questions
11
Mailroom Tips 12
P-card Training &
Updates
12-
13
Purchasing
Handbook
13
http://www.graniteschools.org
Buying Power Purchasing/Warehouse Newsletter
Contracts Tips Procedures
A great place to get procurement:
SEPTEMBER 2011
We were extremely saddened to learn of the death of
Phil Johnson, a longstanding and highly respected
part of our purchasing team. Phil was one-of-a-
kind. He was knowledgeable, a graduate of Utah
State University and a man of personal integrity and
family values. Phil was a teacher, mentor, supervisor,
husband, dad … with a heart of gold.
For years, Phil was the “go-to” guy for the district to get furniture and assets
moved from and for schools, departments and teachers, getting donations
picked up, and special requests for mail pick up. He had a broad range of
warehouse and purchasing knowledge along with a determination to provide
quality service that will surely be missed. He did everything in his power to
assist school administrators, teachers and secretaries with their requests and
time frames. Phil touched the lives of everyone in the district through his
dedicated service.
Phil was a wonderful husband, father and grandfather.
He provided loving care for his darling wife, Helen, who
suffers with MS. He had a very tender heart that was
reflected in his compassion for others. He was ex-
tremely hard working and not afraid to roll up his shirt
sleeves and get down in the trenches.
Phil can never be replaced. He will be missed and not a
day will go by without some reflection, a memory of
laughter with this big hearted man.
Remembering Phil Johnson: Paying tribute to a dear colleague, friend
Hopefully everyone
has enjoyed a safe
and restful summer.
Summer hours are
over, tans are fad-
ing and budgets have been replenished. It’s
time for a few purchasing reminders.
Jared, Gardner, Director of Purchasing,
reviews p-card purchases, pay vouchers
and requisitions. When you have not
followed the correct procedures, such as
amount thresholds, he will call or send
them back to you for correction. Memo-
randum Number Nine explains district
purchasing policy, you can review the
memorandum by clicking on this link:
Memorandum Number Nine.
The Purchasing Department is
dedicated to procedures and processes
that are designed to make your pur-
chases easier. When creating requisi-
tions be sure to check our web page, at
this link, Contracts to see if your item(s)
are on a District or State contract. As
we award contracts throughout the year
our web page will be updated with new
contracts, pricing, vendor information
and general purchasing guidelines.
When preparing a requisition that
requires an attachment, please make
sure to indicate “per attachment” in the
“description” field on the first line item of
the requisition. Record your school
name and the requisition number on the
attachment and send it and a copy of
the requisition to the Purchasing Depart-
ment. The attachment will be placed
with the PO and e-mailed to the vendor.
How can you expedite your purchase
orders? Having all the information on
the requisition is a great way to help
expedite your order. Always include as
much detail as possible in your descrip-
tion, such as manufacturer name,
model number and for books the ISBN
numbers. If you need the product by a
certain date, don’t forget to include that
information in the description field.
Please remember to send your receiv-
ing paperwork directly to Accounting. If
you send it to the Purchasing Depart-
ment, it will delay your purchase being
paid and closed.
We want to remind everyone that all
software must be pre-approved before a
purchase order will be issued. Information
Systems has posted on
the web the following
guidelines for district
software purchases:
approved software.
“For some time there has been concern
about the purchasing of appropriate soft-
ware to support instruction and will work in
our computer environment. An effort to
see what software is in use in the district, a
software inventory process has been
completed. From the process, software
titles were then looked at for their support
of the curriculum, their use as a productiv-
ity tool in the classroom and administration
and also how well they can be supported in
our computer environment.
As a result of these efforts, there are now
approved software lists maintained on this
web site. Also, as part of this effort, a
process for future purchases of software
for a school or department has been
created. If the software is already on a
Purchasing Tips
Page 2 Purchasing/Warehouse
With the rapid growth in the use of iPads
and iPods within the district it has become
necessary to provide procedures regarding
how applications (apps) for these devices
are procured. The following verbiage is
from Memo 11.2 from the Educational
Technology Department. App purchases
may not be made with district p-cards.
You must adhere to one of the two
approved routes.
The following will reflect the Educational
Technology Department’s procedure
regarding the purchas-
ing of apps for Apple
Operating System
(iOS) devices. Gift
Cards for iTunes are
not an option for app
purchases.
There are two routes that can be taken
when seeking reimbursement for the
purchase of apps.
1. Save your receipt from the purchase
and submit for reimbursement.
This is for small scale
individual purchases.
A receipt is emailed to
the email address your
iTunes account is reg-
istered to. It can take 1-2 days for the
receipt to arrive. Submit for reimburse-
ment to whoever controls the budget
that is paying for your apps.
2. Use the App Store Volume Purchas-
ing Program (ASVPP).
This is for large scale purchases of apps
such as for iPod or iPad carts. Below
describes the process used for these
purchases.
The STS/LMETS will be serving as Program
Facilitators in your building. When you are
ready to buy apps for your iOS devices, you
contact your STS/LMETS and let them
know what apps you want to purchase.
They will work with the financial secretary in
your school who will create a requisition for
an ASVPP voucher in the amount
requested (vouchers can be purchased
iPad-iPod Apps
Page 3 Purchasing/Warehouse
Purchasing Tips (continued)
district approved software list, purchasing
will issue the purchase order for the
software. If the software is not on the list,
the software must go through the software
evaluation process provided on this web
site. This process includes review for its
instructional support of the curricula,
productivity and ability to fit the computer
environment.
Some software currently in use in schools is
not on the approved software list. These
software titles will continue to be supported
but new purchases will not be allowed.
Schools and departments are encouraged
to upgrade software to District supported
titles.
We feel this process will better support the
teaching and software support process.”
If you have purchasing questions, please
call our office, 385-646-4518.
from $100.00 to $10,000.00). The requisi-
tion needs to go to the Purchasing Depart-
ment.
Once purchased, vouchers will go to the
STS/LMETS. Josh Whiting in Educational
Technology ([email protected])
will be acting as the ASVPP Program
Manager. Josh will work with the STS/
LMETS to navigate the ASVPP site and
redeem the voucher. Only the STS/LMETS
will be able to redeem the voucher for apps.
They will determine the apps in the ASVPP
site, the cost will be deducted from their
account, and they will be sent a spread-
sheet with codes to be used in iTunes.
The STS/LMETS will download the apps
with a designated iTunes account using the
codes. As many devices as you have
purchased that app for may then be
synced to that account.
*An iTunes account will need to be created
and managed by the STS/LMETS.
* Apple Education Store – Volume App Voucher Pur-
chase Page: http://store.apple.com/us/browse/
home/education_routing
This is where you would create a quote to go with a
requisition for purchasing volume vouchers.
* iTunes Volume Purchasing Site:
volume.itunes.apple.com/us/store
This is where STS/LMETS log in to redeem
volume vouchers and purchase app
licenses for their school.
*A p-card can be used in place of a requisi-
tion if the amount is under $500.00.
iPad-iPod Apps (continued)
Page 4 Purchasing/Warehouse
Caryn has worked for the Granite School District for
21 years. Her career with Granite began as a part time
secretary in the Plumbing shop then she was hired as a
full time secretary in Purchasing. She is very pleasant
and always has a kind word or compliment for everyone who comes in our
office. Her responsibilities include answering the phone, adding vendors in
Reflections, bulk mailings, filing, emailing copies of purchase orders and
assisting the buyers with requisitions, purchase orders, quotes and bids.
When she is not at work, she loves spending time with her children and
grandchildren. She has one daughter, Lisa and three sons, Tim, Brad
and Kevin. She also adores her six grandchildren. Caryn enjoys hiking and
Staff Profile . . . Who are you going to call?
Caryn Martin
Secretary
Page 5 Purchasing/Warehouse
Staff Profile . . . Who are you going to call? (continued)
or checking orders, or taking care of
whatever tasks need to be done. He
will not ask anything of you he is not
willing to do himself.
Joe is an AVID gardener and loves to
"work the land". He has also been
known to "work" other peoples land as
well. He is an excellent cook and often
cooks elaborate meals for his
co-workers and family. During the
summer months you will either find
him in his extremely LARGE garden or
at a car show showing his '32 Ford.
Joe is the Floor Manager for the
Granite School District Central
Warehouse. He started his career at
the Central Warehouse in the summer
of 1995 as hourly summer help. In
August of 1995, he was hired at the
Bates Kitchen Warehouse and worked
there until he obtained a contract
position back with the Central Ware-
house in December 1995. He started
as a Warehouseman and worked his
way up to Receiving Clerk and then
Floor Manager. These positions have
helped him to be very knowledgeable
about warehouse policy, procedure
and stock.
Joe is responsible for making sure the
distribution area of the warehouse is
running smoothly and efficiently. He is
there to answer questions and to solve
any problems that may arise with your
order. Joe is very committed to pro-
viding excellent customer service and
takes great pride in making sure you
receive your order correctly and in a
timely manner. He may hold the title
of Floor Manager but you will seldom
find him in his office as he is always
out in the warehouse working along-
side the other warehousemen, pulling
traveling with her two younger sisters. Some of the places she has traveled to are Hawaii,
Japan and last year she went on an Alaskan cruise. She loves working in her
garden and has a gorgeous yard where she enjoys hosting barbeques. Her
favorite past-time is dancing. She has taken ballroom dance classes and
attends dances all over the Salt Lake area. She can also make any plant grow
and stay alive.
Joe Mortensen
Floor Manager
Choosing the Right Laminator
Purchasing/Warehouse
Before you purchase a new
laminator, ask yourself these
questions?
1. What size laminator will you need, 12”,
18”, 25” or 27”?
First look at what you are laminating. Are
you laminating bookmarks or are you plan-
ning on laminating posters? It's important
to make sure you choose a laminator that
will accommodate the largest item you will
be laminating. The industry standard has
moved towards the 27” laminator with the
capability to adjust the width lower. If you
don’t mind adjusting the laminator for differ-
ent widths, the 25” or 27” laminator is the
way to go. The 27” works well for posters.
2. Do you care how long the warranty is?
3. Do you need to keep track of laminating
film usage?
4. Do you want to have the option to adjust
the temperature and/or the speed?
Some laminators have adjustable tempera-
ture/speed controls, so you can choose
how hot the rollers get and how fast your
documents move through the laminator,
preventing curling and bubbling. If you will
be laminating documents of many different
sizes, a laminator with adjustable speed is
your best option.
Fixed speed means that the laminating rollers turn at a constant (fixed) speed that cannot be changed. A laminator with fixed speed is normally less expensive than a laminator with variable speed. Fixed speed laminators are simple to operate; however, the speed of the laminating rollers cannot be slowed down to laminate thicker laminating films (such as 5 or 10 mil films)
or heavier items such as construction paper or several pieces of paper glued together.
Variable speed means that the speed of the laminating rollers can be adjusted faster or slower. A laminator with variable speed can be more complex to operate than a fixed speed laminator; however, because the speed can be slowed down, it allows the use of thicker laminating films. A variable speed laminator also makes it easier to laminate heavy paper such as construction paper or items with heavy ink coverage. The laminator can be slowed down, allowing the item being laminated to remain in contact with the heated film longer and resulting in better adhesion. Some lamina-tors have a 5 mil switch, which lowers the fixed speed of the laminating rollers to allow thicker 5 mil film to be laminated. Essentially this is a fixed speed laminator that has one fast speed and one slower speed.
5. Will you have to move the laminator?
The GBC Ultima 65 weighs 127 pounds so
you'll want to exercise caution if you ever need
to move it.
6. Do you want a key lock?
Weigh all the features that you need and then you can make the right choice. Please see the following specifications for laminators that have been approved by our Granite Techni-cians.
Condemnation procedure for your laminator:
1. A remote requisition is initiated by the
school or department. The budget number
you will use if the condemned laminator is
on the district asset list and over $1,000 is:
30-LOC-12-0991-1000-0730-000.
2. The district technician will fill out and sign
Page 6
Tips
Page 7 Purchasing/Warehouse
Choosing the Right Laminator- (continued)
an “Equipment Transfer Form.”
3. The Equipment Transfer form is used as the condemnation document and is available
from the warehouse, stock #192061.
4. The original (white) copy of the GSD Condemnation/Equipment Transfer form must be
attached to a copy of the remote requisition and sent to Kathy Arishita in Support
Services.
5. Purchasing will send the pink requisition for approval to the Capital Outlay Committee
that meets on Wednesdays.
6. If approved, purchasing will issue a Purchase Order.
Specs Minikote G2 Ledco
Educator GBC
Ultima 65
Width of Lamination 27" 25" 27"
Usage Counter x
Safety shield x x
Keyswitch x
Reverse Button x x x
Digital Display x
Temperature Controls, adjustable x x
Speed Control, adjustable x
Factory set speed and temperature x x x
Footage counter x x
Stand by feature x
Auto shut off x
Warm up time 30 min. 20 min. 15 min.
Weight 66 lbs. 76 lbs. 127 lbs.
Speed 9.5 ft per min 5 ft per min 9 ft per min
Film Gauge up to 3 mil up to 5 mil up to 3 mil
Warranty 1 year 2 years 90 days
Procurement Processes and Vendor Communications
Purchasing/Warehouse
Have you ever been assigned to
make a purchase that will require a
competitive process and had questions
regarding if and when you should approach
vendors for information? Do you generally
know what types of questions you should
or should not ask? Have you ever been
approached with a question by a vendor
during a competitive solicitation process
and wondered what you should or should
not say? Here are some simple guidelines:
Discovery or Request for Information Stage
It is generally necessary to research
information as a future purchase is antici-
pated. This process assists in gathering
broad market information and availability
on the desired goods or service as well as
discovering sources of detailed information
that could be useful in the development of
the solicitation. Effective tools can be
Internet searches, phone calls or even
discussions with vendors but please
remember to research multiple sources.
Proprietary specifications often result when
only one vendor is researched.
Estimated Price
Estimated price(s) may also be
requested during the discovery or
request for information stage for
budgetary and planning purposes
but it is critical that vendors know the
pricing request is merely for a budgetary
estimate. Please do not ask for a Price
Quote as that could create future problems
for either you or the vendor or both.
Specification or Proposal Writing Stage
To maintain a fair and level approach with
vendors, it is generally recommended to
discontinue the discovery or request for
information stage and corresponding
communications with vendors while bid
specifications or Request for Proposal
(RFP) documents are being written. This
minimizes the chance that a vendor may
have undue influence on the solicitation.
Please contact the buyer you are working
with in the Purchasing Department if you
find you need more information from ven-
dors while the solicitation is being written.
Consultants under contract with your
organization that assist in specification or
proposal writing will not be considered as
an eligible bidder due to the obvious conflict
of interest.
Solicitation Stage
Once a bid, quote or RFP solicitation has
been released by the Purchasing Depart-
ment, all communication with vendors
interested in responding should be directed
as instructed in the solicitation. Questions
are generally directed to the buyer In the
Purchasing Department. If vendors ap-
proach personnel in your department with
questions, please ask that the inquiry be
redirected per instructions in the solicitation.
This is critical to ensure that some vendors
are not given an advantage (or disadvan-
tage) by information that is given to one
potential bidder but not all. Additionally, as
you know, only the written text in a bid or
RFP document is binding so non-binding
verbal statements only have a potential to
create problems. Generally there is a
cut-off date and time for submittal of ques-
tions, after which no further questions are
considered.
Award Stage
After bids have been submitted to the
Purchasing Department and an award
Page 8
Procedures
Page 9 Purchasing/Warehouse
Procurement Processes and Vendor Communications (continued)
recommendation has been made and publicized, agencies may give the name and date of
the awarded vendor to other vendors when requested. Any other requests such as copies of
written documentation, debriefings, etc., should be directed to the buyer in the Purchasing
Department. As some documents are public information and others are not, please have the
buyer handle the request.
Post Award Stage
Please contact the buyer in the Purchasing Department for assistance when requests for
information are made after a purchase has been finalized which would include requests
for copies of the PO or contract.
Have you ever rummaged through a drawer or container of pencils, trying to find the right
one? What are you looking for? You're looking for the sharpest, the one
that will write the best.
Whether you have a classroom full of kids or an office of employees, you
may have a lot of pencils to sharpen each day. What is the best way to
sharpen graphite pencils to prevent breakage?
1. If your pencil sharpener will not sharpen the pencil well, check that the space where the
pencil tip should go is not blocked by broken graphite (the black part) from the tip of the
pencil.
2. If it will not sharpen well, the blade in the sharpener may be blunt.
3. Twist the pencil the opposite way the sharpener is turning. This creates a balanced,
even, cleaner cut with no rigged crevices in the pencil, which may cause it to break later.
4. Do not jam the pencil in too hard. Apply slight pressure until you hear and
feel the motor running. You may be jamming the pencil in like a limb in a
garden shredder.
5. Stop when you don’t feel grinding anymore.
6. Do not try to sharpen crayons, sticks or anything that is not a pencil. It will not sharpen.
7. Some teachers report that their electric pencil sharpeners get ruined from students using
them to sharpen colored pencils. This is most likely due to the fact that the wax from the
colored pencils will inevitably build up and clog the sharpener.
8. Your sharpener’s canister will be blocked if you do not empty it regularly.
9. If your pencil breaks regularly, the graphite in your pencil may have been broken from a
hard knock.
10. Old school: for some applications an old fashioned manual sharpener will provide the
best results.
Ten Steps to Pencil Perfection
Page 10 Purchasing/Warehouse
Warehouse Items
New Warehouse Stock
Stock # Description Unit Cost
151305 Primary Journal, K-2nd Grade, Mead Each $ 1.19
155550 Student Dry Erase Board, 9” x 12”, Expo Each $ 2.25
155676 1 ½” White, D ring presentation binder Each $ 2.15
155677 1 ½” Black, D ring presentation binder Each $ 2.15
311123 Floor Finish (for wood floors) 5 gal/Can $ 105.29
Oil Modified, Urethane, 50% solids
(only requires one coat not two)
Betco “one coat”
541082 Carpet Adhesive Taylor 2056-Wet Set Pail $ 30.80
881123 1P Camera Cable, Black Roll $ 243.00
Page 10
Do you have an Item
that you would like to
have stocked at the
Warehouse?
Request to stock
new item form
Deleted Warehouse Stock
Stock # Description
131110 Crepe Paper, Gray
131117 Crepe Paper, Baby Pink
131124 Crepe Paper, Lite-Yellow
151440 Telephone Number Index, #ROL67457
232800 Bloodborne Pathogen Kit
260080 Purchase Order Forms
301090 Lamp, Fluorescent F72T12/CW, 72”
460035 Brass Fittings, 45 D Flare Male Run Tee
760030 Brass Fittings, 45 D Flare Union T
891201 Jack Plate
891202 Wall Jack, Single, Data
Page 11 Purchasing/Warehouse
FAQ - Frequently Asked Questions
Mr. Gardner, We can’t find the vendor we want in Reflec-
tions, what do we enter in the Vendor box?
Leave the default number of 999999 “Best Vendor.” In the
description field on the first line item, type the complete desired vendor
name, address, and phone number. The vendor will be added to the
system after we obtain their federal identification number.
Mr. Gardner, I did not write down my requisition number, how can I
find it now?
Go to Remote Secretary Requisition in Reflections. Under options put a
“Y” for Find a Requisition. On the next screen, enter your site number
and the date(s) you entered the requisition. Press F7 and it will search
and find any requisitions entered for that location between those dates.
Jared, how do we get additional items added to the warehouse?
There is an ongoing need to update and evaluate the items available at
the warehouse. Because of limited space and resources, it is necessary
to establish procedures and criteria for selecting warehouse items.
Please complete this form “request new warehouse item” . It is important
to provide all of the information requested. When the form is received at
the Warehouse or Purchasing Department, a survey will be emailed to
see if the item meets the criteria for stocking.
Mr. Gardner, what if we don’t like the choice available at the ware-
house?
Please contact us. If we don’t hear that items are not meeting your needs,
we’ll just keep buying the same items. We will investigate your concern
and if this is a district wide issue, we can find an alternative product.
Do you
have a
purchasing question
you would like
addressed in our
newsletter?
Email them to:
dlsmith@graniteschools
.org
Page 11
Page 12 Purchasing/Warehouse
Mail Room Tips
P-Card Training
Our next P-Card Training is scheduled for Wednesday, October 5, 2011
at 9:00 a.m. in the Purchasing Conference Room C-105. Please
R.S.V.P. to Rose Elkins at 385-646-4562 if you would like to attend this
session or one of the other sessions listed below:
October 5, 2011
November 2, 2011
December 7, 2011
January 4, 2012
Every month, P-Cardholders submit receipts and card statements for
auditing. To ensure an accurate audit trail, card statements must be
submitted in the proper format.
Attach original receipts and invoices to the US Bank statement along with
the Cardholder Activity Report (replaces the old Purchasing Card Log)
and your supervisor signature.
Please submit the completed forms to the Accounts Payable Depart-
ment by the 25th of each month.
Bulk mailing can save a lot of money - 11.5 cents vs. 44 cents on each
piece of mail. Your mail qualifies for bulk prices if you have at least 200
pieces and all the information is exactly the same and not personalized in
any way. If you are going to do a bulk mailing, you may want to review
any or all of the information contained on our web page under Mailing
Questions. This can save you time and frustration. Below are a couple
of bulk mailing reminders:
All envelopes must be printed with either “Return Service Requested”
under the return address, or “or Current Resident” within the first two
lines on the address label. The post office will not accept the mailing if
one of these is not printed on the envelopes. This applies to the registra-
tion packets as well. The ability to add “or Current Resident” to the
address labels is available on the Discovery System.
On the registration packets only, the address label should be placed to
the right of center.
If you have questions, feel free to call Caryn in Purchasing, 4518, or the
post office, (801) 974-2555.
P-card training
is available
once a month
This can save
you time and
frustration
Page 12
P-Card Update
Page 13
U.S. Bank has updated their reporting software on
Online Access. This new update is being blocked by the
security settings in Internet Explorer. You will need to follow the follow-
ing steps to successfully complete your next Cardholder Activity
Report. (These instructions are also given on the home page of Online
Access when you first log in.)
Message(s) from Access Online
Please add the url, https://report.access-online.com/, to your Trusted
Sites list to access your reporting, statements and your account activity
report going forward.
For Internet Explorer:
Step 1 – Open Internet Explorer
Step 2 – Choose Tools - Internet Options and click the Security tab
Step 3 – Click the Trusted Sites icon and then click the Sites button
Step 4 – Enter https://report.access-online.com/ in the Add this website
to the zone text box
Step 5 – Check the Require Server Verification (https:) check box
Step 6 – Click Add and then Close
Step 7 – Click OK
Should you have difficulties performing this function, please contact the
district help desk at 385-646-4524.
Page 13 Purchasing/Warehouse
Finally, the outdated (2000) version of the purchasing handbook has
been revised and updated with current procedures and policy. The
handbook can be found by going to the purchasing web site:
www.graniteschools.org
The purchasing policies, code and rules have been adopted and
approved by the Granite School District Board of Education and the
State of Utah.
If the directions given in the handbook are followed, the acquisition of
supplies and equipment will be expedited, many problems avoided and
money saved for the district.
Updated Purchasing Handbook
Contact the district
help desk at
385-646-4524.