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PROCUREMENT UNITHANDBOOK
SAN DIEGO UNIFIEDSCHOOL DISTRICT
SAN DIEGO UNIFIEDSCHOOL DISTRICT
PROCUREMENT UNIT HANDBOOK
(This Handbook can be accessed on-line at: http://prod031.sandi.net/services/directory.html)
SAN DIEGO CITY SCHOOLS PROCUREMENT AND DISTRIBUTION DEPARTMENT
Procurement Unit
MISSION STATEMENT
The mission of the Procurement Unit of the San Diego City Schools is to respond to District needs through the timely procurement of the highest quality equipment, materials, and services in the required quantity, at the best price, and from themost reliable sources.
ADMINISTRATIVE DIRECTIVE
No vendors are authorized to sell directly to schools. Please refer all vendor inquires to the applicable buyer listed in this Handbook. Based on a directive signed on August 01, 2002, all vendors must go through the Procurement Unit to conduct business. This change will enable schools to focus on students and will allow the District to obtain the best possible pricing and terms. The directive states:
“Effective immediately, the Logistics Division will serve as the District’s only authorized agent for bidding, negotiating, purchasing and executing all needed agreements for goods, services and materials. Accordingly, all current vendors (unless specified otherwise by contract) and all prospective vendors will be required to conduct business only through the Logistic Division’s Procurement and Distribution Department.”
LEGAL REQUIREMENTS
It is a legal requirement of all public school districts in California that procurementsfor supplies, equipment and services, exceeding $58,900 and $15,000 for public works (time and material) be formally advertised and approved by the Governing Board prior to order placement or start of work.
ORDERING REQUIREMENTS FOR OFFICE SUPPLIES
It is estimated that it costs the San Diego Unified School District approximately $120.00 in processing and handling fees for an EFRA non-stock requisition. As a result, we are encouraging each of our customers to use the new Office Depot on-line desktop delivery program. We ask for your support to minimize the number of EFRA non-stock requisitions that are low in dollar value. Please use the Office Depot on-line desktop delivery program or procurement card for all office supply orders under $100.00 whenever possible. If you have any questions or need support, please contact the appropriate buyer listed in this Handbook.
Revised 8/02 1
Department
ADMINISTRATION
Director of Logistics Division Department Secretary Materiel Control Supervisor Mail/Distribution Supervisor Procurement Supervisor Small Business Outreach Warehouse Central Receiving Warehouse Stores
MATERIEL CONTROLGeneral Information District Inventory Request for Furniture/Equipment Furniture/Equipment Site Transfer Property Damage and Loss Donations/Gift Acceptance District Auction
PROCUREMENTGeneral Information Nonstock/Purchase Order Tracking Return to Vendor/Credits Buyer Contact
MAIL/DISTRIBUTIONGeneral Information Mail Room Delivery Teacher Moves Special Delivery Requests
FURNITURE/EQUIPMENT FUNDED BY PROP MMNew School Remodels/Additions
& Equipment List for Classroom and Office Recommended Furniture
Revised 8/02
SAN DIEGO UNIFIED SCHOOL DISTRICT PROCUREMENT & DISTRIBUTION DEPARTMENT
Quick Reference Telephone Directory Main Number 858-496-8001
(858) 496-8004 (858) 496-8004 (858) 496-8020 (858) 496-8210 (858) 496-8006 (858) 496-8034 (858) 496-8049 (858) 496-8042
(858) 496-8020 (858) 496-8020 (858) 496-8020 (858) 496-8020 (858) 496-8020 (858) 496-8020 (858) 496-8020
(858) 496-8001 (858) 496-8046 / 8041 (858) 496-8046 / 8041 (858) 496-8001
(858) 496-8210 (619) 725-7446 (858) 496-8210 (858) 496-8210 (858) 496-8210
(858) 496-8019 /8023 (858) 496-8019 /8023 (858) 496-8019 /8023
2
SAN DIEGO CITY SCHOOLS PROCUREMENT & DISTRIBUTION DEPARTMENT: PROCUREMENT UNITProcurement Supervisor: KAROL SARKIS DROBECKProcurement & Distribution Department
PHONE: 858-496-8006PHONE: 858-496-8001
FAX: 858-569-1799FAX: 858-571-3920
E-MAIL: [email protected]
PRODUCT/SERVICE BUYER PHONE FAX E-MAIL Art Supplies Ms. Liz Gabbard 858-496-8036 858-576-6410 [email protected] Audio Visual Ms. Liz Gabbard 858-496-8036 858-576-6410 [email protected] Books Mr. Karl Bunch 858-496-8009 858-627-7527 [email protected] Business Cards/Envelopes/Stationery Ms. Beverlee Branch 858-496-8044 858-496-8341 [email protected] Carpeting Mr. Ralph Tharp 858-496-8017 858-496-8338 [email protected] Computer Software Mr. Ralph Tharp 858-496-8017 858-496-8338 [email protected] Computers/Hardware & Peripherals Mr. Patrick Haggerty 858-496-8035 858-496-8272 [email protected] Conferences/Registrations Ms. Maria Karleskint 858-496-8219 858-627-7422 [email protected] Copiers/Duplicators Ms. Yvonne Roper 858-496-8053 858-277-1452 [email protected] Custodial Ms. Sunnie Young-Kelly 858-496-8047 858-627-7424 [email protected] Facility Rentals Ms. Maria Karleskint 858-496-8219 858-627-7422 [email protected] Facsimile Ms. Yvonne Roper 858-496-8053 858-277-1452 [email protected] Field Trips Ms. Maria Karleskint 858-496-8219 858-627-7422 [email protected] Food Mr. Randy Phelps 858-496-8033 858-627-7423 [email protected] Fuel Ms. Phyllis Lewellen 858-496-8013 858-627-7425 [email protected] Furniture Mr. Ralph Tharp 858-496-8017 858-496-8338 [email protected] Graphic Arts Ms. Beverlee Branch 858-496-8044 858-496-8341 [email protected] Health Ms. Sunnie Young-Kelly 858-496-8047 858-627-7424 [email protected] Home Economics Ms. Liz Gabbard 858-496-8036 858-576-6410 [email protected] Kitchen Equipment Mr. Randy Phelps 858-496-8033 858-627-7423 [email protected] Magazine & Newspaper Subscriptions Ms. Beverlee Branch 858-496-8044 858-496-8341 [email protected] Memberships Ms. Maria Karleskint 858-496-8219 858-627-7422 [email protected] Music/Musical Instruments Ms. Liz Gabbard 858-496-8036 858-576-6410 [email protected] Office Supplies Ms. Yvonne Roper 858-496-8053 858-277-1452 [email protected] Paper Mr. Ralph Tharp 858-496-8017 858-496-8338 [email protected] Photography Supplies Ms. Beverlee Branch 858-496-8044 858-496-8341 [email protected] Printers Mr. Patrick Haggerty 858-496-8035 858-496-8272 [email protected] Printing Ms. Beverlee Branch 858-496-8044 858-496-8341 [email protected] Safety Ms. Sunnie Young-Kelly 858-496-8047 858-627-7424 [email protected] Science Ms. Sunnie Young-Kelly 858-496-8047 858-627-7424 [email protected] Signs & Marquees Mr. Ralph Tharp 858-496-8017 858-496-8338 [email protected] Teaching Aids Ms. Liz Gabbard 858-496-8036 858-576-6410 [email protected] Telecom (Phones & Radios) Mr. Ralph Tharp 858-496-8017 858-496-8338 [email protected] Testing Materials Ms. Beverlee Branch 858-496-8044 858-496-8341 [email protected] Tools, Hand & Power Ms. Sunnie Young-Kelly 858-496-8047 858-627-7424 [email protected] Toys & Games Ms. Liz Gabbard 858-496-8036 858-576-6410 [email protected] Transportation Ms. Phyllis Lewellen 858-496-8013 858-627-7425 [email protected] Trash Removal Ms. Phyllis Lewellen 858-496-8013 858-627-7425 [email protected] Travel Ms. Phyllis Lewellen 858-496-8013 858-627-7425 [email protected] Videos Ms. Beverlee Branch 858-496-8044 858-496-8341 [email protected]
Procurement Customer Service Ms. Robin Hoffpauir 858-496-8046 Ms. Martha Woehler 858-496-8041
858-571-3920858-571-3920
[email protected]@mail.sandi.net
Procurement’s Web site can be accessed at http://prod031.sandi.net/services/directory.html
Revised 8/02 3
TABLE OF CONTENTS
MATERIAL/SERVICES PAGE #
AUDIO-VISUAL EQUIPMENT/SUPPLIES 5
BOOKS 7
BUSINESS CARDS 12
COMPUTER HARDWARE & PERIPHERALS 13
CONFIRMING ORDERS/ EMERGENCY ORDERS 14
COPIERS AND DUPLICATORS 15 (INCLUDES ANNUAL MAINTENANCE AGREEMENTS)
CUSTOM STAMPS/NAME PLATES 16
EFRA ON-LINE PROCUREMENT SYSTEM 17
MAGAZINES 20
OFFICE SUPPLIES 28
OUTDOOR SCOREBOARDS AND MARQUEES 29
PORTABLE 2-WAY RADIOS 30 (INCLUDES MAINTENANCE AND REPAIR)
SCIENCE MATERIALS 31
SECURITY GUARD SERVICES 33
SPECIAL EVENTS 34 (FIELD TRIPS/ WORKSHOPS/ CONFERENCES/ FACILITY RENTALS/MEMBERSHIPS )
SYSTEM PANEL FURNITURE 36
WALK-THRU/ PICK-UP PURCHASE PROCEDURE 37 (INSTRUCTIONAL MATERIALS/ TEACHING AIDS/ BOOKS)
Revised 8/02
4
AUDIO-VISUAL EQUIPMENT/SUPPLIES DISTRICT STANDARD
The District has the items listed below on contract. Prices are good through April 30, 2003. There is no shipping charge for any of the items but you must add 7.75% sales tax to your order. For a complete description of each item, go to the District Web Site (click on “Offices/Departments”, click on “P” , click on “Procurement & Distribution”, click on “New Items” click on “Audio-Visual”, click on “Next”).
ITEM DISTRICT # PRICE
Battery Pack Stock 26B0180---7394 $20.80 Panasonic AGBP20
Camcorder/Digital 1732 $1,254.20 Sony DCR-TRV900
Camcorder/Video CA32385---484 $,1024.00 Panasonic AG-196U
Camcorder/S-VHS CA32386---487 $1,350.00 Panasonic AG-456U
Camcorder/Video VHS CA32384---489 $576.04 Panasonic AG-188U
Camera/Digital 1728 $357.00 Sony Mavica MVCFD-75
Headphone/Monaural Stock 12H1600---5776 $4.19 Califone 2924AVPS
Headphone/Stereo 1719 $9.19 Califone 2924AVPS
Listening Post Jack Box Stock 12L3301----5777 $8.68 Califone 1218AVPY
Microphone/Handheld MIC1050----1720 $46.78 Audio Technica MB3000L
Microphone/Handheld MIC1150---1653 $35.18 Audio Technica MB2000L
Player Cassette/Portable Stock 26-P-6909---7459 $41.00 Califone 3112AV
Player Recorder/Portable Stock 26-P-6902---7460 $41.00 Califone 3132AV
Player/Video cassette PL55070---493 $68.64 Panasonic PVV 4522
Projector/Overhead PR65360---607 $132.35 3M1830
Projector/Overhead PR65368---608 $240.35 3M 1895
Projector/Overhead 1551 $212.61 Buhl 122TB
Projector/Overhead 11765 $134.35 Apollo 2282
* Remember to include 7.75% sales tax 5
Projector/Overhead 12183 $197.94 Apollo 2234
Recorder/Videocassette RE10746---1523 $156.95 Panasonic PV-VS4821
Screen/Projection Stock 26-S-0100---7462 $31.40 Bretford/Knox 6560M
Screen/Projection SC41312---611 $45.30 Bretford/Knox 6570M With KW/18 brackets
Stand/Projection ST13500---612 $108.95 Bretford #BB44ES-SB-RMAT
Stand/Overhead T13456---613 $66.17 Bretford #OH29EL
Stand/Overhead 1570 $70.25 Bretford #OH39E
Stand/Projection ST13450---615 $58.45 Bretford #34E4
Stand/Audio/Video ST13455---616 $50.10 Bretford #26E4
Stand/Multimedia ST13505---617 $405.74 Bretford UCS8000-GM w/ UCSE 10 & UCSKD-GM
Stereo/Single cassette PL35500---1516 $77.69 Sony CFD-Z500
Stereo/Dual cassette PL55060---1526 $87.71 Sony CFD-ZW755
Television/Color 13” TE20082---495 $96.41 Magnavox PR1302/03
Television/Color 25” TE20084---1552 $223.72 Samsung TXK2567
Television/Monitor/Receiver TE20087---497 $238.10 Toshiba 27A41
Television/VCR Comb. 13” TE20086---1553 $135.00 Samsung CXM1374
Television/VCR Comb. 20” TE20080---499 $166.10 Samsung CXM1974
Tripod/Video Camera TR47720---500 $277.62 Bogen #3116 tripod & head, Amd #3127 dolly
Tripod/Video Camera TR47721---501 $188.59 Bogen #3116 tripod & head
Questions/Concerns Please contact Liz Gabbard, Buyer: Phone (858) 496-8036 Fax (858)576-6410)
E-mail [email protected]
Revised 8/02
*Remember to include 7.75% sales tax.
6
BOOK ORDERS-BOOK PURCHASE REQUESTS
NEEDED INFORMATION
Refer to Administration Circular No. 64 regarding book ordering through the EFRA system. Please include the following information on your EFRA Requisition to ensure accurate and timely ordering/delivery
Vendor name and phone number Full titles of the book ISBN or catalog part number of the book Author’s name Copyright year of the book Price
ADDITIONAL TIPS
Make sure that the total dollar amount of the book order includes California sales tax (7.75%), shipping charges (10%), and processing charges (if applicable).
If processing is to be done, always attach the processing specs to the order.
If bar coding is to be done, list the starting number.
Use the Note Section of the EFRA to indicate if the order is to be a “pick-up”.
When using a vendor catalog for order information, be sure you are using the most CURRENT catalog as books are added/deleted by publishers, prices are changed from season to season, year to year, address/phone #s may change, catalog part #s may change, special offers are for limited times, etc.
Please attach three copies, for the Vendor, Procurement, and Receiving, when using the an attachment for an order. Forward these copies (noting the EFRA # on Page 1) to Procurement in the school mail as soon as possible.
If the order is needed by a certain date, please note that in EFRA NOTES. For rush orders--fax a copy to Karl Bunch at 858-627-7527.
If you have a large number of teachers at your site needing to use “pick-up” orders in a short time frame, please contact Karol Sarkis Drobeck, Procurement Supervisor, at 858-496-8006 for special processing/handling.
QUESTIONS / CONCERNS Please contact Karl Bunch, Expediter: Phone (858) 496-8009 Fax (858) 627-7527 E-mail [email protected]
Revised 8/02
7
Add notes to your requisition that you want the Buyer to know, i.e. “ship to site”, “pick-up”, or any other special instructions
Use the “Longform” for all individual title books up to approximately 30 line items
If the order has a “critical need date”,
please FAX a copy of the EFRA to the Buyer at 858-627-7527, with a
note to that effect
Fax any back-up information to the same FAX number, with a copy of the EFRA requisition, to ensure that the back-up information is used with the proper requisition.
Move the “slider bar” down, or TAB past the “Binding” box, in order to enter “Vendor” information, or add special instructions for that particular line item, as seen below
82
Type in the District’s Textbook or Library Reference number in the “ID Number” block, and the “Item Description” and “Vendor” boxes will auto-fill.
If an invalid number is entered, or if the District Number is no longer being used, this box will appear. If the book is not out-of-print, but is no longer on the District Part Number Listing, it will need to be ordered on an EFRA Longbook Requisition.
Add notes to your requisition that you want the Buyer to know, or any other special instructions
9
Add notes to your requisition that you want the Buyer to know, i.e. “ship to site”, “pick-up”, or any other special instructions
“Lot” orders do not list sales tax or freight charges, because they’re already included in the NTE costs.
Either FAX a copy of the EFRA with a copy of the attachments to the Buyer at 858-627-7527, or print a copy of the EFRA, staple it to the attachments/list (3 copies), and send it to Procurement in School Mail.
10
BUSINESS CARD ORDER FORM
Please type or print legibly the following information required for the printing of business cards. This form will be forwarded directly to the printer as is. No proof will be provided, so please confirm all information carefully. Upon completing this form, attach 1 copy to your EFRA requisition and fax to 858-496-8341. For questions/concerns, please call Beverlee Tucker Branch, 858-496-8044. This form may be copied as needed.
NAME: _____________________________________________
TITLE: _____________________________________________S
SCH./DEPT. NAME (ALL CAPS.) ____________________________________________ ADDRESS, CITY, STATE, ZIP+4 ____________________________________________
TELEPHONE: ( _ )_______________________________________
FAX: ( )______________________________________
E-MAIL: ____________________________________________
List any additional names (including title/ telephone/ fax) that are ordering business cards with the same school/department and address as shown above.
SAN DIEGO CITY SCHOOLS
NAME
TITLE
TELEPHONE
FAX
NAME
TITLE
TELEPHONE
FAX
NAME
TITLE
TELEPHONE
FAX
NAME
TITLE
TELEPHONE
FAX
NAME
TITLE
TELEPHONE
FAX
NAME
TITLE
TELEPHONE
FAX
Revised 8/02 12
COMPUTER HARDWARE & PERIPHERALS
The following web sites will be of assistance when ordering administrative and classroom computers and District recommended equipment.
www.apple.com (Apple Branded Equipment) Click on “education”, click on “Apple Store”, customize your Apple computer with a web proposal and email your proposal to Patrick Haggerty at [email protected]
www.premierdell.com (Dell Branded Equipment) Log in as San Diego City Schools shopper to customize your Dell computer. Account Code: US27F3R Access Key: SK5H3. E-mail your custom quote to Patrick Haggerty at [email protected]
www.esource.gateway.com/sdcs (Gateway Branded Equipment) Log in as a San Diego City Schools user and customize your Gateway computer and e-mail your custom quote to Patrick Haggerty at [email protected]
http://www-isb.sandi.net/sandinet/ (Administrative Desktop Computers, IBM, Dell, Gateway for administrative computers with the District “Sandinet Image”.)
http://edtech.sandi.net/ (District Recommended Products Price List)
www.hewlettpackard.com or www.sehi.com (Hewlet Packard printers, supplies, and accessories). Web site has product information to assist you in determining which items will meet your needs. Then call Patrick Haggerty at the number below for District executed contract pricing.
QUESTIONS/CONCERNSPlease contact Patrick Haggerty, Contract Specialist: Phone (858) 496-8035 Fax (858) 496-8272 E-mail [email protected]
Revised 8/02 13
CONFIRMING ORDERS/EMERGENCY ORDERS
CONFIRMING ORDERSConfirming orders are addressed in Administrative Procedure No. 2415. The section that is pertinent to non-stock requisitions/purchase orders is:
C.4. Prohibited Purchases. Certain purchases … are prohibited by law and/or district procedures. Requisitions for unauthorized materials or services already received will be canceled and returned to the originating office. Payment for such orders will be the responsibility of the management employee authorizing the purchase.
C.4. g. All other purchases not specifically pre-approved by the appropriate buyer
The Governing Board has authorized specific individuals to commit District funds and expenditures and/or sign corresponding contracts/agreements. Therefore, the first time an administrative or school site submits an “after the fact invoice” to Procurement for payment (or Accounts Payable receives an invoice for which there is no purchase order, or District approved agreement), the site administrator will receive a “reminder” of District policy. This will advise them as to the steps the District may take if a second or recurring situation occurs.
In the event that a site continues to ignore District policy, a written report will be issued to that site’s management administrator who reports directly to the superintendent.Consequences/actions for such unauthorized use of funds may include:
1) A written record of the occurrence being placed in the site administrator’s (or other appropriate person’s) personnel file, or other disciplinary action.
2) The site administrator being required to pay the invoice out of personal funds.
QUESTIONS/CONCERNS Please contact Karol Sarkis Drobeck, Procurement Supervisor:
Phone ( 858) 496-8006 Fax (858) 569-1799
E-mail [email protected]
EMERGENCY ORDERSIn the event it becomes necessary to place an emergency order, please contact: Procurement Supervisor (858) 496-8006 General Information (858) 496-8001 Customer Service (858) 496-8046/ 8041
Ask to speak with the buyer that specializes in that commodity or service in order to accommodate your emergency purchase.
Revised 8/02 14
COPIERS AND DUPLICATORS
The District’s Logistics Division is in the process of establishing policy to standardize the purchase / lease of all document reprographic equipment. The goal is to create a simple, yet cost effective and operationally efficient method for all District sites to obtain reliable printing services.
While this new plan is being researched and developed, all requests for copier and duplicator leases/ purchases will be managed on an individual basis. In each case, the Procurement Unit will assist in the development of a solution; however, the solution will be based on the pending District wide policy.
URGENT NEED
If you are contemplating purchasing a new copier, under the urgent need criteria, please determine your estimated monthly copy usage, features needed, and type of environment the copier will be placed in (like small office, copy room, etc.), then contact Yvonne Roper. When submitting your EFRA non-stock requisition for a copier, you must also request a maintenance agreement for that copier on the same EFRA non-stock requisition.
COPIER MAINTENANCE
Maintenance agreements are based upon copy volume usage. When submitting an EFRA non-stock requisition for copier maintenance, please provide the approximate number of copies to be done annually on the copier. This ensures that costs will be accurately reflected on your budget. This information must be included for each copier for which you are requesting a maintenance agreement.
QUESTIONS/CONCERNS
Please contact Yvonne Roper, Buyer: Phone (858) 496-8053 Fax (858) 277-1452 E-mail [email protected]
Revised 8/02
15
CUSTOM STAMPS/ NAME PLATES .
Custom Stamps For custom stamp needs, using the EFRA process only, the District frequently uses ReadyStamps (phone #619-282-8790).
Name Plates For name plates, the District has an agreement in place with Allmark Identifications Systems (phone #858-695-0033). Name plates may be ordered using the EFRA process or procurement card. Costs as of Sept. 2002 are as follows:
Woodgrain name plate with gold holder $13.40 Name plate without holder $10.00 Desk holder without name plate $ 6.25
There are no shipping costs; however, be sure to add tax.
QUESTIONS/CONCERNSPlease contact Maria Karleskint, Expediter: Phone (858) 496-8219 Fax (858) 627-7422 E-mail [email protected]
Revised 8/02
16
EFRAON-LINE PROCUREMENT SYSTEM
FOR ANY SITE QUESTIONS REGARDING THE ON-LINE SYSTEM, PLEASEFOLLOW THE SUGGESTED STEPS BELOW:
1) Try the EFRA on-line HELP selection under TOOLS 2) Call the Information Technology HELP Desk at (619) 725- 7500 3) E-mail the Information Technology HELP Desk @ help.mail.sandi.net
FOR QUESTIONS CONCERNING THE ORDERING OF STOCK AND NONSTOCK ITEMS, PLEASE CONTACT THE APPROPRIATE PERSON(S) ON THE INCLUDED OFFICE DIRECTORY AND BUYERS/ COMMODITY LIST.
THE FOLLOWING SUGGESTIONS ARE MADE TO FACILITATE THE QUICK PROCESSING OF YOUR REQUISITION REQUESTS:
1. It is recommended that you always check the District’s stock catalog. The District has many items available, including some electronic assessories (eg. cassette players, headphones, battery packs, etc.)
2. Use the District’s reference number, whenever possible, when ordering via EFRA.Using the District number in the “Item No.” box on the EFRA order screen will save time and effort as it will cause needed information to automatically “pop-up” for you.
3. If there is an attachment for the EFRA requisition, make a copy of the EFRA and staple/clip the attachment to that page. Please fax a copy to Procurement 858-571-3920. Always write the EFRA # on page one of the attachment to ensure that Procurement can properly match the attachment to the correct EFRA.
4. To identify status of an EFRA requisition, pull up the EFRA # online and click on the RED “H” (History) Button.
5. Once the EFRA has been approved and forwarded electronically to Procurement, click on the “Status” Button to see:
a. When the EFRA was assigned to a Buyer b. The PO # and anticipated delivery date (to the warehouse) c. Receiving information (Date & Quantity received) d. Any payment information
QUESTIONS/CONCERNSEFRA on-line questions (inputting information, etc.) call the Help Desk at: Phone (619) 725-7500 Procurement questions (status of requisition, etc.) call Customer Service at:
Phone (858) 496-8046 / 8041
Revised 8/02
17
Insert District number here
18
There are two buttons on the EFRA Requisition that enables you to check on the status of your order. To check on the status of your EFRA during the requisition approval cycle, "click" on the Red "H" history button. This is recommended when you are tracking "RUSH" orders.To speed the process along, check to see where the EFRA is pending, and then notify the approver of the urgency of the order.
Once an EFRA Requisition has been approved and assigned to a Buyer, "clicking" on the "STATUS" button will enable you to see:(1) when the Buyer received the requisition. (2) what the PO# is, and when it was created. (3) the date the material was received. (4) when the order was paid by A/P.
19
MAGAZINE ORDERING EBSCO, SCHOLASTIC & WEEKLY READER
Schools have an opportunity every year to purchase EBSCO, Scholastic and Weekly Reader publications. To take advantage of this opportunity, please follow the procedures listed below for purchasing the publications.
EFRA Ordering Instructions All magazines that are not ordered via a procurement card must be ordered with an EFRA non-stock requisition through the District's on-line procurement system. When ordering magazines via EFRA, please provide the magazine order form as an attachment whenever possible. Be sure to reference the EFRA number on the vendor magazine order form and send to Procurement, Attention: Beverlee Tucker Branch.
EBSCOTo request current pricing to place magazine orders throughout the school year call Beverlee Tucker Branch, Buyer, at 858-496-8044.
Procurement Card Ordering InstructionsEBSCO is accepting procurement card orders. Use "EBSCO Subscription Order Via Procurement Card Form" (Attachment 1). Print this form as needed.
To complete the procurement card order form, please include the following information: 1. School Site Information
a. School Name b. Ship To Address, City, Zip Code c. School Site Contact And Phone Number For Questions d. Procurement Card Number And Expiration Date e. Authorized Signature Is Required f. If you prefer, you may contact Janet Early at EBSCO directly (888-251-6994) in
order to provide her with the procurement card information ONLY (for confidentiality purposes). Janet Early will retain that information and match it with the order from your site when it is received. Your list and procurement card information form - without the procurement card number only if you have provided it verbally to Janet Early - should be mailed or faxed to the address stated below, see item no. 3.
2. Ordering Information a. Name Of Individual and Department Ordering Magazine b. Number Of Subscriptions c. Title Of Magazine d. Price Per Subscription e. Total Cost
3. Fax or mail order to the address below: EBSCO Subscription Services Attention: Janet Early P.O. Box 92901 Los Angeles, CA 90009-2901 Fax 310-322-2558 (Send fax attention Janet Early)
Phone (888) 251-6994
20
EBSCO Renewal Information
In the month of May 2003, any sites that have placed an order for the 2002-2003 school year will receive information (a list of magazines previously ordered by your site through out the 2002-2003 school year) to review and make any corrections, additions and or deletions. This list will be used to place your magazine order for the coming school year (2003-2004). Instructions for this procedure will be received with your magazine list compiled by EBSCO in the month of May, 2003.
SCHOLASTICThe magazine price list for Scholastic, 2002-2003 is attached (Attachment 2), including the "Scholastic Order Form" (Attachment 3) to be used when placing your orders via procurement card. Print this form as needed.
Procurement Card Ordering Instructions
To complete the order form, please include the following information: 1. Heading Information
a. School Name, Ship To Address b. Select "Bill Now" (Include School name, Procurement Card Number, Expiration Date,
Cardholder Signature, "Bill To" Address)
OR
c. Select "Bill Later" (Do NOT Include PROCUREMENT CARD Number nor Expiration Date, Do Include "Bill To" Address Including School Name) d. Authorized Signature Is Required With Date For Either Billing Option.
2. Ordering Information a. Name Of Individual Or Department Ordering Magazine b. Number Of Subscriptions c. Title Of Magazine d. Price Per Subscription e. Total Cost
3. Fax or mail order to the address below:Scholastic Subscription Services Attention: Anissa Young 333N. Randall Road, Suite 130 St. Charles, IL 50174 Fax 630-443-9092
NOTE:For "Bill Later" option. This option is used at the end of the school year. When invoice arrives call Anissa Young, district representative at 800-387-1437 extension 359, with your procurement card number and expiration date. Transactions for the magazines ordered will appear on your September Procurement Card statement.
21
WEEKLY READER
The Magazine price list for Weekly Reader, 2002-2003 is attached (Attachment 4). Weekly Reader publishers will accept procurement card orders during the 2002-2003 school year. Please contact the company directly (800-446-3355) if you want to order by procurement card.
QUESTIONS/CONCERNS Please contact Beverlee Tucker Branch, Buyer Phone: (858) 496-8044 Fax: (858) 496-8341 E-mail: [email protected]
Revised 8/02 22
SAN DIEGO CITY SCHOOLS
Teacher/Dept. Name No. of Student Subscriptions
Magazine Title Price Per Subscription
Total Cost
S D C S
ATTACHMENT 1
SCHOOL INFO/SHIP TO ADDRESSSchool Name: ____________________________ Address: ____________________________ City: ____________________________ Zip: ____________________________
SITE CONTACT FOR QUESTIONS (NAME & PHONE NUMBER_________________________________________
PROCUREMENT CARD INFORMATION
CARD #_________________ EXP. DATE______________
(AUTHORIZED SIGNATURE/CARD HOLDER)
EBSCO ORDER FORMEbsco Subscription Services Attention: Janet Early P.O. Box 92901 Los Angeles, CA 90009 Phone: 888-251-6994 Fax: 310-322-2558
Revised 8/02
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Scholastic Classroom Magazines Price Chart for the 2002/2003 School Year
MAGAZINE Grade Level
Number of
Issues
EditionCode
1-9Subscription
Price
Teacher’sEditionFull Yr.
10+Subscription
PriceEARLY CHILDHOOD
Scholastic Clifford Pre-K 16 06 $5.95 N/A $4.95
Let’s Find Out Pre-K/K 32 08 $5.00 N/A $4.95
Let’s Find Out (Spanish) Pre-K/K 32 74 $11.00 N/A $5.50
SOCIAL STUDIES
Scholastic News 1 1 32 10 $4.60 $7.20 $3.50
Scholastic News 1 (Spanish) 1 32 54 $5.30 $7.40 $4.50
Scholastic News 2 2 32 12 $4.60 $7.20 $3.50
Scholastic News 2 (Spanish) 2 32 56 $5.30 $7.40 $4.50
Scholastic News 3 3 26 14 $4.75 $7.95 $3.60
Scholastic News 3 (Spanish) 3 13 72 $5.30 $7.40 $4.50
Scholastic News 4 4 26 16 $4.75 $7.85 $3.75
Scholastic News 5 5 26 28 $4.75 $7.85 $3.75
Scholastic News 6 6 26 18 $4.75 $7.85 $3.75
Jr. Scholastic 6-8 18 20 $12.75 $23.15 $8.25
New York Times Upfront 9-12 14 58 $14.95 $24.95 $7.95
LANGUAGE ARTS
StoryWorks 3-5 6 38 $29.95 $29.95 $6.75
Scope 7-12 18 50 $11.45 $25.50 $8.50
Literary Cavalcade 9-12 8 30 $13.00 $28.00 $8.95
Action (At-Risk) 6-12 14 22 $10.75 $33.50 $7.95
MATHEMATICS
Dynamath 3-6 8 04 $29.95 $29.95 $6.75
Math 6-9 14 48 $31.95 $31.95 $7.95
SCIENCE
SuperScience 4-6 8 46 $29.95 $29.95 $6.75
Science World 7-9 14 40 $12.65 $22.95 $9.25
The edition code for Teacher’s Editions is always the odd number that is one higher than the student edition code.
(Continued on page 2)
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MAGAZINE Grade Level
Number Of
Issues
EditionCode
1-9Subscription
Price
Teacher’sEditionFull Yr.
10+Subscription
PriceLIFE SKILLS/HEALTH
Choices 7-12 8 36 $10.75 $21.75 $8.50
ART
Scholastic Art 7-12 6 44 $19.95 $34.95 $8.95
FRENCH
Allons-Y (Beginner) 7-12 6 84 $31.25 $31.25 $7.75
Bonjour (Advanced Beginner) 7-12 6 86 $31.25 $31.25 $7.75
Ca Va (Intermediate) 7-12 6 88 $31.25 $31.25 $7.75
Chez Nous (Advanced) 7-12 6 90 $31.25 $31.25 $7.75
SPANISH
Que Tal (Beginner) 7-12 6 78 $31.25 $31.25 $7.75
Ahora (Advanced Beginner) 7-12 6 80 $31.25 $31.25 $7.75
El Sol (Intermediate) 7-12 6 82 $31.25 $31.25 $7.75
Hoy Dia (Advanced) 7-12 6 76 $31.25 $31.25 $7.75
GERMAN
Das Rad (Beginner) 7-12 6 92 $31.25 $31.25 $7.75
Schuss (Intermediate) 7-12 6 94 $31.25 $31.25 $7.75
Aktvell (Advanced) 7-12 6 96 $31.25 $31.25 $7.75
Classroom orders of 10 or more subscriptions to any Scholastic Magazine include a complimentary Teacher’s Edition with full lesson plan support, reproducibles, extension activities and more. To see how the magazines listed above correlate to your state’s standards, you may view Scholastic’s Web site free of charge at www.scholastic.com.
Please add a one time 8% Shipping and Handling Charge to the total price of your order.
Please contact Linda Edwards to discuss the magazine editorial content for the 2002/2003 school year, teacher premiums, extras, or any questions or concerns about your account at:
Scholastic Classroom Magazines: 1-800-387-1437, Ext. 240 or Fax (630) 443-9092.
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San Diego City Schools Authorized by_________________________ Date______________
SCHOLASTIC ORDER FORM SCHOOL INFO/SHIP TO ADDRESS: PROCUREMENT /CREDIT CARD INFO: Subscription Services 333 N. Randall Rd. Suite 130 St. Charles, IL 60174 Contact: Anissa Young Phone: 1-800-387-1437 ext. 359 Fax: 1-630-443-9092
*Note: write in the Card # ONLY if you want to be invoiced NOW
NOTE: ATTACH RENEWAL CARDS AND/OR FORMS TO THIS ORDER FORM
Teacher/Dept. Name No. of Student Subscriptions
Magazine Title Price Per Subscription
Total Cost
________________________________________________________________________________________________________________________
School Name Bill Now
Bill Later If Bill Later:
School Name:_______________________________
Card # :_____________________Exp. Date:_______Cardholder Signature: _________________________
Bill to: _ ________________________________Address: _________________________________City, St. Zip: _________________________________
ATTACHMENT 3
Revised 8/02
26
27
OFFICE SUPPLIES DESKTOP DELIVERYThe district has successfully piloted the new Office Depot on line desktop delivery program. On June 11, 2002, the board approved execution of the contract through February 14, 2004 with Office Depot. The district-wide implementation has begun and all schools and central offices will be on line by November of 2002.
Office Depot Web Site:The Office Depot web site for the new desktop delivery program is:
bsdnet.officedepot.com
Office Depot E-Commerce Support: Please call 1-800-269-6888
If you are having difficulty with any of the following: Remembering your login Needing your passport reset Having orders approved Navigating/using the web site
Office Depot Customer Services: Please call 1-800-420-7111 x4600
If you need help with any of the following: Identifying/finding a product Correcting a delivery discrepancy/error Making a return Researching a backorder
In the Interim:
Stock Catalog OrderThe District still has a large supply of stockroom custodial materials that may be ordered during the transition period from stock catalog ordering to desktop ordering. Our intention is to deplete District stock by the end of Dec 2002. All future office supply orders should be placed through Office Depot. Order stock items via a stock requisition. Do not order office supplies via EFRA until you’ve determined that the item you are ordering is not currently available as a stock item.
USE MANUFACTURERS’ PART NUMBERS Do not use Staples or Office Depot, etc. retail catalog part numbers to order on an EFRA non-stock requisition. Those part numbers are not identifiable for our purposes and slow down the ordering process. Please provide the manufacturers’ names and part numbers for faster processing of EFRA non-stock orders.
QUESTIONS/CONCERNSPlease contact Yvonne Roper, Buyer Phone (858) 496-8053 Fax (858) 277-1452 E-mail [email protected]
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Revised 8/02
There is currently in place a District wide contract for the purchase of Electronic Scoreboards and Marquees, covering a variety of manufacturers and models.
Due to architectural and electrical code requirements and District Maintenance & Operations Department installation procedures, any site desiring to purchase a marquee or scoreboard must first contact Ralph Tharp Contract Specialist prior to any order/purchase. Sites will be given instructions as to how to proceed with purchases for these products.
QUESTION/CONCERNSPlease contact Ralph Tharp, Contract Specialist: Phone (858) 496-8017 Fax (858) 496-8338 E-mail [email protected]
Revised 8/02
YOUR SCHOOL
OUTDOOR SCOREBOARDS AND MARQUEES
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PORTABLE 2 WAY RADIOS MAINTENANCE & REPAIR
A District wide agreement is in place for the maintenance and repair of portable 2 way radios (walkie talkies). This agreement is currently with Communications USA (858-674-1370 x 109). This agreement expires January 31, 2005.
TIME & MATERIAL REPAIR PLAN
$65.00 to $85.00 PER HOUR. Prices vary depending upon models.
ANNUAL PREVENTATIVE MAINTENANCE PLAN
$3.49 PER RADIO, PER MONTH
Radios must be in working order prior to obtaining this maintenance and repair coverage plan.
Coverage Includes: 1. Full Service Maintenance and Repair of Portable Mortorola Radios, including all
parts and labor on an on call, as required, basis. 2. Free Pick Up and Delivery Service. Vendor shall provide to the District pick up and
delivery services, from various District locations, of radios in need of repair, on an on call, as required basis, during the term of this agreement. Contractor must provide a pick up response within 24 hours of request from District locations.
3. Available pick up and delivery Service Times shall be between 8:30am – 4:30pm Monday through Friday.
4. One Preventative Maintenance Inspection (PMI). Request for such inspection will be made by District locations on an as requested basis. Such inspection must be scheduled by District location with the Contractor in advance. Radios must be in working order at time of requested PMI. 5. Repair and/or replacement of portable antennas and single unit chargers (one per radio, per year) during the term of this agreement.
QUESTIONS/ CONCERNSPlease contact Ralph Tharp, Contract Specialist:
Phone (858) 496-8017 Fax (858) 496-8338 E-mail [email protected]
Revised 8/02 30
SCIENCE MATERIALS: LIVE SPECIMEN/CHEMICALS LIVE SPECIMENS:
If you are ordering live specimens or science kits that may contain live specimens, please indicate on your EFRA requisition the following: THIS ORDER CONTAINS LIVE MATERIAL. In addition, list the teacher’s name and room number so that the order can be delivered directly to the teacher upon arrival at the school site.
CHEMICALS:
Please verify that all chemicals being ordered are listed on the Chemical Approval list before submitting your EFRA requisition to Procurement. If you have questions on whether or not a chemical should/may be purchased or need an updated approved chemical list, please contact John Baker/Safety Office at (858) 627- 7350.
OTHER SCIENCE MATERIALS:
Discount information to assist you in ordering your science materials for the 2002-2003 school year follows. Companies have been contacted to send to your site their most current catalog. In order to ensure discounts and free shipping, please use the reference number indicated below. Shipping is free with most of these companies, but there are exceptions. Allow 10% (approximately) for shipping on live specimens, perishable materials, chemicals, fetal pigs, motor freight items (items exceeding common shipping weights, example, lab tables). All contacts listed below can be reached in the Contracts and Quotations Department
VENDOR NAME DISCOUNT REFERENCE #
Carolina Biological 5% discount covers items Reference P99941 listed in Catalog # 70, 71, & Expires: Dec. 31, 2002 (ongoing renewal)
Carolina Tips. Contact person: Wesley Reynolds Free shipping excludes 800-334 5551, 800 222-7112 Fax perishable materials & motor freight orders.
Delta Education 0-$250.00 list price Reference # NA $250.00 to 499.00 (5%) Expires: Dec. 31, 2002 $500.00 to 999.00 (10%) Contact person: Dot Rivard over $1000.(15% ) 800 258 1302, 800 282 –9560 Fax
Discount excludes: Science- Math in a Nut Shell and Hexagonoes
Delta Education Shipping and Handling 10% on all Orders. Shipping
Fisher Science 30% off all catalog items. Reference # 734742001 Education Excludes live material & item Expires: Jan. 30, 2003 #s ending in “ND”. Free Contact person: Sean West
shipping excludes live material 800 955-1177, 800 955 4763 Fax & catalog #s ending with an
*(asterick) or “MF”, a surcharge will be added to shipments with hazardous materials
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Flinn Scientific 12% discount on all items Reference #14049 15% discount on equipment Expires: Dec. 31, 2003 Free shipping is excluded Contact person: Kevin Theesfeld live materials & chemicals. 800 452-1261, 630 879-6962 Fax
Frey Scientific 15% discount off list price. Reference#C905166F Free shipping excludes live Expires: June 30, 2003 materials & chemicals. Contact person: Diane Hammons 800 225-3739 , 877 256 3739 Fax
Nasco 15% on all items Reference # 20107 15% on all equipment Expires: Dec. 31, 2002 Discount & free shipping Contact person: Rhonda Rigney Free shipping excludes: 800 558 9595, 209 545 1669 -Fax “Z” prefix items and furniture High-density items that exceed 50 lbs In gross weight. Chemcials and Hazardous materials. Live materials Preserved cats and fetal pigs
Pasco Educational catalog reflects a Reference # QT 344 significant discount given Expires: N/A only to schools within the Contact Person: Terry Van Hoff U.S.A. Additional discount 800 772-8700, 916 786-7565 Fax is offered based upon the total $ volume purchase in a 1 year period. Free freight on orders over $10,000.
Science Kit & 10% discount on all items. Discount Reference # SE82589 Boreal Labs excludes live and preserved Expires: Jan. 31, 2003 materials & special orders. Free Contact person: Ann Palka shipping excludes the following: 800 828 7777 , 800 828 3299 Fax live materials, hazardous chemicals, motor freight items & overnight, or 2 day, deliveries.
VWR-Sargent Welch 20% discount on all categories Reference # 323724-CT Discount excludes all items catalog Expires: Jan. 31, 2003
price ending with a “9”..(ie .09, 5.49 Contact person: Ray Kufeldt etc). Items ending with A “CP”. 800 727 4368, 800 814 0607 Fax free shipping except for hazardous materials. Surcharges will be added where applicable.
Ward Natural Science 6% discount on all items. Discount Reference # C904122-999 excludes fetal pigs Expires: June 30, 2003 Contact person: Mike Forney
800 962 2660 , 800 635 8439 Fax
QUESTIONS/CONCERNSPlease contact Sunnie Young-Kelly, Buyer: Phone (858) 496-8047 Fax (858) 627-7427
E-mail [email protected]
Revised 8/02 32
Security Guard Services—Private Contracts
There are specific criteria that identify when school police officers must be requested and when appropriate private security services may be used in lieu of school police. This information is important to sites utilizing private security, and is detailed in District Procedure 5000. Effective August 8, 2002, Contract 23-30-12 takes effect with the following companies:
Able Patrol and Guard George Grauer (619) 283-7305 Hourly rate for unarmed guard: $14.83 1% 16 days terms
City Events Staff Services, Inc. Aaron B. Johnson (858) 268 1983 Hourly rate for unarmed guard: $12.50 3% 15 days terms
Elite Show Services, Inc. George Aalbregtse (619) 574-1589 Hourly rate for unarmed guard: $20.61 Net 30 terms
K-Tech Security and Protection Services Kelly Steppe (619) 264-5013 Hourly rate for unarmed guard $16.00 5% 15 days terms
Liberty Security Services Pierre Westbrook (619) 262 9477 Hourly rate for unarmed guard: $13.00 Net 30 terms
Other rates may apply (overtime, holiday rate); contact Procurement at (858) 496-8013 for additional information.
All security guard service work done on any San Diego Unified School District site is to be conducted under the terms, prices and conditions of this agreement. District personnel are NOT authorized to contract for guard services outside the scope of this agreement.
Site personnel should be aware that security guards provided by any of these security companies must be able to provide their permanent (temporary cards are not acceptable) guard cards (issued by the State of California Department of Consumer Affairs) as well as a drivers license when requested by the site contact. They are required to be in uniform, and conduct themselves professionally at all times; additional requirements apply.
QUESTIONS/CONCERNSFor questions about obtaining security services: Please contact Phyllis Lewellen, Contract Specialist Phone (858) 496-8013 Fax (858) 627-7425 E-mail [email protected] concerns about the quality of service you receive from any of the contracted private companies, please contact Lt. Bob Martin / School Police Services:
Phone (619) 725-7006
Revised 8/02 33
SPECIAL EVENTS
EFRA Non-Stock Requisitions (On-line system) information needed in the description portion of the requisition:
Conference/Workshops/Classes Who (name of attendee) What (title of event) Where (location) When (date)
Registration form as well as a complete copy of any brochure or flyer to provide needed information should be faxed to 858-627-7422 as attachments. Please remember to reference the EFRA requisition non-stock number.
Field Trips/Admissions(Example: A class of students visiting a museum or attending a play.)
Name of play or event Location of event Number of attendees (indicate number of students, teachers, and/or adults)
Any confirmation/reference number that may have been supplied by vendor prior to event should be faxed to 858-627-7422.
Recurring Facility RentalsAnnual contracts can be established for recurring rental of facilities. Please contact Karol Sarkis Drobeck/ Procurement Supervisor Phone (858) 496-8006 Fax (858) 569-1799 E-mail [email protected]
Rental of Facilities Hotel Room Accommodations Name of event Name of individual(s) Date(s) of event Date of arrival and departure Item descriptions (rooms, equip, food) Hotel rate per night per occupant
Facilities Rental: Explanation of Noninstructional Expenses (replaces Request for Approval of Expenses) ,with administrator’s signature should be faxed to 858-627-7422.A copy of the most current approval form, stock item 22-R-2280 attached. If total is under $200, an approval form is no longer required (Administrative Procedure 2518, Revised 7/2/01).
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Hotel Accommodations: A copy of the confirmation from the hotel, if one has been issued, should be faxed to 858-627-7422.
MembershipsMemberships can only be issued in the name of district and/or school, or the school and/or person’s title; NO INDIVIDUAL MEMBERSHIPS. Application or renewalnotice/invoice must be faxed to 858-627-7422. Forward original notice/invoice to Accounts Payable Department, Room 3209, Education Center.
NOTE: Suggested Vendor section must contain complete vendor name, address and phone
QUESTIONS/CONCERNSPlease contact Maria Karleskint, Expediter: Phone: (858) 496-8219 Fax: (858) 627-7422
E-mail: [email protected]
Revised 8/02
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Prior to the purchase of system panel furniture (i.e. cubical office furniture), please contact Ralph Tharp/Contract Specialist. Currently there is a District wide contract in place covering 12 different manufacturing lines. Discounts range from 40% to 70% off manufacturer price lists.
All projects for the installation of system furniture will require that the site submit a Request for Service (RS) document to the District’s Maintenance & Operation Unit, to obtain Architectural and Electrical review and approval. Orders cannot be placed until such approvals are received.
QUESTIONS/CONCERNSPlease contact Ralph Tharp, Contract Specialist:
Phone: ( 858) 496-8017 Fax: ( 858) 496-8338 E-mail: [email protected]
SYSTEM PANEL FURNITURE PURCHASES
Revised 8/02
36
WALK-THRU/PICK-UP PURCHASE PROCEDURE FOR INSTRUCTIONAL MATERIALS/ TEACHING AIDS/ BOOKS
The streamlined process for walk-through/pick-up purchases is described in Site Operations Circular No. 1014. The vendor information on this circular is valid through September 14, 2002 only.
Updated information (updating participating vendors and the discounts they will provide beginning September 15, 2002) will be available on the District’s web site in September, and issued via a site operations information circular.
QUESTIONS/CONCERNS
For book orders, please contact Karl Bunch, Expediter Phone (858) 496-8009 Fax (858) 627-7527 E-mail [email protected]
For all other items, please contact Liz Gabbard, Senior Buyer Phone (858) 496-8036 Fax (858) 576-6410 E-mail [email protected]
Books
Revised 8/02 37
No. 1014 Administrative/Operational Support Branch
Date: September 25, 2001
To: All Principals, Child Development Center Administrators, Division and Department Heads
Subject: WALK-THROUGH/PICKUP PURCHASE PROCEDURES FOR TEACHING AIDS/TOYS, GAMES, AND BOOKS
Department and/or Persons Concerned:
Persons doing walk-through/pickup of teaching aids/toys, games, and books
Reference: None
Action Requested: Share information with appropriate staff
Brief Explanation:The streamlined walk-through/pickup purchase procedures for instructional materials including books, teaching aids/toys, and games will be continued for the period of September 15, 2001 through September 14, 2004. District personnel are encouraged to use district procurement cards whenever feasible. When the use of a procurement card is not possible, the non-stock requisition process may be used. The non-stock requisition process, along with participating vendors and their percentage discounts, is outlined below.
1. Complete a non-stock requisition listing desired items (not to exceed $500 per requisition). Equipment with a value of $500 or more shall not be purchased under this procedure.
2. Obtain the principal’s/administrator’s approval/signature on the requisition.
3. Take the yellow, white, and blue copies of the requisition to one of the participating vendors.
4. Shop for items to be purchased. Items sought to be purchased but not available at time of purchase may not be backordered.
5. The district employee must sign and leave the itemized sales receipt, invoice, or cash register slip with the vendor. The employee does not need to receive any paperwork from the vendor. The vendor retains the white copy and mails the yellow original to the district’s Budget Department. The blue copy is for the originator.
6. The vendor submits matched invoices and non-stock requisitions to the district’s Budget Department, Eugene Brucker Education Center, 4100 Normal Street, Room 3209, San Diego, CA 92103-2682.
Discount Vendor Address
20% Barnes & Noble 7610 Hazard Center Dr., San Diego 20% Barnes & Noble 5500 Grossmont Center Dr., La Mesa
26% Borders Books & Music 1072 Camino del Rio North, San Diego (excludes periodicals, net books, gift certificates and DVDs)
26% Borders Books, Music & Café 159 Parkway Plaza, El Cajon 10% Casa del Libro 1735 University Ave., San Diego 10% Creative Teaching Supplies 943 Lomas Santa Fe Dr., Solana Beach 10% Edumate Educational Materials 2231 Morena Blvd., San Diego 5% Lakeshore Learning Materials 7510 Hazard Center Rd., San Diego
10% Learning Port 2650 Jamacha Rd. #149, El Cajon 20% Scholastic Book Fair 8340 Camino Santa Fe Ste. A, San Diego 10% Teacher’s Pet 248 Third Ave., Chula Vista 5% Wiz Kid 14168 Poway Rd., Poway
20% Yellow Book Road 8315 La Mesa Blvd., La Mesa 20% The White Rabbit Children’s
Bookstore 7755 Girard Ave., La Jolla
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7. In the event material must be returned, the district employee must obtain the processed receipt/invoice and copy of the non-stock requisition from Accounts Payable Unit to present to the vendor. No returns will be accepted without this documentation.
This cancels and supersedes Site Operations Circular No. 1019, Administrative/Operational Support Branch, dated September 21, 2000. The district will soon be moving to eliminate the use of all hard copy requisitions. As new procedures are developed to replace those in this circular, you will be notified.
Stephen A. Pisk Manager Procurement and Distribution Department
APPROVED:
Henry E. Hurley Chief Administrative Officer
SAP:mw
Distribution: Lists A, C, D, E and F
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