Elizabeth City-Pasquotank Public Schools Finance Department
Post Office Box 2247
1200 South Halstead Boulevard
Elizabeth City, NC 27906-2247

To review state contracts, please visit:

http://www.doa.state.nc.us/PandC

It is the policy of The North Carolina Division of Purchase and Contract that
all local school administration units are required to:

• Purchase all supplies, equipment and materials covered by established state contracts in accordance with those contracts.
• Conduct all purchasing activities according to applicable laws, rules and regulations of good purchasing practices and professional principles.
• Establish a practical degree of standardization of equipment, supplies, and materials with reasonable allowance for varying requirements of the agencies served.
• Encourage fair and open competition by legitimate and ethical means.
• Obtain, whenever feasible, favorable prices through volume buying.
• Extend honest, courteous, and impartial treatment with fair equal opportunity to all interested and qualified suppliers.
• Monitor for satisfactory and proper performance of contractual obligations from all vendors.
• Purchase of items locally that are not covered by a state contract(s) or items that cost less than $10,000 is acceptable after seeking competitive quotations according to good purchasing practices.  This applies to all funds, regardless of source.  This $10,000 maximum applies to total cost rather than to the cost of any single item.  Dividing an order to avoid the $10,000 maximum is not allowed.

Exemptions and Delegations of Authority
Some items and services are exempt from the policies listed on the prior page and the State therefore delegates authority to local agencies in purchasing the following:

• Perishable food products
• Published material produced by others
• Maps, charts, globes, film, filmstrips
• Service and maintenance contracts-except where provided for by state contract

Emergencies
Emergencies are defined as situations, which endanger lives, property, or the continuation of an important program, which can be corrected, only by immediate on-the-spot purchase or rental of equipment, supplies, materials or services.  Emergencies will be handled by the Purchasing Department on an individual basis.

Specifications
A purchase specification is restrictive in that it sets limits on what is acceptable.  Specifications must not be unreasonably restrictive as this eliminates competition.  Usually, more than one make or brand of a particular item is satisfactory.  In developing specifications, an attempt must be made to specify a quality that is suitable for the intended use, but not restricted beyond what is reasonable.

 

The Purchasing Department for Elizabeth City-Pasquotank Public Schools is committed to:

• Getting maximum benefits from the school system’s monies for the students.
• Carrying out the purchasing process in the best interest for The Elizabeth City-Pasquotank County Schools, the taxpayers of Pasquotank County, and in accordance with NC General Statutes, local Board of Education procedures, and recognized professional purchasing practices.
• Providing a climate of fair and open competition for all qualified vendors.

The Elizabeth City-Pasquotank County Schools’ Purchasing Department consist of:       

School Business Administrator,
Dr. Raymond E. Leonard

Purchasing Specialist,
Karen W. Shepard

Accounts Payable Bookkeeper,
Nancy B. Carter

Accounts Payable Bookkeeper,
Carolyn Riggs

Purchasing for Maintenance/Construction,
Jack Ward

Purchasing for Transportation,
Jerel Winslow

Purchasing for Technology,
Zeb Moseley

The school district follows a purchasing manual based upon guidelines found in the North Carolina Purchasing Manual.  Printed copies of the local and/or North Carolina Purchasing Manuals are available in the Finance Department of the Elizabeth-City Pasquotank Schools.

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Sole Source Item

Ordering on Approval

Encumbering Funds

Affirmative Action Procedures for HUB Vendors

Construction or Repair Work-Contracted

PREPARING PURCHASE ORDERS (POs)

Purchasing Procedures

Blanket Purchase Orders

Pressing Need/Emergency POs

PO-1 FORM
Use this form for non-state contract purchases

EMPLOYEE TRAVEL/
STAFF DEVELOPMENT:
How to use SD-1 and SD-9 Forms
Appropriate forms are available from the school bookkeeper and should be submitted with a PO and an agenda for the travel request.

EMPLOYEE DISTRICT TRAVEL:
Mileage Form

Elizabeth City-Pasquotank Public Schools 1200 S. Halstead Blvd. Elizabeth City, NC 27909 Phone: 252.335.2981 Fax: 252.335.0974

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