About Our Department
This department's major responsibility is managing the District purchasing function. This includes activities concerned with buying, storing and distributing supplies, food, furniture and equipment.
Other responsibilities involve managing District surplus property, recycling and mail distribution.
- Bidding Opportunities
- District Surplus Information
- Purchasing Guidelines
- District Recycling Procedures
- Warehouse Order Catalog for Douglas County Schools
Roseburg Public Schools routinely has opportunities to bid. All such bids are available for review and download from the Oregon procurement website, OregonBuys.gov. Interested parties need not be registered on the state site to access opportunities, but it is highly recommended. Instructions to register are provided on the website.
In the "Bid Solicitations" search field at the top of the OregonBuys.gov homepage, use our membership number P10100 to find all current and closed opportunities and results.
Current bids and bid results are viewable on OregonBuys.gov.
Purchasing will only accept the electronic version saved as an Excel file (Please, no typed, hand-written or scanned forms).
In the column titled “Reason for Disposal,” you will need to choose one of the following:
- Obsolete – out dated
- Surplus – this item is in useable condition
- Broken – not safe or useable
Once we receive your file and the Board declares it surplus - only then will a pickup be scheduled.
Please note: Surplus is not a priority and will be picked up as time allows.
Items available for school district reallocation are cataloged online at Public Surplus/RPS.
District surplus will be available to the public through online auction after expiration of the reallocation period.
For information, contact Denny Austin or call 541-440-4020.
Your guide to successful procurements at Roseburg Public Schools
Our Mission and what it means
To provide the District’s departments with the highest level of service in their procurement needs. Our goal is to proactively integrate the Purchasing Department, in a value-added manner, into the procurement activities of all our clients.
We are here for you – willing and able to help however we can, from the point you know you’re going to need to purchase something, until you put it into use.
Rules and Policies:
When purchases are made on behalf of Roseburg Public Schools using district funds, regardless of the original funding source, we are bound by Oregon Revised Statutes and Administrative Rules, as well as Roseburg Public Schools Board Policies. This guide is based on ORS 279A-C, OAR Sections 125 and 137, and School Board Policies DJ/DJC/DJ-AR. This guide is only meant to be a general reference. The complete rules and policies are beyond the scope of this pamphlet and can be found on the state and district websites.
Roseburg Public Schools departments have been delegated authority for procurements of up to $ 2,500.00 with administrator approval. To the limit of your budget, for orders totaling less than $ 2,500.00, you may place the order. However, there are a few things of which you should be aware.
Purchases above the Delegated Limit:
All purchases over $ 2,500 shall be processed by the purchasing department. This cost is not per item but per procurement. It is not acceptable to split orders or to “time” them in a way to keep deliveries under $ 2,500. Splitting orders is called “fragmenting” and is not allowed. You may be held personally liable for procurements processed in this manner.
Depending on the total anticipated expense, Purchasing will choose the appropriate sourcing method. To avoid delays it is important to provide complete details of the goods or services you are seeking, how they will be used, when they are needed, and any vendors you may have already contacted.
Plan ahead — the more information you can share up front the faster an Invitation to Bid or a Request for Proposal can be completed.
The term, Sole Source, is so commonly misunderstood that it is added here for your reference. Most items have multiple competitors within the marketplace. Wanting to use a specific vendor does not make that vendor a sole source. Here are some examples of sole sources:
- Equipment for which there is no comparable competitive product. A one-of-a-kind device that is available from only one supplier.
- A component or replacement part for which there is no commercially available substitute.
- Goods with features requested which are essential for the intended use that other manufacturers of like products do not offer.
Brand Specific Purchases:
The school board has authorized two situations where make or brand name may be specified. When otherwise meeting all other district rules and policies the board has approved purchasing specific brands in the following two situations:
- Athletic and Physical Education equipment and supplies of a certain brand may be purchased from a specific manufacturer or seller.
- Name Brand Goods may be purchased when multiple sources are available to provide bids. For example: 3M tape, Ticonderoga pencils, Expo dry erase markers.
Contracts and District Inventory
There are a number of tools already in place to save you time purchasing goods and services. Below are two sources that you can use that have been competitively awarded. In addition, always asking vendors for quotes can enhance your budget, stretching your allotted dollars for other uses.
We stock hundreds of items in our warehouse. These items range from Office Supplies, Stationery, PE Equipment, Custodial Supplies, Healthcare Products, as well as, Library, Art and Computer Supplies. Place requisitions through iVisions.
To obtain a warehouse catalog, call purchasing.
Price Agreement purchases do not require additional quotes since the Price Agreement itself was originally competitively bid. However, orders over $ 2,500 still need to be processed through the Purchasing Department. For information regarding Price Agreements, please contact the Purchasing Department.
Written quotes are the simplest method of obtaining competition. Sometimes referred to as a request for quotes (RFQ) can be made by phone, fax, email, or U.S. mail. When issuing an RFQ, make sure all parties are given the same requirements and specifications. RFQs are usually used when purchasing a common item which can be easily identified.
When issuing an RFQ, the lowest quote must receive the award unless you have specific reasons to reject it (e.g., they did not quote on the product you requested.) If you do not select the lowest quote you must document why you did not. Keep the documentation, specification, and other quotes received.
A direct purchase on orders under $ 2,500 can be made by issuing a district purchase order or in some cases by using a credit card issued to the district (not a personal credit card).
Note: Regardless of the form of payment all purchases shall be pre-approved by your administrator.
Before placing any order it is highly recommended that departments obtain a minimum of three quotes from separate sources as prices vary greatly from vendor to vendor — even inexpensive items in small quantities. Additionally, the following factors should be considered before making the purchase.
Shipping Charges — Freight charges added to a lower price-per-item quote may make the total cost more than that of another quote with slightly higher initial prices.
Free on Board, usually abbreviated FOB designates the point at which charges for freight, ownership and liability for the product begin.
FOB DESTINATION, FREIGHT PREPAID indicates that the charges are paid to the destination and that the seller is solely responsible for all liability and claims until the product arrives in Roseburg.
FOB POINT OF ORIGIN shifts the expense to the buyer which could greatly increase the delivered cost of items.
Delivery Time — If your item is required by a specific date, delivery may be an important factor in selecting a vendor.
Warranty — Consider whether the warranty effectively fits the department’s needs. Also, in a commercial setting rather than for personal use, the warranty may be void or limited, so double check any limitations before buying.
Returns — Check, who will pay return shipping, if there will be restocking fees, how soon returns must be made, and any special requirements for a return.
Purchasing will neither make, nor assist individuals in making, purchases of goods or services for their own personal use. No one may you use their relationship with Roseburg Public Schools to take advantage of our discounts, purchasing power, or pricing for personal gain or avoidance of loss. ORS 244.040(1)
Frequently Asked Questions
May I make a purchase over my delegated authority?
No, but you can assist thus speeding up the process. If your needs cost more than your delegated authority allows, contact the Purchasing Department. After a few questions we can give you an idea of the costs and when to expect your order.
Can Purchasing Help Our Parent Group Buy Equipment?
Yes. If they are making a purchase of goods or services for use in the school, Purchasing can help by inviting competitive bids or running down quotes. After the group has the funds we can place the order and have it delivered to the school.
How long does it take to place a special order?
That depends on the anticipated dollar amount and how much information is initially provided for the specification. If the item is a direct purchase it can generally be ordered the same day. A large purchase that has to be bid out will be a minimum of two weeks for advertising, response, review, and award. Should the proposed purchase be greater that $150,000 a minimum of four weeks for advertising alone will be needed; plan on a formal procurement taking two months or more.
May I buy the item I need in Roseburg?
Yes, we have agreements with several stores to accept our district purchase orders. If you have access to a district issued credit card you can shop wherever you find the best price. The most expensive way to shop is when you’re out of time. Plan ahead and place your order before your purchase becomes an emergency.
Spending Limit versus Delegated Authority:
There is a spending limit on ASB accounts and that is different than delegated authority. The ASB limit, to quote the Roseburg Public Schools ASB Manual is, “To provide a system for the authorization and prompt disbursement of payment… [and] to provide accountability.”
As a part of the administrator’s responsibilities and procedures it is required that individual purchases of equipment and materials in excess of $1,000 be transacted through the District Business Office. The purchasing department is available to help with ASB funded purchases both above and below the limit.
Purchases over $1,000 using ASB funds must be handled by the Purchasing Department.
Get your administrator’s approval and purchase order number before you shop.
Know what you need, the quantity, when you will need it delivered, and how you will use it.
Find the best price by getting a minimum of three quotes by phone, fax, or email.
Confirm who pays the delivery costs, who is liable for damages in shipping and what is needed at receiving.
Keep a paper trail: pre-purchase, price quotes, in transit documentation and invoicing.
Deliver the invoice or receipts promptly to your administrator or your ASB accounts manager.
What items can I recycle?
We currently recycle:
- Batteries. All rechargeable batteries regardless of size are sent to Call2Recycle for reprocessing. Alkaline batteries are collected in the warehouse at this time to remove them from the waste stream.
- Cell Phones, all makes are recycled by the same free service that processes rechargeable batteries.
- eWaste such as computers, monitors, televisions, etc. we use a Qualified Rehabilitation Facility (QRF) for reclamation and recycling.
- Metal Scrap and Cans are taken to a local metal recycler and sold by weight.
- Mixed Paper is removed from the waste stream and delivered to Sunrise Industries (a QRF) for recycling.
- Printer Toner and Inkjet Cartridges. Using the points earned to “purchase” new printers and other hardware. Copier toner bottles can be recycled with other plastics.
- Projection Lamps, that have burned out are shipped free of charge to ReLampIt where the old lamp is removed and recycled, the housing is cleaned and a new lamp installed.
- Textbooks and Library Books. An attempt is made to first sell them, if book buyers show no interest the books are recycled with mixed paper.
District property must be declared surplus or recycled pursuant to district rules with proceeds paid to the general fund. Under no circumstance should surplus or recyclables be given to individuals or parent groups for fund raising.
How do I dispose of surplus?
On the spreadsheet available from the Purchasing Department’s webpage identify your surplus by categorizing it as: obsolete — out dated supplies, tools or teaching materials; surplus — useable but no longer needed; or, broken — unsafe or unusable. Email as directed in the Surplus Rules to the Purchasing Department and we’ll take it from there.
Only the Technology Department has the authority to determine the usefulness or repairability of computers, printers, projectors, or related equipment. And, to add them to surplus.
Who can buy surplus?
Members of the general public may participate as buyers at public sales and online auctions.
No employee of the district, any member of the employee’s household and/or immediate family, or any person acting on the employee’s behalf, whether full-time, part-time or temporary, may participate in surplus sales if the employee has had any role in declaring the item surplus, processing the related paperwork, or offering it for sale.
Where can someone buy District surplus?
Our online surplus auction at www.publicsurplus.com is open to the public. Once a bidder is properly registered on the website they can bid on any items listed, whether from Roseburg Public Schools or another agency. All questions about bidding, payment and delivery are answered on the website.
The following items are recyclable in our program:
(Any paper not contaminated with food or oil should be recycled no matter how large or small.)
- White folders
- Computer paper
- Index Cards
- Phone books
- NCR forms
- Lined paper
- Junk mail
- Sticky notes
- Shredded paper
- Fiberboard (pop and tissue boxes)
Please place in your blue recycle box by your desk. These will be picked up by our custodians as needed.
(No waxed cardboard)
- Paper bags
- Kraft paper
- Molded paper packing (like egg cartons)
Please place by back door, or flatten and put into the blue dumpster.
Bottles and Cans
Please place in appropriate containers in break rooms.
- Bubble wrap
- Shrink wrap
Send to the warehouse.
Send to the warehouse.
All batteries (Alkaline, computer, cellphone, etc.)
Send to the warehouse.