Albuquerque Public Schools
Purchasing - April 2013 Revision
Notice: This policy was reviewed, revised, and/or renamed. We provide this revision for historic purposes only. Please see our current policies and procedural directives.
The following information is provided as a general reference. Specific questions should be directed to the Procurement Department. All district purchasing shall be completed in compliance with applicable federal and state statute and regulation, including, but not limited to, the Procurement Code the Governmental Conduct Act.
Albuquerque Public Schools shall provide for the fair and equitable treatment of all persons/businesses involved in public procurement, to maximize the purchasing value of public funds and to provide safeguards for maintaining a procurement system of quality and integrity.
All purchases which expend public school money, including but not to operational funds, capital funds and school activity funds, shall comply with state statute and regulation.
Exceptions such as patented or copyrighted products, use of existing contracts, or certain statutory exemptions may apply. Freight, installation, rigging, tax, etc. shall be considered to be part of the cost of the product. Bid documents shall be mailed or otherwise distributed by the Procurement Department which also shall publish public notice not less than ten (10) calendar days prior to the date set forth for the opening of the bid.
The purchase, rental and lease of any tangible personal property or construction which will exceed $60,000 shall be formally bid by the Procurement Department and shall not be artificially divided to circumvent this requirement.
The purchase, rental and lease of any tangible personal property or construction, unless under a district purchasing agreement, which will fall between $10,000 and $59,999.99 shall obtain three quotes. These shall be written, faxed or telephoned. Documentation including, but not limited to, the date, time, company, price, person quoting, model number and freight charges shall be provided to the Procurement Department which may recommend or contact additional sources.
Purchases which are less than $10,000 shall be made at the best obtainable price. Quotes shall be at the option of the user.
Professional services which will exceed $60,000 shall be formally bid. In compliance with state statute, professional services include the services of architects, archeologists, engineers, surveyors, landscape architects, medical arts practitioners, scientists, management and systems analysts, certified public accountants, registered public accountants, lawyers, psychologists, planners, researchers, construction managers and other persons or businesses providing similar professional services, which may be designated as such by a determination issued by the state purchasing agent or a central purchasing office. Contact the Procurement Department as to what qualifies as a professional. Albuquerque Public Schools shall not pay gross receipts tax on professional services and that a line item for this tax shall be specifically established.
Grants shall not be exempt from public purchasing statutes and all applicable state and federal requirements. Any such appropriation shall be accomplished within district guidelines. The fact that certain businesses or individuals may be contacted for cost projections or other information shall not guarantee that business or individual any payment or future work within the grant. Professional services as well as the purchase, rental or lease of any equipment and/or supplies which are to be provided under the grant shall be completed in compliance with this procedural directive.
Administrative Position: Chief Financial Officer
Department Director: Director of Procurement
Cross Reference
Legal Cross Ref.:
- §10-16-1 et. seq. NMSA 1978
- §13-1-1 et. seq. NMSA 1978
- §13-3-1 et. seq. NMSA 1978
- §13-4-1 et. seq. NMSA 1978
- §13-5-1 et. seq. NMSA 1978
- §13-7-1 et. seq. NMSA 1978
- §22-5-4 NMSA 1978
Board Policy Cross Ref.:
- BC – Board Member Conduct and Conflict of Interest
- D.03 Contracts
- D.04 Central Purchasing
- G.02 Employee Conflict of Interest
Procedural Directive Cross Ref.:
Forms:
- Activity Fund Manual (contact Accounting Department)
- Requisition for Direct Purchase Form (contact Procurement)
NSBA/NEPN Classification: DJ
Revised: May 1995
Revised: April 1996
Revised: May 1997
Reviewed: January 1, 2001
Revised: July 22, 2008
Reviewed: April 29, 2011
Revised: May 20, 2011
Reviewed: April 14, 2013
Revised: April 16, 2013