Ordering goods or services prior to a purchase order being issued is a violation of state law and district procurement policy.
Invoices, Packaging Slips, Receiving Documents, and signed Goldenrod Copy of Purchase Orders must be sent to Accounts Payable within 5 working days of receipt of goods or services. This includes partial shipments.
Note the Purchase Order Number and submit to Accounts Payable within five working days of purchase date. When final Purchase is made, notify Accounts Payable to close P.O. by noting this on the final invoice or a copy of the P.O. Capital outlay items such as Furniture and Equipment may not be purchased on an open supply Purchase Order.
All Purchase Orders are cancelled on June 30th following Purchase Order date. Goods and Services shall not be shipped or received after this date.
Contact Business Office for procedures regarding vendors or hotels that do not accept Purchase Orders.
Vendors are responsible for submitting invoices to Accounts Payable. Payments will not be processed without invoices and signed receiving documents.
The District is required to have on file three (3) written price quotations for each vendor who exceeds $10,000 during the school year. Formal sealed solicitations are required for each vendor who exceeds the bid threshold set forth by the Arizona State Board of Education, currently set at $100,000. Additional purchasing information is available by calling the Materials Management Office at 928.502.4750.
Registered Sex Offender Prohibition: Pursuant to this purchase order, the named vendor agrees by acceptance of this order that no employee of the vendor or a subcontractor of the vendor, who has been adjudicated to be a registered sex offender, will perform work on District premises or equipment at any time when District students are, or are reasonably expected to be present. The vendor further agrees by acceptance of this order that a violation of this condition shall be considered a material breach and may result in a cancellation of the order at the District's discretion.
Contractor's Employment Eligibility: By acceptance of this purchase order, vendor agrees to comply and maintain compliance with FINA, A.R.S. 41-4401 and 23-214 which requires compliance with federal immigration laws by state employers, state contractors and state subcontractors in accordance with the E-verify Employee Eligibility Verification Program.
Fingerprint and Background Checks: By acceptance of this purchase order, vendor agrees to comply with fingerprinting requirements in accordance with A.R.S. 15-512 unless otherwise exempted.
Certification of Compliance with Buy America Provisions (All Food Purchases Only). Federal Procurement of Food 7 CFR 210.21 & 7 CFR 220.16 (d) "Buy American" The Contractor shall purchase, to the maximum extent practicable, domestic agricultural commodities or products "SUBSTANTIALLY" (over 51%) processed in the United States. Exceptions to the Buy American provision should be used as a last resort, an Alternative or exception may be approved upon written request before item is delivered and documentation kept.
Termination Clause or Convenience (Contracts over $10,000). The District may terminate for cause and for convenience the contract. Appendix II to 2 CFR Part 200.
Equal Employment Opportunity (All Purchases). Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of "federally assisted construction contract" in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60- 1.4(b), in accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and implementing regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor."
Davis-Bacon Act (Construction over $2,000}. When required by Federal program legislation, contractor agrees that, for all prime construction contracts in excess of $2,000, contractor shall comply with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. Current prevailing wage determination issued by the Department of Labor are available at www.wdol.gov. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. Contractor further agrees that it shall also comply with the Copeland "Anti- Kickback" Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The District must report all suspected or reported violations to the Federal awarding agency.
Rights to Invention Made Under a Contract or Agreement (All Purchases). If the Federal award meets the definition of "funding agreement" under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that "funding agreement," the recipient or subrecipient must comply with the requirements of 37 CFR Part 401,"Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency.
Debarment and Suspension (Expenditures over $25,000} Debarment and Suspension (Executive Orders 12549 and 12689)-A contract award (see 2 CFR 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.
Procurement of recovered materials (Expenditures for items over $10,000}. A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
