Per policy DJA and regulation DJA-RA, “procurement” refers to both the purchase of supplies or professional services, as well as the process to finalize that purchase. City Schools has different procedures for its procurement process depending on the total sum of the transactions with your school.
- If a purchase is over $25,000, it must be approved by the Board of Commissioners and be documented by a Professional Service Agreement (PSA) or other appropriate contract.
- If a purchase is under $25,000, called a “small procurement,” then it is managed by the Procurement Office and must be documented by a purchase order (PO).
More likely than not, a partnership agreement with a school will not cost more than $25,000, so purchase orders will be commonly used. For small procurements, purchase orders will serve as an authorizing document for the financial part of the partnership. Once purchase orders are approved by the vendor/partner, they become official contracts.
Regulation DJA-RA asks schools to consider cost-effectiveness as much as possible when selecting a partner, including seeking quotes from multiple similar partners or providers and choosing the one that best fits the school’s programmatic and fiscal needs.