Ordering Process - Purchase Requests
Allow at least 2 weeks for processing requests.
Order requests received by 4:30 p.m. on Monday will be placed the same week provided all necessary documentation and approvals have been included. Properly completed requests received after 4:30 p.m. on Monday will be processed the following week.
For orders under $5,000:
1. Check your Budget/Tracking Expenditure spreadsheet and verify that you have funds available for the request.
2. Procurement requirements:
4. Complete and sign a Justification Form. (You can complete and print this form; or, if you want to complete and save it for your records or have a copy to email, you will need to choose Print then change Destination to Save as PDF.) You can also print a blank . Word Document Justification
5. Submit completed DPO, SWaM or sole source documentation and signed justification form to Lisa Perry in the Title I Department.
For orders between $5,000 and $9,999.99:
1. Check your Budget/Tracking Expenditure spreadsheet and verify that you have funds available for the request.
2. Procurement requirements:
( CLICK HERE to view a completed sample of this form. This form must be printed on yellow paper.)
4. Complete and sign a . (You can complete and print this form; or, if you want to complete and save it for your records or have a copy to email, you will need to choose Print then change Destination to Save as PDF.) You can also print a blank Justification Form. Word Document Justification
5. Submit completed Departmental Requisition, SWaM or sole source documentation, required number of quotes and signed justification form to Lisa Perry in the Title I Department.
For orders over $10,000:
1. Check your Budget/Tracking Expenditure spreadsheet and verify that you have funds available for the request.
2. Procurement requirements:
( CLICK HERE to view a completed sample of this form. This form must be printed on yellow paper.)
4. Complete and sign a . (You can complete and print this form; or, if you want to complete and save it for your records or have a copy to email, you will need to choose Print then change Destination to Save as PDF.) You can also print a blank Justification FormWord Document Justification.
5. Submit completed Departmental Requisition, SWaM, sole source or contract documentation, and signed justification form to Lisa Perry in the
Title I Department.
Order requests received by 4:30 p.m. on Monday will be placed the same week provided all necessary documentation and approvals have been included. Properly completed requests received after 4:30 p.m. on Monday will be processed the following week.
For orders under $5,000:
1. Check your Budget/Tracking Expenditure spreadsheet and verify that you have funds available for the request.
2. Procurement requirements:
- If ordering from a vendor that is not minority or woman owned (SWaM), you must include 1 quote from a minority or woman owned vendor unless the vendor has a Hampton City Schools contract (not just state contract) - one bid and awarded by the HCS procurement department. Reference the if needed or contact the procurement department (727-2200) to verify HCS contract validity. SWaM vendor spreadsheet
- If the vendor is sole source, you must include a sole source letter from the company.
- You may use the Price Quote Form to assist in getting information or print price information from vendor websites.
4. Complete and sign a Justification Form. (You can complete and print this form; or, if you want to complete and save it for your records or have a copy to email, you will need to choose Print then change Destination to Save as PDF.) You can also print a blank . Word Document Justification
5. Submit completed DPO, SWaM or sole source documentation and signed justification form to Lisa Perry in the Title I Department.
For orders between $5,000 and $9,999.99:
1. Check your Budget/Tracking Expenditure spreadsheet and verify that you have funds available for the request.
2. Procurement requirements:
- You must get 3 quotes, one of which must be from a SWaM vendor. Reference the SWaM vendor spreadsheet if needed.
- A state or cooperative contract may be used as one bid, but may not be the only bid.
( CLICK HERE to view a completed sample of this form. This form must be printed on yellow paper.)
4. Complete and sign a . (You can complete and print this form; or, if you want to complete and save it for your records or have a copy to email, you will need to choose Print then change Destination to Save as PDF.) You can also print a blank Justification Form. Word Document Justification
5. Submit completed Departmental Requisition, SWaM or sole source documentation, required number of quotes and signed justification form to Lisa Perry in the Title I Department.
For orders over $10,000:
1. Check your Budget/Tracking Expenditure spreadsheet and verify that you have funds available for the request.
2. Procurement requirements:
- A state or cooperative contract may be used with no other bids necessary.
- The procurement department buyer will solicit informal written quotes to at least four bidders, one of which must be a SWaM vendor.
( CLICK HERE to view a completed sample of this form. This form must be printed on yellow paper.)
4. Complete and sign a . (You can complete and print this form; or, if you want to complete and save it for your records or have a copy to email, you will need to choose Print then change Destination to Save as PDF.) You can also print a blank Justification FormWord Document Justification.
5. Submit completed Departmental Requisition, SWaM, sole source or contract documentation, and signed justification form to Lisa Perry in the
Title I Department.
Very Important!
DO NOT OPEN any materials when they arrive. Contact Ron Bayton, Title I Inventory Clerk at 751-1631 or email him at [email protected]. Ron is responsible for checking in all boxes/packages purchased with Title I funds!
DO NOT SIGN any contracts over $5,000. Contact the procurement department or Title I department for assistance.
DO NOT PLACE any orders. Once approved, the Title I department will process your order and have it shipped to your school.
SEND all invoices and packing slips to Lisa Perry in the Title I Department.
If you have any questions or need assistance with the ordering process, please feel free to email or call Lisa Perry at 727-2023.
DO NOT SIGN any contracts over $5,000. Contact the procurement department or Title I department for assistance.
DO NOT PLACE any orders. Once approved, the Title I department will process your order and have it shipped to your school.
SEND all invoices and packing slips to Lisa Perry in the Title I Department.
If you have any questions or need assistance with the ordering process, please feel free to email or call Lisa Perry at 727-2023.