The Purchasing Department has more contact with companies and suppliers than any other department of the Frederick County Public Schools. It has the power to enhance or detract from the Board's good name in its relations with vendors. The Purchasing Department considers it good policy to develop and maintain good will toward the vendor community. It is just as essential to maintain good will between the Board and its vendors as it is to have good will between the Board and its customers (the public).

In general, one's opinion of the Frederick County Schools is formed by contacts with its employees. The Purchasing Department has a real opportunity and a major responsibility in sustaining the reputation of the Board and the good will it commands.

The Purchasing Department can and should promote the reputation of the Board for fair dealing. With this in mind the Purchasing Department has developed the "PROCUREMENT PRACTICES AND PROCEDURES OF THE PURCHASING DEPARTMENT" brochure and "QUALITY ASSURANCE" statement which is provided to all vendors and companies requesting information about doing business with the Board.

PROCEDURES FOR VENDORS TO BECOME ELIGIBLE TO DO BUSINESS WITH THE FREDERICK COUNTY PUBLIC SCHOOLS

Registration Procedures

All vendors who are interested in doing business with the Board should request and complete a "Bidder's Mailing List Application". This application may be obtained by contacting the Purchasing Department. Once the application is completed and approved, a vendor remains on the list unless removed under the conditions outlined below, "Removal from the Bid List."

Frederick County Public Schools also maintains registered lists of companies pre-approved for Large Construction and Renovation Projects (over $250,000) and Computer Cabling and Network Integration Projects. These are separate applications which may be obtained by contacting the Purchasing Department at 301-644-5209.

Bidder's Mailing List

Upon receipt and approval of the "Bidder's Mailing List Application," a vendor will be entered into the financial management system and assigned a vendor number. A copy of the approved application with date of posting is returned to the company as notification. The vendor is placed on the bidders mailing list for the type of items or services as indicated and selected from the "Bidder's Mailing List Application." The bidder's mailing list is consulted when a supply, equipment and/or service is sought. For formal bids, all registered vendors marketing the commodity being sought are solicited. For informal bids/quotations, vendors are randomly selected from the bidder's list. Solicitations are sent to all those selected.

Removal from Bid List

Vendors may be removed from the bidder's mailing list when they demonstrate a lack of interest in responding to solicitations, for failure to perform in accordance with contract provisions, or by submitting a written request to be removed.

The bidder's list is reviewed annually. Applications on file for more than three years will be subject to renewal. Vendors violating contract terms on procurement contracts and who are unwilling or unable to resolve the conflict to the satisfaction of the staff and the Purchasing Department shall be debarred from the bidder's list for a period of at least one-year. Thereafter, they may make reapplication. Approval will be subject to the vendor's ability to demonstrate that similar problems in a contractual relationship are not likely to recur.

Vendors recommended for debarment from participating in any financial transactions with the Frederick County Public Schools will be notified in writing by the Executive Director of Fiscal Services. The Executive Director of Fiscal Services will consult with staff, legal counsel, the Superintendent and the Board of Education before making this decision.

QUALITY ASSURANCE

The standards and quality assurance program of the Purchasing Department embody the activities of standardization (somewhat limited by federal, state, and local laws and procedures), specification writing, inspection, and testing. Vendor performance is also an important factor. Vendor performance refers not only to whether or not technical specifications are met, but also to whether there are any unauthorized substitutions or other failures in performance.

In some school systems the writing of specifications and bids is completely outside the Purchasing Department's authority and the Purchasing Department only acts as an administrative agency to process the paperwork. In Frederick County this is not the case, even though the Purchasing Department does utilize all the available staff to help in the preparation of writing specifications and, in some instances, evaluating bids.

The Purchasing Department also relies upon complete and timely documented information (negative and positive) originating with the ultimate users of the supplies and equipment. However, each user must keep in mind that personal preference has no place in governmental purchasing and that no two items are manufactured exactly the same.

The Purchasing Department invites written comments about the quality of supplies and equipment and will investigate legitimate complaints.

SALES REPRESENTATIVES IN SCHOOLS

Refer to the booklet "Procurement Practices and Procedures of the Purchasing Department," page 8, VIII - Sales Representatives in Schools.

GUIDELINES FOR VENDOR VISITATION TO SCHOOLS

1. All equipment, supplies, and most services shall be purchased by schools and departments through the Purchasing Department using the requisition forms as prescribed by the Purchasing Department. Under all circumstances sales representatives must have authorization from the Purchasing Department, the Associate Superintendent for Curriculum and Instruction, or department supervisors or their designated representatives in order to visit schools.

2. All vendors of products used in school fund raisers or involving student monies (i.e., rings, pictures, etc.) may conduct business with the schools only if they complete the vendor application form for the School Fundraising Activities Binder (#943) and are approved by the Purchasing Department.

3. Diplomas are purchased through competitive bids. Vendors of this product are not permitted in schools but are encouraged to register with the Purchasing Department by completing a Bidder's Mailing List Application for inclusion in the bidding process.

4. Vendors of curriculum related materials, supplies, and equipment (i.e., textbooks, materials of instruction, library collections) should receive their authorization to visit the schools from the appropriate curriculum specialist or department supervisor.

5. Vendors of all other products are subject to the approval of an administrator of the Purchasing Department.

6. Once approved, the sales representative will be given a card to authorize the visit. According to State law, all visitors must register in the main office of the school as soon as they arrive.

7. Only the designated person(s) at the school may be visited.

8. Vendors are discouraged from leaving materials for review that later must be retrieved. The school will not be financially responsible for loss, theft, or destruction under any circumstances.

9. Financial obligations can not be made by any individual of the school system without an authorized purchase order.

10. PLEASE REMEMBER THAT THE PRIMARY OBJECTIVE OF TEACHERS AND SCHOOL ADMINISTRATORS IS TO TEACH THE STUDENTS AND NOT TO MEET WITH SALES REPRESENTATIVES. YOUR COURTESY WILL BE APPRECIATED.