Policy ESU-3610

Business

Purchasing

Reviewed and affirmed by the Board: 
Last Revision: 07/28/26
Original publish date: 02/27/1996
Related policies & regulations:  
Legal references:  79-909, 79-912

 The Unit Board declares its intention to purchase competitively whenever possible.

Good working relations with vendors who provide materials, supplies and services to the ESU are desirable.  Constructive efforts by the administration to seek the advice and counsel of vendors about how to improve such relationships are encouraged.  If comparable quotes of equal quality are received, preference shall go to the local vendor; that is, Lincoln first, then Nebraska.

Recommended purchases or contracts in excess of $40,000 will be presented to the Unit Board for approval except as otherwise provided by policy or specific Board actions.

The purchasing limits or requirements set forth in this policy may be waived in the event of an emergency or time-sensitive purchase where delay would materially disrupt Unit or LPS District operations, threaten health or safety, result in the loss of services, or cause financial harm.  In such circumstances, the Unit Administrator or Superintendent shall obtain prior approval from the Unit Board President when reasonably practicable, and the Unit Board of Education may ratify such purchase at a subsequent meeting.

Purchase orders will be written solely under the direction of the Director of Purchasing.

The process and procedure of purchasing professional services for the ESU will be determined in the sole discretion of the Unit Board from time to time.

Quality/Quantity Purchasing

Items to be purchased shall be at a specified quality level selected to meet the instructional or operational requirement of the ESU.

Consideration of a higher quality level shall include:

1. Use of products on trial basis.
2. Regard for extended life expectancy of the product.
3. Preference for products having a more trouble-free nature that would result in lower per-year cost of ownership.
4. The establishment of an ESU standard which reduces cost of support, maintenance and parts.

All recommendations shall be made after consideration and consultation with the personnel requesting the goods and services.

The administration is encouraged to purchase supplies, equipment and materials in quantity to take advantage of volume pricing and to save on freight costs.

Factors to be considered in consolidating like items for purchase in lot quantities shall include:

1. Price advantages to be recognized on basic purchasing quantities.
2. Savings on shipping costs.
3. Savings on avoiding costs of frequent repetitive purchases.
4. Cost of investments in inventory.
5. Cost of warehouse space and personnel.

Encumbering Funds

Funds of the ESU are encumbered upon issuance of a purchase order or other written agreement as authorized by the Unit Board.

Contracts and Contract Authority

In accordance with Policy 3140, the Unit Administrator or the Lincoln Public Schools Associate Superintendent for Business Affairs is authorized to sign, execute and deliver documents in the exercise of the necessary course of business activities for the ESU.