Non Personal Services

Purpose
Non Personal Services are services that do not qualify as a Personal Service or as a Trade Service.

These services are usually labor only, provided by a Vendor, but may also include the purchase of furniture, fixtures, or equipment that require installation by the Vendor.

Policy
Visit the Purchasing Summary Page for Personal Services

Examples of Services

Procedure

Purchase Process: Need --> Funding --> Quote/Bid --> Contract --> Delivery/Performance --> Payment

• Step 1 - Identify the project need:
  
• What is the goal of the project?
• What is the estimated cost?
  
• Are there funds available to pay for the project?
  
• Has the Cost Center Administrator approved the project?
  
  
• Step 2 - Develop a Statement of Work:
• Who/What/When/Where/How
  
• Click here for a useful Template & Quote Form.
  
  
• Step 3 - Determine the selection process: (see also Threshold Summary)
  
• When the Total Amount of the purchase order is estimated to be...
• Less than or equal to $5,000 - no is quote required
  
• See Small Procurement procedures
  
• Over $5,000 to less than $75,000 - Three VERBAL quotes are required
  
• See Verbal Quotes procedures
  
• Over $75,000 to less than or equal to $150,000 - Three WRITTEN quotes are required
  
• See Written Quotes procedures
  
• Over $150,000 contact Purchasing, a Formal selection process must be completed. Skip step 4 (Vendor selection is done through the RFP process).
  
  
• Step 4 - Choose the Vendor that best meets your needs: lowest price, meets time table, best delivery, etc. In most cases, you must select the lowest priced quote. However, you may select a higher priced Vendor ONLY when that Vendor:
• Offers better delivery (you must ask each vendor for the same delivery date), or
• Offers a product that meets your requirements, when the low quote doesn't.
• You must CLEARLY state the reason you selected the higher priced vendor on the quotation form.
• Contact the Purchasing Department before you attempt to award an order to a vendor who is not the low bidder.
  
  
• Step 5 - Contract process - Purchase Order to Vendor - see the PR Manual
  
  
• Step 6 - Vendor performs: Know your 'Rights': You want:
  
• the right service
  
• delivered at the right place
  
• at the right time
• in the right condition (the way you want it)
• in the right quantity (time/hours, reports/results/deliverables)
• at the right cost
• to the right customer (end-user)
  
  
• Step 7 - Payment:
  
• The Vendor will issue an invoice
• The amount must match the quote
  
  
• Step 8 - Change Order Procedure: To increase the dollar amount of a PO in this category:
• See change order page for additional information
• Communicate with the vendor (usually the vendor calls you with a price change)
• Negotiate with the vendor regarding the change
• Change Order Form. ENSURE that the amount of the change does not exceed 25% of the original PO amount
  
• Email the Purchasing Department: purchasing@beaverton.k12.or.us to change the PO, for complete details see the PR Manual
  
  
• Step 9 - Contract close-out. Cost Center receives PO online with IFAS
  
  
• Step 10 - Troubleshooting. If anything goes 'sideways' contact Purchasing immediately.
  

	Purchasing Home
	"Find it" Page