The Uniform Guidance (UG) updates from the Federal Office of Management and Budget increased the Micro-purchase procurement method from $3,500 to $10,000 and increased the Small Purchase Procedures threshold from $150,000 to $250,000, effective June 20, 2018. Under UG, non-Federal entities must comply with the more restrictive of Federal, state, and entity-level requirements. The following table outlines the procurement methods to be used for the acquisition of goods and services when using Federal funds.

Bids: $23,200

Quotes: $12,600

The Business Procedures Manual is a resource of current business practices for the Chambersburg Area School District.  It is intended to be a "living" document that will be revised and updated as the requirements of the system change.

The manual is intended for use as a reference book by Administrators, secretaries, and other staff members with budgetary or financial responsibilities.  There is an underlying assumption that the individuals for whom it was written will have a general understanding of the financial processes in a school system.

The district has received a list of qualified small, minority businesses and women's businesses. When going through the procurement process, CASD staff must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. 

Affirmative steps must include:

(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists

www.dgs.pa.gov/Small%20Diverse%20Business%20Program/...; 

(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;

(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

(6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (b)(1) through (5) of this section.

As part of CASD Procurement Best Practices, and as required by federal purchasing guidelines, any potential contract or purchase order that exceeds $250,000, requires a cost or price analysis prior to procurement. Please reach out to the CASD Business Office before beginning this process.

The Quote Comparison Form is required when requesting to purchase an item via a vendor that is not on an approved purchasing contract (Ex. CoStars, PEPPm, LIU Catalog Discount Bid, etc.).

Per the PA School Code, you must obtain at least three (3) quotes.

Under the Uniform Grants Guidance ("UGG"), for procurement amounts above the U.S. Office of Management and Budget's ("OMB") "micro-purchase" threshold, competitive methods of procurement are required unless (a) one of four "sole source" exceptions applies, and (b) there is no state or school district prohibition to sole source procurement.

This Non-Competitive Method (Sole Source) Justification Form has been developed as a tool for the school district, to help ensure that any sole source procurement by the school district complies with the UGG.