Procurement Guidelines

Non-IPA Ordering Guidelines

  • All orders must come to the LHRIC via two methods: NPPR or through project work with an assigned LHRIC Project Manager.
  • Instructional purchases that are to be BOCES aidable require that the District provide staff development to back the purchase.
  • A change order in the procurement of equipment must be requested prior to when the POs are released, which is generally two days after receipt of the approval from the District.  Once the POs have been released a processing fee of 4% (or a $25 minimum; whichever is greater) of the new purchase cost, and a possible vendor restocking fee, will apply to all requested changes.
  • Upon receipt of the equipment the District is responsible to update NPPR to initiate installation.  The District is also responsible for forwarding all packing slips to LHRICProcurement@lhric.org.  Packing slips are required by the LHRIC for vendor payment.
  • Should a District choose to order equipment/software that is not considered a LHRIC standard, the District will be responsible for the maintenance of the equipment/software ordered. 

Change Order Guidelines

(Including re-quotes)

For Project purchases:

  • The LHRIC will accept requests for changes or re-quotes up to two weeks prior to PO release.  The PO release date will be conveyed to the district by the Project Manager.  After two weeks, a processing fee of 4% (or a $25 minimum; whichever is greater) of the new purchase cost will apply to all requested changes.  An additional $25.00 will be charged for Purchase Orders that need to be RUSHED or expedited.  These fees will be in addition to the project procurement fees.  Changes at a late date may also impact the installation schedule, due to a late release of purchase orders
  •  LHRIC Project Manager is responsible for reviewing the “Bill of Materials” with the client prior to the release of the Purchase Orders
  •  Should a requested change dramatically impact the scope of the project, the project may then be considered a ‘new’ project which would create the need to revise the original schedule and budget.

For NPPR purchases(Non-IPA/Project):

  • For Non-IPA purchases, a change order in the procurement of equipment must be requested prior to when the POs are released, which is generally two days after receipt of the approval from the District. Once the POs have been released a processing fee of 4% of the new purchase cost, and a possible vendor restocking fee, will apply to all requested changes.
  • Upon receipt of the equipment the District is responsible to update NPPR to initiate installation. The District is also responsible for forwarding all packing slips to LHRICProcurement@lhric.org.   Packing slips are required by the LHRIC for vendor payment.

For ALL Purchases:

  • Should a District choose to order equipment/software that is not considered a LHRIC standard, the District will be responsible for the maintenance of the equipment/software ordered.