Procurement Guidelines

 

Non-IPA Ordering Guidelines

  • Districts belonging to MITs and Collaborative services procurement fees are now included within the service.  The only additional fees would be the deductible for the processing of insurance claims.
  • All orders must come to the LHRIC via two methods: NPPR or through project work with an assigned LHRIC MITs Lead.
  • 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 the District may incur a vendor imposed restocking fee if any equipment is to be returned or exchanged.
  • 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.  Such orders may not be eligible for BOCES aid.

Change Order Guidelines

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 MITs Lead.   
  •  LHRIC MITs Lead and a representative from procurement 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.

NPPR purchases and Non-IPA Projects:

  • 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 the District may incur a vendor imposed restocking fee if any equipment is to be returned or exchanged.
  • 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.

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, and such purchases may not be eligible for BOCES aid.