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.  

Return Guidelines

NOTE: Districts must contact the LHRIC to initiate ALL returns. When the districts bypass LHRIC and go directly to the vendor, the LHRIC cannot be responsible for proper processing of credits and adjustments. 


Procurement Requirements for Return Processing

The requirements below will ensure proper and efficient processing of returns and credits for both the LHRIC and our component Districts.

Please read and become familiar with these requirements.  We will no longer be able to verbally authorize a return.  All requests for returns MUST be made via email.    

If it becomes necessary for you to request a return, please email LHRICProcurement@lhric.org and your MITs Lead to start the process.

Mis-shipments (Double shipments or Incorrect Product)
If the District receives a double shipment or incorrect item, it may be returned at no charge and the vendor will send a carrier or send airbills for the pickup.  In most cases replacement orders will not ship to the District until the return products have been received.

Defective Products (DOA)
If the District receives a defective product (DOA), they should contact LHRICProcurement@lhric.org and your MITs Lead immediately so that we may request an RMA from the vendor.  Defective product returns must be complete and in the manufacturer’s original packaging to receive credit or to be replaced.  Upon the return, credit will be issued and the replacement will be shipped.

Discontinued Products
Discontinued products are defined as products that the manufacturer no longer produces.  Products that are discontinued are NON-RETURNABLE.  If a product is discontinued and found to be defective the return or repair will be based upon manufacturer’s policies & warranties.

Special/Configured Orders
Special orders are defined as orders that are out of our normal channel of operations.  All special order products are NON-RETURNABLE.  Products engraved and/or personalized with district logo are not returnable.

Configured products consist of any items that have had any hardware or software specifically installed for the customer’s order.  All configured products are NON-RETURNABLE.

District Based Returns
District based returns are defined as products that a District wants to return for their own purposes. (Eg. ordered product in error or determines they do not require a specific item on an order).  Those items will be subject to the vendors return policy.  The products must be sealed and in resalable condition.  If the vendor approves the return it may be subject to restocking fees and return shipping costs.  Each request will be handled on a case by case basis working with the vendor of purchase. 

Substitution Guidelines

Substitutions to equipment may be made at the discretion of the LHRIC, after discussion with the District for District input, when one of the following conditions exist.

  • Item discontinued
  • Item on backorder

Substitutions will be based on equivalent specifications and like value.

Receipt of Equipment Guidelines

District Responsibility

  • The District is responsible for coordinating the receipt and storage of equipment until the time of installation.
  •  The District will notify the LHRIC MITs Lead of receipt of equipment within two business days (i.e. in writing via email, fax, etc.)
  •  The District is responsible for securing all packing slips and providing them to the LHRIC MITs Lead.  Packing slips are required for payment to vendors.

LHRIC Responsibility

  • LHRIC is responsible for balancing the receipt of equipment with the Bill of Materials
  • LHRIC is responsible for coordinating the tracking and return of equipment ordered