Procurement Frequently Asked Questions
- GENERAL QUESTIONS
What is the responsibility of the Procurement Services Division?
The Procurement Services Division is responsible for ensuring the District complies with all laws and regulations pertaining to the purchasing of goods and services.
Where can I obtain information on LAUSD procurement policies and procedures?
LAUSD personnel can access documents such as reference guides, bulletins, and memoranda through eLibrary.
Why do some contracts/amendments need Board approval before Procurement can sign them?
Under State law, only the Board of Education may enter into contracts for goods and services to be paid for with District funds. Schools, Local District and central office administrators are not authorized to do so. Any agreement not authorized by the Board of Education is not valid and not authorized for payment.
- For a contract or amended contract at or below the State Competitive Bid Limit, the Board of Education has delegated approval authority to Procurement Services Division. Such contracts are signed by those delegated such authority and then are ratified by the Board of Education. The contractor may not perform the services until the contract has been approved by Procurement Services Division.
- For a contract over the State Competitive Bid Limit or an amendment that increases the total amount over the State Competitive Bid Limit, advance Board approval is required. The contractor may not perform services until the contract or amendment has been approved by the Board of Education.
Where can I get more detailed information on the Contracting procedure and policy?
The Procurement Manual, outlines the contracting procedures.
- LOW DOLLAR PROCUREMENTS (Below the Competitive Threshold)
How long does it take to process a non-stock requisition?
Typically, it takes about 20 business days to process a non-stock requisition that is below the formal State bid threshold. Depending on the complexity and whether the requested goods or services are covered under a master contract, the actual processing time may be more or less than the 20 business days processing time. Please click HERE to see the Timeline available in the Procurement Manual (Chapter 2. E. Timeline).
How do I order textbooks, library books and instructional materials?
Similar to ordering any goods or services, ordering of textbooks, library books and instruction materials begin with entering an SAP Shopping Cart. The policy and procedures for ordering textbooks, library books and instructional materials are found in Chapter 14 of the Procurement Manual.
- COMPETITIVE PROCUREMENTS
What is a Formal Bid or Invitation For Bid (IFB) and how long does it take to process?
State law and Education Code require that the expenditure of public funds must follow a prescribed process to ensure that tax payer dollars are maximized. The purchase of goods and general services must be competitively bid, with purchases that exceed the State's competitive bid threshold to be conducted through a formal bid process. Please click HERE to read Chapter 4. F. Procurements at or above the State Competitive Bid Limit, of the Procurement Manual.
When is a Request for Proposal (RFP) required?
- As of February 15, 2013, an Informal Request for Proposal (IRFP) process is required for obtaining professional services with a value over $25,000 and at or below $250,000. Please click HERE to read Chapter 4. F. Procurements at or above the State Competitive Bid Limit, of the Procurement Manual.
- A formal Request for Proposal (RFP) process is required for obtaining professional services with a value over the $250,000. Please click HERE to read Chapter 5 - Formal Competition, of the Procurement Manual.
How can I get assistance in conducting a Request for Proposal or Informal Request for Proposal?
Contact Procurement and Contract Administration Branch, Educational Services at (213) 241-8765.
- VENDOR INFORMATION
How do I pay a vendor that is new to the District?
If you are purchasing from a vendor that does not have a vendor number in the District financial system you may direct the vendor to PSD Website Vendors/Contractors Resources page to apply online: Vendors/Contracts Resources.
Additional resources for vendors, including training and policies and procedures are available on the page.
What do I tell a vendor who asks how they can become a District vendor?
Please direct them to the Vendors/Contractors Resources page of this website for information. The direct link is: https://achieve.lausd.net/Page/3904