Vandalism - Theft Reporting

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Please follow the attached procedures to report break-ins and property losses due to vandalism and theft.

Vandalism Theft Report.pdf

RECORDS ROOM

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Our Records Room is a work in progress...........

We have implemented a system to make finding what you need easier for everyone. You can find your records by searching the attachment. Then call or ...more

Delivery Schedule

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The Delivery schedule has been updated to include our newest school Gus Franklin

If you have any questions or concerns please feel free to contact us.

Delivery Schedule.docx

Purchasing and Warehouse Memos

Attached are several memos that were recently distributed that directly relate to warehouse/purchasing procedure changes.

 Purchasing Process Memo

 Warehouse Deliveries

 Cost Savings Memo

Staff

Purchasing/Accounting Technician

Lori McMillen ext. 10202   lori_mcmillen@aesd.net

Warehouse

Craig McMullen ext. 10299 craig_mcmullen@aesd.net

David Dencker Ext 10299 david_dencker@aesd.net

Fax #

760-246-4201

Who do I Contact ???

Warehouse Manual and Forms

Shopping Online

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Many of our vendors have user friendly websites that enable us to browse products on-line rather than sifting through catalogs. I have included just a few of the vendors that we frequently use and ...more

COPY COUNTS

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Save the Date!

Copy counts are due to Lori in the Purchasing department on the following dates:

March 21th

June 14th

September 20th

December 18th

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Answers to some commonly asked questions.......

Why was my requisition rejected?

FAQ's

 

Purchasing Department

Savings Update..........

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During the 2013-2014 School Year the purchasing department saved   $ 20,454.13.  This is money that went back into your school site budgets.

This was all made possible by shopping around, switching vendors, buying remanufactured, utilizing coupons/promo codes and negotiating better pricing.

Savings tally for 2014-2015 is currently at $ 9,001.68 and growing. 

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California Uniform Public Construction Cost Accounting Act

The Adelanto Elementary School District is inviting all licensed contractors and potential Vendors to submit a Contractor Registration Application for inclusion on the District's list of qualified bidders/Vendors for the 2014 calendar year.

Contractor Registration Form

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A.E.S.D. Purchasing Manual

CHECK-OUT CAL CARDS

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Cal Cards are available for Sites/Departments to check-out and use as needed.   These cards are to be used mainly for travel outside the District where lodging and airfare may be required.    Please follow these simple steps to obtain a card.

 

  • Complete an Employee Cal Card Check Out Request form
  • Have your Site Administrator/Department Head sign the form authorizing the amount and funding source being used
  • Forward form to Purchasing
  • Once approved you will be contacted to come in and check out a card
  • You will be given a Policy and Procedures manual you will need to read it in its entirety and sign the application and agreement.
  • Cards, itemized receipts and invoices shall be turned in promptly. Failure to do so may result in disciplinary action by the District.

 We only have four (4) cards available so please plan ahead.  I have attached copies of the Cal Card Check out Request Form along with a copy of the Cal Card Purchasing Card Program Policy and Procedures as it applies to the Check-Out Cal Cards.  We are hoping that the cards will help to alleviate some of the challenges sites/departments have faced when attending conferences/workshops. 

CHECK OUT CAL CARD POLICIES.pdf

Employee Cal Card Check Out.pdf

 

Money Saving Tips$$$$$ .....................

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Now more than ever we all need to work together to save ...more

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Shop Around~ Shop Around

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Need help negotiating the best price?  Please give me a call or email me @ lori_mcmillen@aesd.net.  I am MORE than happy to do my best to secure the best pricing on everything from paper goods to scanners.

USE OF FACILITIES

Any groups or organizations wishing to use any of our facilitites will need to complete a Use of Facilities application and provide us with a copy of their insurance certificate for $ 1,000,000 in liabilty coverage naming the Adelanto School District as additional insured.  You can download and print the form here.  Please be sure to fill the form out completely.  You will need to drop the form off at the office of the site you are requesting.  Once the site Administrator approves your application it will be sent forward to the District Office for District approval.  Please refer to our "Use of Facilities Policy, Regulations and Fees" for more information.

 

Use of Facilities Application.pdf

Facilities Brochure

 

If you need a resource for insurance you can contact one of the vendors below:

 

Insurance Resource

Tulip Application

 

Purchase Order Terms and Conditions

1.   Use the Purchase Order Number on all invoices, package labels, packing slips, and correspondence.

2.   Invoices must be itemized and sent ATTN:  Accounts Payable.

3.   Transportation charges must be prepaid, add freight charge to invoice, FOB: Destination.

4.   Sales tax must be shown separately.

5.   Vendors outside of California who charge sales tax must provide sales tax ID number when invoicing or sales tax will be disallowed and paid as use tax by A.E.S.D.

6.   Endorse packing slip with Purchase Order number listed.

7.   NO CHANGE OR CHARGE IN EXCESS OF THIS ORDER MAY BE MADE WITHOUT PERMISSION OF THE AUTHORIZED AGENT!

8.   The Adelanto Elementary School District desires  to pay all bills promptly.  However, invoices cannot be paid unless the vendor complies with all instructions herein.

9.   As of August 1, 2004:  Warehouse Receiving Hours 6:30 AM - 2:00 PM (M-F)

Revised 4/24/2012 Lmc

FORMAL BID'S , QUOTES AND RFP'S

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We have the following Bid(s) and RFP (s) and RFQ (s) that are open:

 

WSP Cooler/Freezer Install and Electrical RFQ

Opens June 12, 2014

Closed June 26, 2014

WSP Walk in Combo.pdf

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One Quote received.  Job to be awarded to Bernier Refrigeration.

BERNIER06262014164919.pdf



Painting Bid # 14/15-01

Opens May 1, 2014

Closed June 4, 2014

COMPLETE PAINTING BID 14-15.doc

PAINTING BID ADVERTISEMENT 14-15.pdf 

PAINTING BID SUMMARY SHEET.xls

At the Regular Board of Trustees Meeting of June 17, 2014 the Board of Trustees approved awarding BID# 14/15-01 to Everlast Builders as outlined in the Bid Recap Summary.



Carpet Bid # 14/15-02

Opens May 1, 2014

Closed June 5, 2014

COMPLETE CARPET BID 14-15.doc

CARPET BID ADVERTISEMENT 14-15.pdf

CARPETING BID SUMMARY SHEET.xls

At the Regular Board of Trustees Meeting of June 17, 2014 the Board of Trustees approved awarding BID# 14/15-02 to Mikes Flooring as outlined in the Bid Recap Summary.



 

 

 

Child Nutrition Services BIDS

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Below you shall find copies of Bids for bread, dairy, paper and produce being utilized by Child Nutrition Services for the 2013-2014 School Year.  If you have any questions regarding any of the bids posted, please contact our Director of Child Nutrition Services Delise Barringer at delise_barringer@aesd.net

Bread Bid

Dairy Bid

Paper Bid

Paper Bid Docs

Produce Bid

 

 

 

Important Dates

INFORMATION AND FORMS FOR OUR VENDORS

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All vendors shall be granted an interview upon request regarding their products or services. Requests for appointments shall be ...more