Purchasing

Charles County Public Schools has implemented Online Vendor Registration System (OVRS) to serve you better. Visit the Office of State Procurement to register as one of our vendors. You must register online, even if you are already registered with us.

Registration benefits include:

• E-mail alerts when solicitations are available;
   
• Search and view posted solicitations by commodity and service codes;
   
• Quickly download relevant solicitation opportunities; and
   
• Secure access any time from any computer with Internet access.

This step-by-step registration process is free. All you need is your FEIN or SSN and the demographic profile of your company.

E-mail questions or concerns to ccpspurchasing@ccboe.com

Competitive Price Quote Form

Consultant/Trainer Independent Contractor Agreement

Sole Source Form

In accordance with the Annotated Code of Maryland, Education Article #5-112 some purchases are exempt from the requirement to obtain full and open competition. This exemption covers such items as textbooks, library books, materials of instruction, emergency repairs, Architectural and Engineering for construction projects, and sole source or proprietary goods and services.

Small Purchase Order

There are two categories of small purchases – those that are less than $2,500 and those that fall between $2,500 and $25,000

• Less than $2,500 – Purchases less than $2,500 require catalog and/or phone quoted prices from the desired supplier. Forward a properly completed P/O Requisition form with the item description(s), quantities needed, date needed by, prices, selected supplier information and appropriate approvals to the Purchasing Department.

• $2,500 to $25,000 – Purchases between $2,500 and $25,000 require three quotes, which must be submitted on a Charles County Public Schools’ Competitive Price Quote form (catalog prices are considered as quotes). Quotes obtained verbally should also be recorded on the Competitive Price Quote form. All information required on the form must be provided. Forward a properly completed requisition with the item description(s), quantities needed, date needed by, prices and appropriate approvals to the Purchasing Department.

If you need assistance in obtaining competition for these requirements, contact the Purchasing Department. Staff can assist with obtaining quotes.

Large Purchase Procedures

A large purchase request are those that are greater than $25,000. The purpose of this section is to assist you in processing your requirements that fall into the large purchase category.

Large purchases require formal competition by either an Invitation to Bid (ITB) or a Request for Proposals (RFP). These requirements must be published at least once in a public newspaper, on eMaryland Marketplace Advantage’s website.

A request to initiate a solicitation can be made by submitting a Project Approval Form for Bidding to Purchasing.

The request must include:

• Carefully written, non-restrictive specifications;

• Any special terms, conditions and/or compatibility requirements (if any);

• Quantities of items needed;

• Delivery or performance time requirements; and

• Appropriate approval signatures.