Call: 301-934-7350

Purchasing Procedures

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. Please click here to retrieve the form

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.