Purchasing

201 N. Front Street, 8th Floor
Camden, NJ 08102
Telephone: (856) 966-2065
Fax: (856) 966-2186
 
Staff
Karen Willis, Interim Business Administrator
(856) 966-2000, Ext: 38829
 
Arlethia Brown, Manager of Purchasing and Food Services
(856) 966-2000, Ext. 38825
 
Angela Lance, Purchasing Analyst
(856) 966-2000, Ext. 38808
Email: alance@camden.k12.nj.us


Mission Statement
The Purchasing Department is responsible for all purchasing of goods and services by the district in accordance with the State of New Jersey 18A Laws.
 

Purchasing Process:

1. Check to see if the goods/services were budgeted, if not request the funding for the items.

2. Submit a Board Item for approval to make the purchase.
 
3. A minimum of one (1) quote is required for all purchases. If the goods/services are in excess of $6,000 but under $40,000 two (2) quotes are required. Quotes must match exactly. If over $40,000, bids are required - contact the Manager of Purchasing. Please review the Bid Threshold document below for additional information.
 
4. Select a vendor. Check SMARTS to ensure the vendor is in our system. If the vendor is not in SMARTS, review the Vendor Information and work with the Purchasing Analyst to have the vendor added into SMARTS. 
4. After you've received Board approval, ensured funding is available, checked that the vendor is in SMARTS and obtained quotes as outlined in step 3, submit all required documentation to support your request to your team's designated staff member to enter into SMARTS . Required documentation includes: signed PO Rationale form, which can be downloaded below; account number; quote(s), board approval pages, field trip request form (if applicable). Missing documents will delay the Business Office's ability to issue your purchase order. 

5. C omplete and sign the Requisition Checklist, which can be downloaded below. Enter the requisition into SMARTS. Scan and upload all supporting documentation.
 
6. The Purchasing Analyst will review your submission and notify you when a purchase order is issued. 
 
7. After goods are received/services are rendered, sign off on the Receiver's copy of the purchase order. Submit the final invoice and the signed receiver's purchase order to the Accounts Payable Department.
Questions? Check out the Purchasing FAQs. 
 
PLEASE NOTE:
  • No purchase or commitment to purchase should be made without a signed purchase order.
  • Board approval is required for all purchases. 
  • A requisition is NOT a purchase order. 
  • Submit your requisition well in advance (at least 30 days) of the event or the need for the goods/services.
  • Request for emergency purchases should go through the Manager of Purchasing.
  • A confirming order is a purchase without a purchase order, you may be held financially responsible for confirming orders. 

Closing date for all purchases for the 2015-2016 school year is March 1, 2016. Please submit all requisitions prior to that date.

(Please click link above.)
 
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