ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
NUMBER
PAGE
CENTRAL STORES/WAREHOUSE
05-1001
1 OF 2
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE REVISED
6Hx7-5.1 Purchasing
February 17, 2015
Purpose
This purpose of this procedure is to define the guidelines for obtaining supplies for Central Stores.
Procedure
A. Central Stores cost-effectively procures in bulk day-to-day operating needs for the College, including
office supplies, printer toner, maintenance supplies and janitorial supplies.
B. Standards have been established for quality materials for use throughout the College to satisfy most
repetitive requirements. Items to be stocked in Central Stores shall result in more economical prices
of items based on volume buying with minimum administrative overhead costs.
C. The College has publicly bid out and established indefinite quantity supply type contracts, and other
individual purchase orders when appropriate, for the purchase of supplies and minor equipment.
Purchase standards used are identified in the College Central Stores on-line web-based catalog.
Central Stores purchase standards require the approval of the Executive Director, Purchasing and
Auxiliary Services. The products are described in the Central Stores on-line catalog by manufacturer's
catalog numbers or by model number and carry an individual Central Stores Florida State College at
Jacksonville stock number. Supplies are purchased by purchase description of the item, on a "Brand
Name or Equal" basis, or in the case of replacement parts, by the manufacturer's part number. Other
supplies are purchased under state contracts.
D. Products such as mops and pens may be purchased from RESPECT of Florida or janitorial chemicals
from PRIDE of Florida. These items are assembled or manufactured by persons with disabilities or
prison inmates. Florida State College at Jacksonville by Florida Statute, District Board of Trustees
Rule 6Hx7-5.1, and SBE Rule 6A-14.0734 can purchase these items without competitive bidding or
dollar limitations when they cost-effectively meet the College functional requirements.
E. College personnel shall obtain required supplies from Central Stores to the maximum extent possible
without resorting to outside individual purchase actions. The Executive Director, Purchasing and
Auxiliary Services and specific Purchasing Agents shall screen requisitions to ensure that individual
purchases are not made when suitable items are cost-effectively carried in Central Stores, except when
it is demonstrated that the Central Stores products will not meet the need. Clear justification will be
required for purchase of non-standard products.
F. In such a situation an email should be sent to the Executive Director, Purchasing and Auxiliary
Services to advise of the inadequacy, non-competitiveness or lack of a product when a new or
different product is desired to be stocked at Central Stores. The annual demand rate and frequency of
need should be included in the email. Upon receipt of the recommendation a survey will be issued to
quantify the rest of the College needs.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
NUMBER
PAGE
CENTRAL STORES/WAREHOUSE
05-1001
2 OF 2
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE REVISED
6Hx7-5.1 Purchasing
February 17, 2015
G. The carrying cost to procure an item and the cost to store it in Central Stores will be factors to be
considered when deciding whether to include additional items in Central Stores stock. The Executive
Director, Purchasing and Auxiliary Services shall ensure that these guidelines are carried out and
revise standards and the range of items stocked as may be necessary.
REFERENCES: F.S. 1001.64, SBE Rule 6A-14.0261, 6A-14.0734
Adopted Date: April 25, 1988
Revision Date: January 26, 1996, September 13, 2001, September 3, 2013, February 17, 2015