Signing a proposal or quote is not authorization for a vendor to proceed. Under no circumstances should anyone sign a proposal or quotes received from a vendor and allow the vendor to proceed without a completed purchase order. A District purchase order referencing a proposal or quote is the only authorization a vendor should receive in order to proceed. A proposal or quote is never authorization for a vendor to perform services.
District personnel who contact vendors directly and initiate the purchase of goods and services are in direct violation of Governing Board policy and legal statutes. As specifically stated by Board Policy 3310:
"All district purchases for supplies, materials, equipment or leasing of equipment, or other services to be performed shall be channeled through the district purchasing department on the appropriate district forms.... All purchases made or contracts let or authorized not in accordance with the above prescribed channels and/or procedures shall remain the personal liability of the individual(s) who initiate the purchase agreement with the vendor."
Goods and/or services purchased or ordered without proper authorizations are considered unauthorized purchases for which the district has no legal liability or obligation to pay vendor claims.