Budget Contents

Bid List or Catalogs

General Purchasing Instructions

Request for Purchase

Supplies

NIGP Codes

Allocation of Budget

A budget request with written justification based on specific program needs is submitted to the building-level administrator.

Determination of budget needs shall:

Provide materials to meet accreditation standards, to support student reading interests and needs, to support efforts to improve FCAT scores, to enhance resources for new courses, and to accommodate students’ recreational reading interests.
Involve faculty, students, and the media center advisory committee in the selection process.
Maintain or increase past expenditures in order to qualify for special government funding or grants.
Anticipate at least a 5% increase in magazine subscription prices.

Sources of Funds

The library media funds in the school budget from the county are divided into the following categories: See NIGP Code.

Internal Accounts include monies collected by the individual school library media center that do not come from the county, state, or federal budgets.

Instructional Materials Funds may be used for purchasing instructional materials including library and reference books and non-print materials. Florida Statutes 233.07 At the school level, these funds are allocated at the discretion of the administration.

State Library Media Materials Funds are categorical and is provided by the state for school library media centers. These allocations are usually available in July and recalculate. See the bookkeeper to verify the school’s allocation.

Federal Funds--If federal funds are appropriated, must follow the guidelines issued with the funds.

Acquisitions

Bid lists or catalogs

To maximize available funds for books and other items, check with the school bookkeeper to determine if there is a county or state bid available. OCPS Procurement will also answer questions regarding bid availability. State of Florida bid descriptions for jobbers, vendors and individual publishers are available on-line at: http://dms.myflorida.com/business_operations/state_purchasing/vendor_information/state_contracts_agreements_and_price_lists/state_term_contracts/library_materials

If no bid appears to be available, call a vendor that has the desired item. Ask if another Florida county has negotiated a bid for that item. Often the vendor will honor that price for other schools. In the bid lingo, you can piggyback off of the other county’s bid. Check to see if shipping is included in bid prices.

General Purchasing Instructions

The process of purchasing any equipment, supplies, or services is initiated with a request for purchase order. The request for purchase order is completed and transmitted on-line to Procurement. After the request has been checked and approved, Procurement issues a purchase order. The District’s accounting software and the individual school’s ordering process determine a school’s format for creating purchase order requests. For Special Purchasing Instructions for OCPS go to http://intranet.ocps.net/pdf/purchasing.pdf

Request for purchase

Media specialists who enter purchase order requests on-line should follow the instructions from the Procurement Department; (OCPS purchasing procedures) however, in schools where the bookkeeper or secretary enters the requests for purchase order on-line, the media specialists must use the school’s purchase order request template.

Request for purchase orders for books should include the bid description if applicable, the type of binding preferred, number of copies wanted, the cataloging and processing desired, and the specifications for the management system download.

Purchase orders from a vendor can be expedited by seeing your bookkeeper for special instructions on how to attach a list.

Supplies

A-V and office supplies may be available from an OCPS warehouse or they may be procured at a reduced price through a stipulated vendor. Ask the bookkeeper for the latest catalog and/or bid instructions for supplies.

If an OCPS warehouse catalog is available and an item is not indexed where anticipated, try alternate entries, for example projection lamps will be found under bulbs, projection and stage lamps.

NIGP Codes

As of April 3, 2006, the District moved to using NIGP codes instead of the old OCPS material codes. A spreadsheet of all NIGP codes is available at www.procurement.ocps.net/pages/153.asp.

NIGP codes for Library Media Specialists are listed below:

Library Books - 205
71510 Books, Directories, Magazines, Pamphlets, Publications, Reprints, etc.
71512 Books, Reference: Dictionaries, Encyclopedias, etc.
78585 Reading Programs, Reading Aids, Accelerators, and Calculators
78587 Resource Books and Materials (Not Otherwise Classified)

Textbooks - 205
71583 Textbooks, Adult Education
71584 Textbooks, Special Education
71585 Textbooks: Kindergarten thru 5th Grade (Includes Student and Teacher Editions)
71586 Textbooks: 6th thru 8th Grade (Includes Student and Teacher Editions)
71587 Textbooks: 9th thru 12th Grade (Includes Student and Teacher Editions)
71588 Textbooks: College Level (Includes Student and Teacher Editions)

Library material processing supplies 205
52560 Library Catalog Cards and Accessories: Cards, Guides, Protectors, Sorters, Trays, etc.
52565 Library Forms, All Kinds: Circulation Record, Continuous, Strip, etc.
52570 Library Labeling Supplies: Labels, Letters, Signals, etc.
52575 Library Machines: Card Duplicators, Card Master Machines, Charging Machines, Pasting Machines, etc.
52580 Library Supplies, Miscellaneous

Stamps & stamp pads - 203
61577 Rubber Stamps, Stamp Pads, Stamp Pad Ink and Stamp Racks

Office equipment/supplies - 203
61503 Adding Machines and Calculator Paper (Rolls)
61504 Adding Machine and Calculator Paper (Rolls), Thermal Type "Treated Paper" and Carbonless Type
61505 Adhesives and Applicators: Glue, Mucilage, Paste, etc.
61507 Ashtrays, Desk Type
61509 Binders: Chain, Post, Prong, Ring, etc.
61511 Binder Sheets: Accounting, Columnar, Index, Journal, Ledger, etc.
61513 Blotters and Pads, Desk
61514 Boards: Calendar, Schedule, Dispatch, Manning, etc.
61515 Books, Office: Accounting, Address, Columnar, Composition, Memo, Minute, Receipt, Steno, Time, etc.
61517 Box Files
61518 Braille Labeling Material: Plastic Sheets, etc.
61519 Calendars, Calendar Pads and Stands
61520 Cash Register Paper
61521 Chair Cushions, All Types
61523 Chair Mats (Carpet Protectors), All Types
61524 Cleaners, Hand (Pre-moistened Towelettes, etc.)
61525 Clipboards, Arch Boards, etc.
61527 Coin Wrappers, Bill Straps, Bank Deposit Bags, etc.
61529 Correction Fluid, Sheets and Tape, Including Thinners (For Typewriter Correction Tape See 610-96)
61531 Covers: Brief, Manuscript, Pressboard, Report, etc.
61532 Covers, Sleeve (Cuffettes)
61533 Desk Accessories: Alphabetizers, Cash Boxes, Desk Files, File Card Cabinets, Letter Sorters, Message Racks, etc.
61535 File Cards, Blank and Ruled
61537 File Cases: Jackets, Binder, Storage, Transfer, etc.
61539 File Dividers, Labels, Tabs, etc.
61541 File Folders: Expanding Envelopes, Wallets, etc.
61543 File Folders, Hanging Type; and Accessories
61545 File Folders, Regular, Legal and Letter Sizes
61547 File Guides
61548 Holders, Form and Memo (Including Spindles)
61549 Index Tabs: Celluloid, Cloth, etc.
61550 Key Rings, All Types
61551 Labels, Reinforcements, Seals, etc. (Not Printed); and Sealing Wax
61552 Label Remover Equipment
61553 Letter Folders and Openers
61555 Letter Trays, All Types
61557 List Finders, Rolodex, Telephone Strips, and Accessories
61562 Pads and Tablets: Analysis, Columnar, Figure, Memo, Note, Ruled, Post-It Notes, Telephone Message, etc.
61565 Pads and Covers, Office Machine, All Types
61567 Paper Clips, Ball Bearing
61569 Paper Clips, Clamps, Fasteners (Round and Flat Head), Dispensers, etc.
61571 Paper Fasteners, Prong Type
61572 Planners, Organizers
61573 Recycled Office Supplies
61575 Rubber Bands, All Sizes
61577 Rubber Stamps, Stamp Pads, Stamp Pad Ink and Stamp Racks
61579 Rulers, All Types (For Drafting See Class 305-35)
61580 Sheet Protectors, Plastic, All Types
61581 Staples
61582 Stock Forms and Labels: Copy Sets, Receiving Forms, Speed Letters, etc.
61584 Tacks (Office Use): Map, Thumb, etc. (Incl. Push and T Pins)
61586 Tags, Marking and Shipping, Stock
61588 Tape and Dispensers, Office Type
61589 Tape, Velcro Type (See 590-69 for Clothing Type)
61590 Typewriter Cleaners and Oils
61593 Visible Record Supplies: Cards, Flags, Folders, Hinges, Signal, Strips, Tabs, etc.
61595 Wastebaskets, Office, All Types
62010 Desk Sets, Inkstands, Penholders, Pen Points, etc.
62020 Erasers, All Types (Except Electric)
62030 Ink: Drawing, Marking, and Writing
62040 Ink Eradicators
62050 Ink Refills (Not Ballpoint), Drawing and Writing
62055 Lumber Marking Crayons
62060 Pencils, Lead; Pencil Leads; Pencil Lengtheners; etc.
62070 Pencils, Marking (Including Mechanical Types and Refills): "Grease" or "China" Types, etc.
62071 Pencils, Marking (Not Grease or China Types)
62079 Pens, Fountain
62080 Pens (General Writing Types): Ball Point, Nylon Tip, Plastic Tip, Roller Ball, etc.
62081 Pen Refills (General Writing Types): Ball Point, Nylon Tip, Plastic Tip, Roller Ball, etc.
62085 Pen and Pencil Sets
62086 Pens, Erasable Markers (For Porcelain Boards, etc.)
62090 Pens, Marker Type (Including Highlighter Types)
62094 Recycled Pens and Pencils

Media management software


Audiovisual materials (videos, DVD’s, CD-Roms, slides, etc) - 201
71590 Video Cassettes, Disks, Tapes, etc. (For Computer and TV, Prerecorded)
71540 Filmstrips, Slides, Transparencies, etc. (Prepared)
71505 Audio Cassettes, Tapes and Compact Disks (Prerecorded)
20730 Compact Disks, DVD, ROM, etc.

Audiovisual equipment - 201
84060 Television Receivers and Consoles
84062 Television Receivers, Wide Screen, Projection Type
84064 Television Tools, Equipment and Supplies for Analysis, Inspection, Testing, etc.
84065 Television Transmitters
84066 Television-VCR Combination Sets
84067 Video Camera Recorders, Digital Type
84068 VCR/DVD/Television Combinations
84069 Video Camera-Recorders, Accessories and Parts (Television Studio Type)
84070 Video Camera-Recorders, Accessories and Parts (Portable Type)
84071 Video Cassette Recorders (VCR), Accessories and Parts (Consumer)
84072 Video Lighting Units (Portable) and Battery Packs, Accessories, etc.
84074 Video Monitors, Demodulators, Signal Processors, etc; Accessories and Parts
84075 Video Players
84076 Video Projectors, Accessories and Parts
84082 Video/Disk Players (Recorders and Playback Only Devices); CDI Players, etc.
84084 Video and Audio Systems, Accessories and Parts (Closed Circuit TV) (Including Surveillance Type)
84086 Video Systems (For Studio Quality Production)
84095 Recycled Television Equipment and Accessories
88052 Projectors, Motion Picture (Specialized Types Only, Including Film Loop Projectors, Rear-Projection Units, Repetitive Projectors,
etc.)
88055 Projectors, Motion Picture (Standard Type Only); Carrying Cases; Parts, and Accessories
88058 Projectors, Opaque; Carrying Cases; Parts; and Accessories (Epidiascopes)
88061 Projectors, Overhead Transparency; Carrying Cases; Parts; and Accessories
88064 Projectors, Slide (Standard Types Only); Carrying Cases; Parts; and Accessories
88067 Projectors (Not Otherwise Classified): Combination Filmstrip-Slide Projectors, Rear-Projection Slide Units, Rear-Projection
Filmstrip Units

Audio equipment (speakers, microphones, CD/cassette players) - 201
80339 Microphones and Related Equipment (Not Wireless Systems): Chestsets, Earphones, Handsets, Headphones, etc.
80340 Microphones and Related Equipment (Wireless Systems): Chestsets, Earphones, Handsets, Headphones, etc.

Consumable audiovisual supplies (VHS tapes, cassette tapes)
See AV Materials Above

Computer hardware – monitors, CPU’s, printers) - 201
20410 Cabinets and Cases: Desktop Cases, Tower Cases, Drive Cabinets, etc.
20413 Cables: Printer, Disk, Network, etc.
20414 Cameras, Digital, For Windows (Including Liquid Crystal Display)
20416 Chips: Accelerator, Graphics, Math Co-Processor, Memory (RAM and ROM), Network, SIMMS, etc.
20419 Communication Boards: Fax, Modem (Internal), etc.
20420 Communication Control Units: Concentrators, Multiplexors, Couplers, etc.
20424 Controllers, Programmable: Industrial Control Devices, Robots, etc.
20428 Data Entry and Remote Job Entry Devices, Voice Activated: Voice Recognition, Voice Digitization, Speech Synthesizers, etc.
20433 Drives, Compact Disk (CD ROM, etc.)
20434 Drives, Floppy Disk
20435 Drives, Hard/Fixed Disk
20437 Drives, Tape
20442 Expansion/Accelerator Boards: Hard Drive Controller Cards, Memory, Processor, SCSI, Video Cards, etc.
20446 Imaging Systems, Microcomputer (Including Digital Imaging Network (DIN) and Digital Imaging Communications in Medicine
(DICOM))
20448 Keyboards
20453 Microcomputers, Desktop or Towerbased
20454 Microcomputers, Handheld, Laptop, and Notebook
20455 Microcomputers, Multi-Processor
20458 Modems, External, Data Communications
20460 Monitors, Color and Monochrome (CGA, VGA, SVGA, etc.)
20462 Motherboards
20464 Network Components: Adapter Cards, Bridges, Connectors, Expansion Modules/Ports, Firewall Devices, Hubs, Line Drivers,
MSAUs, Routers, Transceivers, etc.
20468 Peripherals, Miscellaneous: Joy Sticks, Graphic Digitizers, Light Pens, Mice, Pen Pads, Trackballs, Secure I.D. Access Cards, etc.
20470 Picture Archiving Computer System (PACS)
20471 Plotters, Graphic
20472 Power Supplies and Power Related Parts, Internal
20474 Printer Sharing Devices
20475 Printers, Dot Matrix
20476 Printers, Inkjet
20477 Printers, Laser
20478 Printers, Pen Plotter
20479 Printers, Digital
20480 Printers, Thermal
20482 Printers, Microcomputer (Not Otherwise Classified)

Computer Supplies - 201
20710 Batteries, Computer and Peripheral
20714 Battery Chargers, Computer and Peripheral
20720 Braces: Monitor, PC's, CRT's, Desk Top Printers, etc.
20723 Carts, Computer
20725 Cleaners for Keyboards, Monitors, Tapes, Diskettes, etc.
20730 Compact Disks, DVD, ROM, etc.
20732 Computer Instructional Aids and Training Devices
20734 Covers and Enclosures (Acoustical and Protective) (For Equipment)
20737 CRT Holders, Cases, Glare Screens, Locks, etc.
20742 Diskettes, Disk Packs, Floppy Diskettes, Labels, etc.
20747 Fasteners and Accessories, Thumb Lock
20749 Forms Bursters, Decollators, Detachers, Feeders, Strippers and Related Accessories
20750 Forms, Charts, Templates, Rulers, etc.
20755 Graphic Supplies for Plotters and Printer Plotters: Inks, Pens, Penholders, Chemicals, Paper, etc.
20760 Keyboard Dust Covers, Key Top Covers, Keyboard Drawers, Wrist Supports, etc.
20767 Power Supplies: Surge Protectors, Uninterruptible Power Supplies, Switches, etc.
20772 Printer Accessories and Supplies: Chemicals, Forms Tractors, Inks and Cartridges, Label Sheets, Sheet Feeders, Toner Cartridges,
Wheels, etc.
20775 Projection Devices and Accessories: Interactive Conferencing Boards, LCD, Pads, Panels, etc.
20779 Recycled Computer Accessories and Supplies
20784 Storage Devices for Tapes and Diskettes: Containers, Racks, etc.
20785 Systems Environmental Monitor for Computer Rooms
20787 Tapes, Tape Cartridges, Tape Cassettes, Tape Reels, Tape Labels, etc.
20789 Testing Equipment for Computers and Related Equipment
20791 Tools, Computer

Student ID badge systems (equipment & software) - 203
08010 Badges, Buttons, Emblems, and ID Cards, Celluloid and Plastic: Student, Faculty, Membership, Employee, etc.

Student ID badge supplies - 203
see above or items in the Office Supply codes

Library Furniture (tables, chairs, bookshelves, circulation desk, etc.) - 205
42048 Library Shelving, Metal
42052 Library Shelving, Wood
42056 Library Furniture: Book Trucks, Card Cabinets, Carrels, Chairs, Curb-Side Book Returns, Dictionary Stands, Step Stools, Tables,

Signage (open/closed signs, lettering, message boards, etc) - 104
80176 Signs and Posters, Informational (No Smoking, Fire Extinguisher, etc.)

Display frames, Pamphlet displays, Book stands, Poster holders, Magazine displays - 202
78543 Display Cabinets, Cases, Files, Racks, Stands, etc.

Magazines subscriptions - 205
95640 Magazine Subscriptions
Newspaper Subscriptions - 205
95650 Newspaper Subscriptions

Magazine covers and storage containers - 205
52505 Archival Storage Materials (Acid Free): Document Cases, Envelopes, File Folders, etc.

On-line database subscriptions - 201
95635 Internet Database Subscriptions

Scantron machines - 201
20488 Scanners, Document: Handheld, Desktop and High Volume
20490 Scanners and Readers, Optical Character: Bar Code, Remittance Scanner/Processors, etc.

Scantron supplies (consumable – score sheets, ink cartridges) - 201
78590 Test and Test Scoring Devices: Achievement, Aptitude, Intelligence, etc.

Laminating machine - 202
66542 Laminating Presses, Film, ID Pouches, and Supplies

Laminating film - 202
66506 Acetate Film and Sheets

AV Repair - 201
93937	Electronic Equipment Maintenance & Repair
28545 Lamps, Projector

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