These procedures apply to the purchase of computers, equipment, furniture, cell phone accessories, ergonomic assessment items and supplies for staff and Nebraska VR Field offices only; these do not apply to purchases for case services.

• All purchases (except Office Depot) require the completion of a signed Direct Purchase Authorization (DPA) or a signed Purchase Order (PO) to a provider with an address book number (ABN). 

• DPAs/POs must be signed by the following:  
• • Field office Purchases under $2,000 -->Office Director/Supervisor
  • State office purchases under $2,000 --> Director / Assistant Director
  • Purchase over $2,000-->Director
  • Purchases over $10,000.00-->Commissioner of Education
  • Purchases over $25,000-->State Board of Education

• Three price quotes are required on all purchases from non-state contract vendors over $2,000.00, unless it is a sole source vendor. Sole source is only used if the item/service is available only from a single source.

• All purchases must include a Reason for Purchase.  If item(s) being purchased is for a specific staff member/VR field office, the name(s) of the staff members/VR field office must be included.

• Anything that requires a DPA/PO cannot be purchased by staff and claimed on an expense reimbursement without prior approval from Director. 

Field offices can create their own DPA’s for orders under $2,000, with the following exceptions: 

• IT/COMPUTER EQUIPMENT /ACCESSORIES:  All IT related purchases must be reviewed by Technology Services (TS) prior to ordering; including ergonomic assessment IT items.  TS will determine if item(s) are on-hand or will provide recommendation(s).  Recommendation must be attached with approval email from Office Director to State office Contact: Technology Services (TS) vr.helpdesk@nebraska.gov
• FURNITURE. All furniture (including but not limited to filing cabinets, coat racks, shelves, chairs, desk components, bookcases) must be approved by the State Office. Contact: Lindy Foley
• ERGONOMIC ORDERS: Items to be ordered as a result of an ergonomic assessment will be ordered by either the employee’s field office or the state office after approval by State Office. Contact: Holly Enriquez
• PRINTERS/COPIERS: All Printers and Copiers must be approved by Technology Services. Contact: Technology Services (TS) vr.helpdesk@nebraska.gov
  • Consumables (i.e. toner, drums, fuser, etc.)  for office copiers can be order by calling the Capital Business Systems phone number located on copier 
• AT-HOME PRINTERS/SCANNER –OD sends request to TS @ vr.helpdesk @nebraka.gov.  TS will provide OD with link from Office Depot for recommendation of purchase
• • Consumables(drums/toner) for at home printers/scanners not acquired through Capital Business Systems, can be ordered by staff through Office Depot
• • Capital Business Systems will continue to support previously acquired at-home printer/scanners. Staff can continue to request consumables from Capital Business Systems
• POSTAGE METER/METER SUPPLIES.  All postage meters/leases must be processed through the State Office. Contact: Lindy Foley 
• • For supplies ordered for machine: Your office is the LOCATION and BILL TO, select “PO Box 94847 (in Lincoln)”, notyour VR office location.
  • All supplies will be ordered via postage meter using the guides provided online/Quadient. Contact: Meter Rep for assistance: (t.nottlemann@quadient.com)
• MARKETING / PRINTED MATERIALS. All marketing materials and anything with Nebraska VR branding must be ordered through VR Marketing Team.  This includes but is not limited to VR Letterhead, self-addressed envelopes, business cards, brochures, flyers, posters, etc. Contact: Marketingteam.vr@nebraska.gov
• EVALUATION MATERIALS.   Evaluation materials may be purchased by the local field office after obtaining email approval from State Office. Send email approval with invoice/DPA. Contact: Kristi Berst.
• PRE-EMPLOYMENT TRANSITION SERVICES (PreETS) MATERIALS.  PreETS materials may be purchased by the local field office after obtaining email approval from State Office. Send email approval with invoice/DPA. Contact: Lupe Stevens.
• TELECOMMUNICATIONS:
• • Landline System/Landlines/Equipment:
    • Landline System Replacement: OCIO notifies Nebraska VR field office when a landline system is to be replaced.  The Field Office Communication Coordinator coordinates the replacement with OCIO. Contact: Cinda Wacker.
• • • Existing Landline & system/Equipment problem:  When an existing landline/system/equipment experience a problem, the Field Office Communication Coordinator must submit an OCIO landline help ticket through the OCIO portal, https://serviceportal.ne.gov/SC/ServiceCatalog/RequestOffering/99c9cb29-d5c9-462c-d44d-c7cffbddbfa2,ef0bff83-bd91-514f-0e82-6af879fbe927
• • Cell Phones:
    • New employees:  Follow the VRIS Program Manual Chapter, “New Employee Set-up Process”. https://webforms.nebraska.gov/program_manual_chapters/1037
    • Current Employees:  The Nebraska VR Office Director emails state office with cell phone request.  Contact: Cinda Wacker
  • Cell Phone Accessories:  For State assigned cell phones, staff are only allowed to purchase a protective case, phone adapter or charging cable.  The following link are items allowed per TS, listed by type of cell phone and type of charging cable/adapter: https://bookstack.education.ne.gov/books/vr-staff-guides/page/iphone-cases-chargers-office-depot-recommendations (use @education.ne.gov login IF it prompts). For further recommendations or questions Contact: Technology Service (vr.helpdesk@nebraska.gov)
• OFFICE PURCHASES - ALLOWED:
• • Office Supplies. All office supplies must be ordered through Office Depot. Office supplies include but not limited to pens, pencils, staples, paper clips, binders, post its, labels, manilla envelopes, batteries, file folders, copy/printer paper (for office/at-home printer/scanners), supplies for field office printers, electronic wipes, batteries, etc.
• • Janitorial Supplies. Janitorial supplies must be purchased from Office Depot. This includes but is not limited to air freshener, office sanitizer/station, hand soap, desk cleaner, paper towels, kleenex (office use, not individual) toilet paper, toilet seat covers, trash liners light bulbs, carpet cleaner, etc.
• • State Car Weather Kits: The following items may be purchased for State cars; items must be purchased from Office Depot, if available.
• • • Phone charger
    • Handwarmers
    • Ice scraper
    • Blanket
    • Flares
    • Matches
    • Small first-aid kit
• • Refrigerator (field offices):  A refrigerator may be purchased for staff use with approval from the State Office. Contact: Lindy Foley.  The following specifications must be met:  
• • • Refrigerators with water dispensers and/or ice makers are not allowable.
    • Office Directors must ensure appropriate space requirements are met, and sufficient power sources are available.  
    • One refrigerator with a top freezer, not to exceed 24.0 cubic feet, may be purchased per office.
    • The cost of the refrigerator must not exceed $800.00 exclusive of delivery/installation charges.
    • Extended warranties may be purchased if total does not exceed $800.00
    • The office is responsible for arranging the order, delivery, installation, and any necessary repairs. The expenses will be covered by the agency.
    • A plan for cleaning/organizing the refrigerator must be followed.
    • The office is responsible for coordinating pick-up and disposal when the refrigerator is no longer in working order. 
    • Pick up and disposal fees for the refrigerator are an allowable expense.
    • A lifespan of a typical refrigerator ranges from 10-15 years.
    • Prior approval from the VR Administrator is required prior to purchasing a new refrigerator.
• OFFICE PURCHASES – NOT ALLOWED
• • Kitchen Supplies:   This includes, but is not limited to plates, plastic silverware, cups, napkins, coffee/drink supplies, sponges, air fresheners, dishcloths, etc.
• • Paper Supplies:  Resume paper/envelopes and design paper are not allowed to be purchased. Client resumes can be printed on copy paper.
• • Personal Supplies. Personal items for the office are not allowed to be purchased. This includes, but is not limited to calendars, space heaters, fans, décor, etc., and anything that falls under ergonomic assessment that is not an accommodation and not recommended by TS.

Invoices for purchases must ensure the price per unit/quantity/total cost does not exceed the amount on the DPA/PO. Shipping/Freight can be added at time of payment if not listed on signed DPA but must be included on a Purchase Order for it to be paid.

Invoices for all purchases will be sent to the State Office for payment after obtaining signature from VR Office Director/Supervisor.  If a DPA was used to order the item(s), a copy of the signed DPA must be attached to the invoice along with any documented(email) approvals obtained prior to ordering/completing DPA. Email signed invoice/DPA (if needed) tovr.soacctgfaxreceivers@nebraska.gov

Program Manual chapters associated to this chapter:

Purchasing Instructions: https://webforms.nebraska.gov/program_manual_chapters/119

Office Depot Instructions: https://webforms.nebraska.gov/program_manual_chapters/117