When a teacher requests new classroom furniture, when a school replaces aging technology, or when a district contracts for a multimillion-dollar construction project — those transactions all trace back to a single source: the purchasing department.

At CASBO’s Purchasing & Procurement Basics Micro-Certificate, attendees were reminded that purchasing professionals aren’t just “buyers.” They are compliance experts, strategic planners, and ethical stewards of public funds. Over the course of one full day of in-person learning, participants explored the complex machinery of school purchasing in California and how every step, from requisition to audit, supports both fiscal responsibility and student success.

Led by Nick Brizeno, Director of Purchasing at San Marcos Unified School District, and Sharon Clay, Director of Purchasing & Logistics for Cajon Valley Union School District, the session provided both foundational knowledge and real-world perspective. Together, they guided participants through the systems, laws, and values that define effective school procurement.

A System That Supports Education

Brizeno opened the session by asking participants what departments they represented — fiscal services, maintenance and operations, facilities, risk management — and how many wore multiple hats. Most hands went up.

That moment illustrated the point: purchasing doesn’t operate in isolation. It supports every other function of a district. Whether it’s textbooks or technology, cafeteria equipment or construction contracts, the purchasing team plays a vital role in ensuring California’s six million students have what they need to learn in safe, functioning schools.

“Purchasing is the critical infrastructure that allows education to happen.”

The scope of that infrastructure is immense. California’s 1,000-plus school districts collectively manage a public education budget of roughly $117 billion. Much of that funding flows through state allocations and local property taxes, supplemented by federal grants. Purchasing professionals must not only understand how this funding is distributed but also how to plan spending cycles around it.

Understanding the Budget Calendar

The instructors emphasized how important it is for purchasing departments to align with the district’s budget cycle, a recurring process that drives all major spending decisions.

• Budget Adoption (June): Districts approve their annual budgets by June 30 for the coming fiscal year.
• First Interim (December): A report on revenues and expenditures from July through October, confirming fiscal solvency.
• Second Interim (March): Updated projections through January, revisiting district spending.
• Year-End Close and Audited Actuals (June–October): Final reconciliation of actual spending versus projections.

Purchasing professionals, they explained, must be involved early. Ideally as soon as the governor’s budget is released in January. That’s when departments begin forecasting what large expenditures, initiatives, or equipment purchases will appear in the coming year.

By participating in those early discussions, purchasing can plan bid schedules, structure timelines for RFPs, and ensure that funding sources are used appropriately. Waiting until funds are allocated can lead to bottlenecks later in the year — or worse, unspent dollars that must be returned. Brizeno explained:

“Planning ahead is one of the most powerful tools we have for compliance and efficiency.”

What Purchasing Really Oversees

The presenters walked participants through the broad and often misunderstood responsibilities of purchasing departments. Beyond classroom supplies, they often manage:

• Software and technology procurement (including E-Rate-funded purchases)
• Warehouse operations and asset management
• Print shop and copier services
• Records retention and storage
• Furniture and facilities purchasing
• Food services and nutrition contracts
• Transportation equipment and fleet purchases

In many districts, these areas overlap with other departments like Facilities or Technology, but purchasing retains legal accountability. Brizeno and Clay encouraged participants to advocate for clear policies that centralize these processes under purchasing, ensuring consistency and compliance across the district.

Codes, Compliance, and Law

Purchasing professionals often provide a legal lens by interpreting complex legal codes to protect their districts from costly mistakes.

Participants reviewed the framework that governs public school procurement, including California Education Code, Public Contract Code, and federal Uniform Guidance requirements.

A recurring theme: the purchasing office is not just a paper processor, it is the compliance safeguard for the district. Its staff must understand:

• When formal bids are required (typically for purchases above the bid threshold)
• When informal quotes are sufficient
• How to structure RFPs to evaluate “best value,” not just lowest price
• How to maintain documentation for audit readiness
• When cooperative or “piggyback” contracts can legally be used

Participants learned the differences between these methods and when each applies. For instance, formal bidding ensures competition for large purchases, while RFPs allow for consideration of quality, warranty, and service. Cooperative purchasing and piggyback contracts can streamline the process but require documentation proving they meet competitive standards.

The instructors also addressed small purchase procedures, emphasizing that even routine purchases must follow a documented, competitive process to ensure fairness and accountability.

The Principle of Best Value

While every district wants to stretch its dollars, the presenters reminded attendees that lowest price is not always best value.

Durability, warranty, service, and long-term cost of ownership all factor into value. For example, the cheapest classroom chairs may wear out in two years, while slightly higher-cost models could last a decade.

This mindset is especially important amid declining enrollment and tight budgets. With fewer students and therefore fewer state dollars, districts must plan purchases that maximize lifespan and minimize replacement costs.

Ethics and Integrity in Practice

A strong purchasing department sets the ethical tone for the entire district. Brizeno and Clay underscored that purchasing staff are “the last stop before items get paid.” That responsibility demands vigilance and professionalism.

Participants discussed common ethical dilemmas from vendor favoritism to the gray areas of “convenience purchases.” They learned how to create systems that reduce risk through transparency: written procedures, competitive bidding, and clear separation of duties.

Establishing a districtwide “culture of compliance” was highlighted as essential. If purchasing upholds clear standards, other departments will follow suit. Conversely, weak or inconsistent practices can expose a district to audit findings or reputational harm.

The Purchase Process: From Classroom to Check

One of the session’s most memorable moments came when Brizeno walked participants through the life of a single classroom order.

1. A teacher fills out a supply request and gives it to the office manager — already a week or two into the process.
2. The request goes through approvals: the principal, perhaps a director, and then fiscal review.
3. Purchasing receives the requisition, sources the vendor, obtains quotes, and issues a purchase order.
4. The item is shipped, received, and matched to the invoice by Accounts Payable before payment.

Even in an efficient district, the procurement process might take five to six weeks. The lesson wasn’t that the process is slow. It’s deliberate. Each step ensures compliance, budget control, and accountability for taxpayer funds.

For purchasing professionals, managing expectations around that process is as important as managing the process itself.

Communicating the Process Clearly

This led into the session’s discussion on communication skills which is a critical, yet often overlooked, component of purchasing success.

Purchasing staff must be able to explain complex procedures in plain language. They are frequently called on to resolve vendor disputes, negotiate better terms, and educate sites about why certain steps are necessary.

Brizeno emphasized that communication consistency is key. In his district, the purchasing office standardized the way it shares procedures, using uniform templates and messaging so every school site knows what to expect. They also developed guidebooks for PTOs, booster clubs, and athletics, helping community partners understand which purchases fall under district liability and which do not.

Clear communication, the presenters noted, prevents frustration and strengthens compliance. It’s not about saying “no,” but about helping others understand the “why.”

Purchasing as Strategic Leadership

As the day progressed, participants began to see purchasing in a new light. Not just as a compliance checkpoint, but as a strategic partner in district leadership.

When purchasing is involved early, it can anticipate needs, shape vendor relationships, and help plan efficient processes that benefit everyone from the superintendent to the classroom teacher.

The instructors encouraged participants to think of themselves as problem-solvers and leaders. Their work doesn’t just fulfill orders; it supports the district’s mission to create future-ready students.

A Profession That Never Stops Evolving

Purchasing professionals left the session with both new knowledge and a reminder: the landscape is always changing. Laws evolve, thresholds shift, and technology transforms how districts buy.

But the fundamentals remain the same: ethics, planning, communication, and compliance. As Clay noted, these are the elements that keep districts functioning efficiently and equitably, even amid new challenges.

For attendees, the Purchasing & Procurement Basics Micro-Certificate served as both an introduction and an affirmation, reminding us that purchasing is not just a logistical task, but a leadership function that helps build the foundation of public education.

Ready to Strengthen your Purchasing Practice?

Learn to buy smart, stay compliant, and support student success through CASBO’s Purchasing & Procurement Basics Micro-Certificate.

• Earn 6.5 CEUs toward professional growth.
• Master California purchasing laws, RFPs, contracts, and vendor management.
• Explore ethics, compliance, budgeting, and communication fundamentals.
• Participate in interactive, in-person learning with peers and purchasing leaders.

Equip yourself with the knowledge, structure, and confidence to make every purchase count for your district, your community, and your students.