INVENTORY VENDORS There are multiple vendor sources for
purchasing inventory and supplies for your transportation facility
as listed below. Statewide Term Contracts Lea Approved Sources
Local Parts stores Bus Manufacturers Specialty bus parts companies
Examples Follow NCDPI Transportation Services September, 2014
Slide 3
Statewide Term Contracts North Carolina Department of
Administration Division of Purchase and Contracts www.ncpandc.gov
NCDPI Transportation Services September, 2014
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STATEWIDE TERM CONTRACTS EXAMPLE CONTRACTS 055ASchool Bus Seat
Covers 060AAutomotive, Industrial Parts and Supplies 060BBatteries,
Automotive, Buses 060CFilters, Oil, Air, Automotive 070CBuses,
School, Conventional 070DBuses, Activity NCDPI Transportation
Services September, 2014
Slide 5
LEA APPROVED VENDORS Vendors designated by the LEA or local
school board as a primary source for inventory. Independent owned
parts stores Local companies NCDPI Transportation Services
September, 2014
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LOCAL PARTS SOURCES There are many chain stores available to
purchase service parts. Examples Napa Pep Boys Auto Zone Advance
Auto Parts ECT!!!! NCDPI Transportation Services September,
2014
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BUS MANUFACTURERS School Bus Body specific parts BlueBird IC
Bus Thomas Built Bus NCDPI Transportation Services September,
2014
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SPECIALTY BUS PARTS COMPANIES Bus Parts Inc. Kennedy Bus Parts
Southern Classis Seating Carolina Thomas ECT!!! NCDPI
Transportation Services September, 2014
Slide 9
VENDOR FILES Electronic or paper versions of the following are
important to assist in purchasing for each vendor. Product line
Sheet for each vendor Invoice file for each vendor to be used for:
Reference for price comparison Good reference for future warranty
of purchased items Important for audit purposes (LEA Finance
Officer or DPI) NCDPI Transportation Services September, 2014
Slide 10
Vendor Filing System Example of Vendor files NCDPI
Transportation Services September, 2014
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Vendor Filing System Example of individual Vendor files NCDPI
Transportation Services September, 2014
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VENDOR FILES File Setup Vendor contact names Direct contact
phone number or email address Establish a relationship and know who
will handle issues related to ordering, prices and warranty NCDPI
Transportation Services September, 2014
Slide 13
VENDOR FILES Warranty Warranty Policies for all items but
especially steering, brakes and other safety related items. How to
file claim with vendor How replacement parts are handled How
liability is handled in the event of accident related to purchased
item. NCDPI Transportation Services September, 2014
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Slide 15
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VENDOR FILES Core File Certain items carry expensive core
charges, how are they handled? Core File may cover multiple vendors
for tracking purposes Understand how to track the core to insure
reimbursement is received when core returned. NCDPI Transportation
Services September, 2014
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VENDOR FILES Vendor Freight Charges note in the file Question
charges related to freight or shipping cost. Possible free freight
such as with State Contracts, most offer free freight for specific
dollar purchases. Some non contract vendors offer the same. NCDPI
Transportation Services September, 2014
Slide 19
Summary Vendor issues are handled much easier and there are big
savings to be realized by creating these types of files and by
having simple items identified up front as related to Vendors.
These tips can be incorporated into most inventory programs to
enhance what you are already using or may be used as a framework in
the event no procedures are in place. Please watch for future
Training modules NCDPI Transportation Services September, 2014