6320 - PURCHASING
Procurement of all supplies, materials, equipment, and services paid for from District funds shall be made in accordance with all applicable Federal and State statutes, Board policies, and administrative guidelines. Standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award, and administration of contracts are established in Policy 1130/Policy 3230/and Policy 4230 – Ethics and Conflict of Interest.
All procurement transactions shall be conducted in a manner that encourages full and open competition and in accordance with good administrative practice and sound business judgment.
It is the policy of the Board of Education that the District Administrator seek at least three (3) price quotations (where possible) on purchases of more than $10,000 for a single item, except in cases of a single vendor, emergency, or when the materials purchased are of such a nature that price negotiations would not result in a savings to the District.
Competitive Bids
Purchase of and contract for projects will be subject to a competitive bid process as and when required by law. The Board reserves the right to reject any and all bids.
Purchasing Items with Federal Grant Funds (See also Policy 6325 - Procurement - Federal Grants/Funds)
When purchasing items with Federal funds a District shall:
give consideration to whether separating or combining purchases will provide for a more cost-effective approach to avoid acquisition of unnecessary or duplicative items;
where appropriate, conduct an analysis of lease versus purchase options and the most economical and beneficial method shall be pursued;
conduct an evaluation of the availability and feasibility of entering into inter-governmental agreements to procure the goods or services required on a shared basis;
in the case of a time and material contract, make a determination that no other arrangement is suitable and that the contract places a ceiling price that protects the District.
General Provisions
The District Administrator is authorized to purchase all items within budget allocations.
The Board should be advised, for prior approval, of all purchases of equipment, materials, and services when the purchase exceeds $10,000.
The District Administrator is authorized to make emergency purchases, without prior approval, of those goods and/or services needed to keep the schools in operation. Such purchases shall be brought to the Board's attention at the next regular meeting.
Employees may be held personally responsible for anything purchased without a properly signed purchase order or authorization.
The Board may acquire office equipment by lease, installment payments, lease-purchase agreements, or by lease with an option to purchase, provided the contract sets forth the specific terms, including price, of such a purchase.
T.C. 2/19/25
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