PURCHASING

PURCHASING

po6320Adopted July 8, 2008Revised June 2, 2026

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/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 that the Superintendent seek at least three (3) price quotations on purchases of more than $30,000 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.

When the purchase of, and contract for, single items of supplies, materials, equipment, or services is reasonably anticipated to reach the amount of $100,000 or more, the Business Office shall obtain competitive bids.

Purchasing Items with Federal Grant Funds (See also Policy 6325 - Procurement - Federal Grants/Funds)

When purchasing items with Federal funds, a District shall:

  1. give consideration to whether separating or combining purchases will provide for a more cost-effective approach to avoid acquisition of unnecessary or duplicative items;
  2. where appropriate, conduct an analysis of lease versus purchase options and the most economical and beneficial method shall be pursued;
  3. 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;
  4. 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.

The Board reserves the right to reject any and all bids.

The Board shall be informed of the terms and conditions of all competitive bids and shall award contracts as a consequence of such bids.

General Provisions

The Superintendent 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 the line item by the $30,000.

The Superintendent 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.

Whenever storage facilities or other conditions make it impractical to receive total delivery at any one time, the total quantity to be shipped shall be made a part of the quotation specifications.

Before the Director of Business Services places a purchase order, the Director of Business Services_ shall check whether: (a) the proposed purchase is subject to bid; (b) sufficient funds exist in the budget; and (c)whether the goods or services might be available elsewhere in the District.

In the interests of economy, fairness, and efficiency in its business dealings, the Board requires that:

  1. items commonly used in the various schools or units thereof, be standardized whenever consistency with educational goals can be maintained;
  2. opportunity be provided to as many responsible suppliers as possible to do business with the School District;
  3. a prompt and courteous reception, insofar as conditions permit, be given to all who call on legitimate business matters;
  4. where the requisitioner has recommended a supplier, the Director of Business Services may suggest alternatives to the requisitioner if, in the _Director of Business Services's judgment, better service, delivery, economy, or utility can be achieved by using a different supplier;
  5. upon the placement of a purchase order, the Director of Business Services shall commit the expenditure against a specific line item to guard against the creation of liabilities in excess of appropriations.

The Superintendent shall determine the maximum expenditure allowed without a properly signed purchase order.

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.

Debarred Contractors Excluded

The District shall not award any contract, agreement or subcontract for goods or services to any party that has been suspended or debarred from receiving contracts or subcontracts by the Federal Acquisition Regulations (FAR).

For any contract or subcontract with a value in excess of $25,000, the District shall verify that the contractor or subcontractor and any principle is not listed on the General Services Administration’s list of debarred or suspended contractors in the Excluded Parties Listing System (EPLS) and that, if at any time during performance of the services or delivery of goods in the applicable contract, said contractor or subcontractor should be identified as a suspended or debarred entity by the General Services Administration, the contractor or subcontractor shall immediately notify the District of that fact, which shall serve as sufficient grounds to terminate the contract as the District determines is appropriate.

Revised 4/8/14
Revised 12/13/16
Revised 8/13/24

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