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.
The District shall solicit bids or quotations as follows:
The District shall solicit bids whenever required by law or a contract with a State or Federal agency.
Except as otherwise provided any purchase ranging from $3,000 to a maximum of $15,000 may be made at the discretion of the District Administrator and must be supported by at least two (2) written price quotations.
When emergency repairs are necessary in order to prevent the closing of any school, repairs may be approved without first obtaining written price quotations. An emergency shall be defined as an unforeseen occurrence that could affect the life, health, welfare, or safety of the School District children, employees, or property. An emergency situation requires immediate action and approval by the District Administrator and/or designee. Emergency purchases may be made without using the quotation or bidding process. Items over $5,000 shall be reported to the Board at the time of purchase and at the next Board meeting. Emergency purchases over $25,000 will require approval by the School Board prior to the purchase.
Except as otherwise provided, any purchase costing more than $15,000 must be approved by the Board of Education and must be based on competitive bids. Exceptions shall be as follows:
textbooks and instructional media center books;
replacement parts for existing equipment;
Cooperative Educational Service Agency (CESA) contracts and purchasing arrangements;
special service contracts/agreements;
items purchased on State bid contract (e.g., copiers).
Quotes shall be solicited annually for all short-term loans approved by the Board. Funds shall be borrowed from the responsible organization offering the most favorable terms.
When purchasing insurance, the District shall obtain quotations whenever doing so is advantageous to the District.
Columbia County vendors supplying materials and/or services at a competitive cost and quality may be given preference when purchases are made. Vendors that can provide the services whose business lies within the Pardeeville Area School District will be notified when bid or quotations are being solicited.
A sole provider exception shall apply to those unusual circumstances where only one (1) provider or vendor is capable of providing quality service or products needed by the School District (e.g., patented products, immediate availability, and familiarity with District equipment).
The District reserves the right to reject any or all formal bids or informal quotations, waive technicalities, make adjustments in specifications or quantities and/or make selections based on best judgment.
The appropriate Board Committee shall ensure that all District purchases are in compliance with Board policy, the proposed or approved budget, and State and Federal laws, and then forward their recommendations to the School Board. A quarterly report will be given to the School Board on items purchased between $3,000 and $15,000.
Employees may be held personally responsible for anything purchased without a properly authorized purchase order.
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.
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 Extended Parties Listing System (EPLS).
Revised 8/6/12
Revised 2/4/13
Revised 10/3/16
T.C. 12/19/24
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