6320 - PURCHASING
It is the policy of the Board of Education that the District Administrator seek at least two (2) price quotations on purchases of more than $500.00 for a single item, except in cases of emergency or when the materials purchased are of such a nature that price negotiations would not result in a savings to the District.
When the purchase of, and contract for, single items of supplies, materials, or equipment is reasonably anticipated to reach the amount of $15,000 or more, the District Administrator shall work with the appropriate staff member to obtain three (3) competitive bids from qualified suppliers.
Bids shall be sealed and shall be opened by the District Administrator in the presence of at least one (1) witness. All orders or contracts should be awarded to the lowest responsible bidder. A bidder may be required to submit a sworn statement regarding:
financial ability to complete the contract;
nature and quality of equipment to be used in performing the contract;
experience and past performance in performing the contract;
such other information the District deems relevant to the protection and welfare of the public in the performance of the contract.
Such statements shall be delivered to the District no later than five (5) days prior to the bid opening and shall be kept confidential by the District, except upon the written order of the person submitting the statement or on behalf of whom the statement is submitted, for the necessary use by the District in qualifying the person/bidder or the District. The statements shall be reviewed and the bidder notified if is qualified to submit a bid.
The Board reserves the right to reject any and all bids.
Contracts can be awarded by the District Administrator without Board approval for any single item or group of identical items costing less than $15,000. All other contracts require Board approval prior to purchase.
The Board shall be informed of the terms and conditions of all competitive bids and shall award contracts as a consequence of such bids.
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 was not contemplated during the budgeting process.
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.
In order to promote efficiency and economy in the operation of the District, the Board requires that the District Administrator periodically estimate requirements for standard items or classes of items and make quantity purchases on a bid basis to procure the lowest cost consistent with good quality.
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 bid specifications.
Before the office staff places a purchase order, they shall have the Business Manager check whether: (a) the proposed purchase is subject to bid, (b) whether sufficient funds exist in the budget, and (c) the goods or services might be available elsewhere in the District. All purchase orders shall be numbered consecutively.
In the interests of economy, fairness, and efficiency in its business dealings, the Board requires that:
items commonly used in the various schools or units thereof, be standardized whenever consistency with educational goals can be maintained;
opportunity be provided to as many responsible suppliers as possible to do business with the School District;
a prompt and courteous reception, insofar as conditions permit, be given to all who call on legitimate business matters;
where the requisitioner has recommended a supplier, the Business office staff may make suggestion alternatives to the requisitioner if, in his/her judgment, better service, delivery, economy, or utility can be achieved by using a different supplier.
The District Administrator 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 to 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 sub contract with a value in excess of $25,000, the District shall require that each such contractor or subcontractor obtain certification from the General Service Administration that it is not a suspended or debarred contractor.
Revised 8/6/12
Revised 4/22/13
© Neola 2012