Policy Information | |
Series Regulations - Regulations | |
COMPETITIVE PURCHASING OF GOODS AND SERVICES Policy # 6710R.2 |
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General Statements
The purchasing policy of the Marcus Whitman Central School District is to secure supplies, materials, equipment and services in an efficient, economical and timely fashion to meet the District's needs.
The purchasing procedures employed shall comply with all applicable laws and regulations of the State and Commissioner of Education.
Authority/Responsibility
In accordance with law, the District must identify the individual or individuals responsible for purchasing and their respective titles. Such information shall be updated biennially.
The District purchasing function will be centralized in the business office under the general supervision of the Purchasing Agent designated by the Board of Education. The Board of Education has designated the School Business Official as the Purchasing Agent for the School District. The Purchasing Agent shall be responsible for developing and administrating the purchasing program of the School District.
Quality
The purchasing function shall consider circumstances and use as determining factors in quality selection. The Board of Education expects the purchasing agent to make every effort to receive the maximum educational value for every dollar expended.
Items commonly used in the various schools therefore shall be standardized whenever consistent with the educational goals and in the interest of efficiency and economy.
Vendors and Contractors
One of the purposes of the purchasing function is to purchase competitively, without prejudice or favoritism. Each order shall be placed on the basis of quality, price, delivery and past service being a factor if all other considerations are equal.
No Board member, officer or employee of the Marcus Whitman Central School District shall be interested financially in any contract entered into by the Board. This shall also preclude acceptance of any gratuities, financial or otherwise, by the above persons, from any supplier of materials or services to the District.
Requesting Bids and Quotations
The purpose of obtaining bids or quotations is to encourage competition in the procurement of supplies, equipment and services which will be paid for from public funds. Competitive bids or quotations shall be solicited in connection with all purchases whenever feasible and in the best interest of the Marcus Whitman Central School District.
Contracts will be awarded to the lowest responsible bidder; residence or place of business of the local bidders may be a consideration only in cases where identical bids have been submitted.
All purchase contracts for materials, equipment or supplies involving an annual expenditure of over twenty thousand dollars ($20,000) and all public works involving an expenditure of more than thirty-five thousand dollars ($35,000) will be awarded on the basis of public advertising and competitive bidding.
All contracts requiring public advertising and competitive bidding will be awarded by resolution of the Board.
A statement of "General Conditions" will be included with all specifications submitted to suppliers for their bids.
Request for Proposal Process for the Independent Auditor
In accordance with law, no audit engagement shall be for a term longer than five (5) consecutive years. The District may, however, permit an independent auditor engaged under an existing contract for such services to submit a proposal for such services in response to a request for competitive proposals or be awarded a contract to provide such services under a request for proposal process.
Bid Opening
Sealed bids should be received, time-stamped, recorded and kept in a safe place until the appointed day and time when they are publicly opened and read. It is important to note that the law requires SEALED BIDS; therefore, "FAXED" bids MAY NOT be accepted.
Bids should be checked and analyzed for compliance with specifications and law. The right to reject all bids for valid cause is reserved to the School District. Also reserved is the right to reject, for cause, any bid in whole or in part; to waive technical defects, qualifications, irregularities and omissions if in its judgment the best interests of the District will be served. Also reserved is the right to reject bids and to purchase items on State Contract if such items can be obtained on the same terms, conditions, specifications, and at a lower price.
State Contracts
Purchases shall be made through available State contracts of the Office of General Services Division of Standards and Purchase, whenever such purchases are in the best interest of the Marcus Whitman Central School District. However,whenever possible, if quotations can be obtained from suppliers locally at similar prices and equal quality to the State contract, then residence or place of business may be considered if all bidding conditions are met.
Purchase Orders
The Purchasing Agent shall be authorized to issue pre-numbered purchase orders for all goods and services where a budgetary appropriation has been made. When formal bidding procedures are required by law, the purchase order will be issued after the Board award of the bid and will refer to the bid submitted, to the specifications which will be attached as part of the contract and will bear the price or prices indicated by the bidder in the bid.
Blanket purchase orders issued yearly to local vendors shall be used only for day-to-day custodial needs, minor repairs or incidental instructional supplies.
Purchase orders shall also indicate the address for delivery. All goods received must be accepted by an authorized Marcus Whitman Central School District employee who shall certify that the goods were received in good condition, before payment can be approved.
No payment for goods or services shall be made unless both an itemized invoice showing name of the person or firm to whom payment is due, and a receiving copy of the purchase order, bearing the signature of an authorized school employee are present. Furthermore, the invoice must have been issued in response to an approved purchase order.
Regulations - Regulations |