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Page 1 of 3
No. 610
SECTION:
FINANCES
TITLE:
PURCHASES SUBJECT TO
BID/QUOTATION
ADOPTED:
October 19, 2006
REVISED:
EASTON AREA
SCHOOL DISTRICT
610. PURCHASES SUBJECT TO BID/QUOTATION
1.
Authority
SC 751, 807.1
It is the policy of the Board to obtain competitive bids and price quotations for
products and services where such bids or quotations are required by law or may
result in monetary savings to the school district.
2.
Guidelines
SC 807.1
Supplies
The Board shall, after due public notice advertising for competitive bids, purchase
furniture, equipment, school supplies and appliances costing $10,000 or more, unless
exempt by statute. The Board shall advertise once a week for three (3) weeks in not
less than two (2) newspapers of general circulation.
SC 807.1
Furniture, equipment, school supplies and appliances to be purchased by the district
costing more than $4,000 but less than $10,000 may be obtained on written or
telephonic quotations, unless exempt by statute. If it is not possible to obtain three
(3) quotations, a memo must be kept on file showing that fewer than three (3)
qualified vendors exist in the market area. The written price quotations, written
records of telephonic price quotations and memoranda shall be kept on file for a
period of three (3) years.
SC 751
Contracts
The Board shall, after due public notice advertising for competitive bids, contract for
construction, reconstruction, repairs, maintenance or work on any school building or
property having a cost or value of more than $10,000, unless exempt by statute.
SC 751
All contracts for construction, reconstruction, repairs, maintenance or work on any
school building or property, having a cost or value of more than $4,000 but not more
than $10,000, may be obtained on written or telephonic quotations, unless exempt by
statute. If it is not possible to obtain three (3) quotations, a memo must be kept on
file showing that fewer than three (3) qualified vendors exist in the market area. The
written price quotations, written records of telephonic price quotations and
memoranda shall be kept on file for a period of three (3) years.
610. PURCHASES SUBJECT TO BID/QUOTATION - Pg. 2
Page 2 of 3
SC 751
The Board may authorize district employees to perform construction, reconstruction,
repairs or work having a cost or value of less than $5,000.
Board Contract Approvals
SC 427, 433, 508
Except as specified in this policy, all contracts where the amount involved exceeds
$100, including items subject to $10,000 bid requirements, shall require approval of
the Board, evidenced by the affirmative vote of a majority of all members of the
Board, and all such contracts shall be signed by the Board President and Board
Secretary, as required by law.
Pol. 611, 612, 616
The Board shall delegate to the Superintendent or designee the authority to
approve/negotiate and sign, on behalf of the Board, contracts representing an
immediate need and all contracts that do not require written quotations or bids,
provided that all such executed contracts shall be placed on the next available Board
agenda for ratification by the Board. A summary list of contracts dealt with by the
Superintendent or designee will be provided to the Board no later than the nearest
scheduled meeting following the Superintendent's or designee's actions.
Should quotations or bids be required, the Superintendent or designee, along with
the Board solicitor, will review the contract and place it on the next available Board
agenda for approval by the Board.
3.
Delegation of
Responsibility
No contracts for goods or services will be entered into on behalf of the district
without first having the proper bid specifications prepared. Bid specifications shall
be prepared by the Business Manager and shall provide for alternates wherever
possible.
The Business Manager shall combine like items of supply and material whenever it
is feasible and permissible under statute and shall not split purchases to avoid
requirements for bidding.
The Board Secretary or designee is authorized to advertise for bids, in accordance
with statutory procedures, without prior approval of the Board; but the Board shall
be informed of such action at the next meeting. Records shall be kept in sufficient
detail to show that a reasonable number of qualified vendors were invited to bid.
The Board shall appoint a Bid Committee for the purpose of receiving, opening,
reviewing and recommending bids at the next following Board meeting.
610. PURCHASES SUBJECT TO BID/QUOTATION - Pg. 3
Page 3 of 3
SC 807.1
Bids shall be opened publicly by the Bid Committee before one (1) or more
witnesses. Contracts shall be awarded to the lowest responsible bidder upon
resolution of the Board, unless the Board chooses to reject all bids. No bids will be
awarded without first being brought before the Board for action.
SC 751
The Board recognizes that emergencies may occur when imminent danger exists to
persons or property or continuance of existing school classes is threatened, and time
for bidding cannot be provided because of the need for immediate action.