File:  DJ

 

PURCHASING

 

            The school unit, in its operation, must by necessity purchase many items.  These purchases must be carried out in an orderly and responsible manner.  Because the school unit is a public entity, purchases must also be made with the awareness of the public's "right to know."  The following, therefore, seeks to implement a policy that takes into account these many facets.

 

Quotation _ Bid _ R.F.P.

 

            For the purposes of this policy, a bid or request for a quotation will be considered as one and the same.  A Request for Proposal (RFP) is a form of bid request in which the specifications of work to be performed or item to be rendered will be described by the submitting person or party.

 

Number of Bids and Advertising

 

            In requesting bids, at least three will be routinely sought.  These may be from local people, businesses, or firms or from those outside of town.  Every effort will be made to identify local parties who may be interested in providing articles and services to the school unit and seek their bids.  In the event that two or more parties cannot submit bids, then notices of the item or service sought will be advertised in the local paper(s).

 

Sole Source

 

            There are exceptions to every rule, and there are times that only one supplier will be or can be used.  If a class has standardized on a certain computer, for example, it would not be advantageous to seek bids from other manufacturers for an additional unit.  Likewise, a certain product or line is clearly superior to others and the faculty and/or staff may feel that this is the only brand that is acceptable.  In this case, a "sole source" purchase would be permissible.  Sole source purchases may only be authorized by the superintendent or his/her designee.

 

Dollar Limit

 

            The efficient operation of any enterprise requires that many purchases be made each day.  To require that each and every one be placed out to bid would cause tremendous delays and inefficiencies.  Therefore, purchases of $5,000 or more must be placed out to bid.  Any items under $5,000 which may be of a controversial or political nature, i.e., new or expanded services, should also be placed out to bid.  The grouping of smaller items, such as office supplies, to allow for them to be bid out should be encouraged.

 

 

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MSAD No. 9

                                             File:  DJ

 

Opening of Bids