| Bay Village City School District |
| Administrative Guidelines |
6320C1 - BIDDING
The following procedures will be followed:
| A. | Preparation |
| 1. | The Treasurer/Director of Business and Fiscal Services shall have the responsibility for preparing bid documents and advertising for solicitation of bids. | ||
| 2. | In general, three (3) or more bids shall be solicited unless noted otherwise in specific procedures and/or fewer companies supply the equipment, materials and/or services, and/or fewer choose to bid. | ||
| 3. | The technical specifications for the purchase of special equipment, materials and/or services shall be prepared by the person or department requesting the purchase and submitted to the Treasurer/Director of Business and Fiscal Services. Specifications must be complete and accurate so that goods received conform to standards desired. | ||
| 4. | All bids of $25,000 or more must be publicly advertised and shall carry the name and title of the secretary of the Board. | ||
| 5. | The advertisement for bids will generally be placed in a local newspaper for thirty (30) days in each of four (4) weeks. Advertisements for bids should also be placed in other appropriate publications when bidding construction projects and specialized equipment. For bonds or other borrowings, State laws relating to publication shall govern public advertisements. | ||
| 6. | Bid security is required for all bids $25,000 or over or as determined by the Treasurer/Director of Business and Fiscal Services. |
| B. | Bid Opening |
| 1. | All bids whether invitational or publicly advertised shall be opened publicly at a specified time and place. | ||
| 2. | Generally, bids shall be opened and read at the Board or Education Office. Bid openings shall be attended by at least two (2) individuals who are District employees, one of whom should be either the Treasurer/Director of Business and Fiscal Services or Assistant Treasurer/Director of Business and Fiscal Services. | ||
| 3. | The Treasurer/Director of Business and Fiscal Services, along with the person directly involved in the purchase, shall evaluate the bids and recommend purchases, unless otherwise determined by the Superintendent and/or the Board and/or prohibited by law. |
| C. | Bid Awards | |
| Award of bids shall be as follows: |
| 1. | The Treasurer/Director of Business and Fiscal Services may direct the awarding of all bids up to $25,000. | ||
| 2. | All bids $25,000 or greater shall be awarded by the Board. |
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A completed DMA form with no positive indications that material assistance has been provided to a terrorist organization is required of each private person or entity with whom the Board intends to enter into a contract that amounts to an aggregate of greater than $100,000 annually. |
| 3. | A private person or entity with whom the Board enters into frequent contracts may apply for precertification. Precertification is specific to the District and is effective for one year at a time. |
| D. | Cooperative Bids | |
| Participation in cooperative purchasing/bidding arrangements with other schools, governmental units is permitted providing they satisfy the District's bidding requirements. |
R.C. 2909.33
Revised 2/12/07