| Bay Village City School District |
| Bylaws & Policies |
6421 - PURCHASES APPROPRIATED
It is the policy of the Board of Education that all purchases not subject to bid be made to ensure maximum value for the District.
All purchases that are within appropriation limits may be made upon authorization of the Superintendent or his/her designee unless the contemplated purchase is a capital expenditure for more than $4000 in which case prior approval is required from the Board.
Before the Treasurer places a purchase order, approval must be obtained from the Superintendent or designee, who shall check as to whether the proposed purchase is subject to bid, whether sufficient funds exist in the budget, and whether the material might be available elsewhere in the District.
The Director of Business Affairs shall solicit quotations from independent sources for the supplies, equipment, or services desired in all cases of emergency or when quotes cannot be obtained. All quotations received shall be attended to and retained with a copy of the resulting purchase order.
In the interests of economy, fairness, and efficiency in its business dealings, the Board requires that:
| A. | items commonly used in the various schools or units thereof, be standardized whenever consistency with educational goals can be maintained. | |
| B. | opportunity be provided to as many responsible suppliers as possible to do business with the School District. (To this end, the Director of Business Affairs shall develop and maintain lists of potential suppliers for various types of supplies, equipment, and services). | |
| C. | a prompt and courteous reception, insofar as conditions permit, be given to all who call on legitimate business matters. | |
| D. | where the requisitioner has recommended a supplier, the Director of Business Affairs may make alternate suggestions to the requisitioner if, in his/her judgment, better service, delivery, economy, or utility can be achieved by changing the proposed order. | |
| E. | upon the placement of a purchase order, the Treasurer shall commit the expenditure against a specific line item to guard against the creation of liabilities in excess of appropriations. | |
| F. | no purchase of supplies shall be allowed without a properly signed purchase order. (Employees shall be held personally responsible for anything purchased without a properly signed purchase order). |
The Board may acquire office equipment as defined in law by lease, by installment payments, by entering into lease-purchase agreements, or by lease with an option to purchase, provided the contract setting forth the terms of such a purchase shall not extend for a period of more than five (5) years.
R.C. 3313.37, 3313.46