School District of Colfax
Bylaws & Policies
 

6320 - PURCHASING

All purchasing should be done through the business office in line with generally-accepted business practices.

Requisitions for budgeted items shall originate from the key personnel directly responsible for their use. The District Administrator shall develop appropriate administrative channels whereby all requisitions will be examined and approved or disapproved.

The Board of Education holds the District Administrator directly responsible for carrying out this policy. Toward that end, s/he shall detail the procedures for executing this policy in the form of written administrative directives.

Every effort shall be made to secure equipment, materials, and services with the desired quality at the least cost. In an effort to maintain the desired quality and receive the best price, the following procedures shall apply.
 

A.

Specifications shall be written in such a manner as to not exclude any particular vendor. The following shall be taken into account when setting specifications:
     
 

1.

delivered cost
     
 

2.

vendor's ability to fulfill the contract
     
 

3.

delivery timeliness
     
 

4.

payment terms
     
 

5.

compatibility with existing equipment
     
 

6.

previous relationship with the vendor
     
 

7.

product quality
   
 

B.

Goods or Equipment Expenditures of $5,000 to $15,000
     
   

Purchases of goods or equipment which individually or collectively exceed $5,000 but are less than $15,000 shall be made by obtaining at least two (2) competitive quotations that are to be attached to the purchase order. The Board shall make the final determination of the item selected if the administration recommends an item that is not the lowest price item.
     
 

C.

Goods or Equipment Expenditures Greater than $15,000
     
   

For purchases of goods or equipment in excess of $15,000, the Director of Fiscal and Building Operations shall advertise in the appropriate media as well as notifying known potential vendors who might be interested in the bid. Bids shall be approved by the Board.
     
 

D.

Expenditures for Construction Projects
     
   

Formal bids for constructing, demolishing, or remodeling shall be obtained for all projects in excess of $25,000. The bids shall have a stated time, date, and location where due. The Board shall select the winning bidder based upon the above criteria. For projects less than $25,000, at least two (2) firm competitive quotations shall be obtained. In cases where the lowest quotation is not recommended, the Board shall make the final determination. All bids for services such as constructing, remodeling, demolishing, etc. shall require a performance bond in accordance with State Statute. Bid lists of interested bidders shall be maintained for the District. For large projects requiring the issuance of bonds, the Board shall determine the bidding method and requirements for each project.

The Board does not expect bids for the following items:
 

A.

specialized educational items, e.g. textbooks and workbooks;
     
 

B.

professional services for attorneys, architects, or consultants;
     
 

C.

replacement parts for maintenance or mechanical systems which do not exceed fifty (50) percent of the cost to replace the entire unit;
     
 

D.

services received through CESA or supplies bid by CESA;
     
 

E.

items purchased off of State or Federal bids.

120.13(5) & (33), 779.14(1m)(d) Wis. Stats.

Revised 7/16/12