6320 - PURCHASES SUBJECT TO BID

Farwell Area Schools

Bylaws & Policies

6320 - PURCHASES SUBJECT TO BID

It is the policy of the Board of Education that the Superintendent obtain at least three (3) price quotations on purchases of more than $1,000 for a single item, except in cases of emergency or when the materials purchased are of such a nature that price negotiations would not result in a savings to the District.

When the purchase of and contract for single items of supplies, materials, or equipment amounts to $12,000 or more the Superintendent shall obtain competitive bids.

Bids shall be sealed and shall be opened by the Superintendent in the presence of at least one (1) witness. All orders or contracts should be awarded to the lowest qualified bidder, however, consideration can be given to:

	A.	the quality of the item(s) to be supplied;
	B.	its conformity with specifications;
	C.	suitability to the requirements of the District;
	D.	delivery terms;
	E.	past performance of the vendor.

The Board reserves the right to reject any and all bids.

The Board shall be informed of the terms and conditions of all competitive bids and shall award contracts as a consequence of such bids.

Exceptions to the foregoing requirements may be permitted in order to standardize items which will result in a lower long term cost to the District, or if there is only one supplier of a particular item. Such exceptions shall be presented to the Board for approval.

All purchases that are within a line item and less than $10,000 may be made upon authorization of the Superintendent.

The Board should be advised, for prior approval, of all purchases of equipment, materials, and services when the purchase exceeds a line item.

The Superintendent is authorized to make emergency purchases, without prior approval, of those goods and/or services needed to keep the schools in operation.

Such purchases shall be brought to the Board's attention at the next regular meeting.

In order to promote efficiency and economy in the operation of the District, the Board requires that the Superintendent periodically estimate requirements for standard items or classes of items and make quantity purchases on a bid basis to procure the lowest cost consistent with good quality.

Whenever storage facilities or other conditions make it impractical to receive total delivery at any one time, the total quantity to be shipped but with staggered delivery dates, shall be made a part of the bid specifications.

Before the Superintendent places a purchase order, s/he 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. All purchase orders shall be numbered consecutively.

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;
	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 Superintendent may make alternate suggestions to 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 Superintendent 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 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.

M.C.L.A. 380.1267, 380.1274 et seq.