| Grosse Ile Township Schools |
| Bylaws & Policies |
6320 - PURCHASING
Each year the State of Michigan informs the School of the legal amount for purchases which require a formal bidding process of a single item.
It is the policy of the Board that the Superintendent adhere to the following:
| A. | Seek informal price quotations on purchases in excess of $ 3,500. | |
| B. | When the purchase of, and contract for, single items of supplies, materials, or equipment is less than the amount allowed by State statute, but exceeds $10,000 the Superintendent shall whenever possible, require three (3) competitive price quotations. |
Purchases that are in excess of the dollar amount permitted by State statute shall, whenever possible, have at least three (3) competitive bids for substantiation of purchase and shall require approval of the Board prior to approval to purchase.
Bids shall be sealed and shall be opened by the Business Manager in the presence of at least one (1) witness. All orders or contracts should be awarded to the lowest responsible 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 school; | |
| D. | delivery terms; | |
| E. | past performance of 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.
The Superintendent is authorized to purchase all items within budget allocations.
The Board should be advised, for prior approval, of all purchases of equipment, materials, and services when the purchase was not contemplated during the budgeting process.
The Superintendent is authorized to make emergency purchases, without prior approval, of those goods and/or services needed to keep the school 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 school, 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 placing a purchase order, the Superintendent 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 school. All purchase orders shall be numbered consecutively.
In the interests of economy, fairness, and efficiency in its business dealings, the Board requires that:
| A. | opportunity be provided to as many responsible suppliers as possible to do business with the school; | |
| B. | a prompt and courteous reception, insofar as conditions permit, be given to all who call on legitimate business matters; | |
| C. | where the requisitioner has recommended a supplier, the Superintendent 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; | |
| D. | 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. |
The Superintendent shall determine the amount of purchase which shall be allowed without a properly signed purchase order. Employees may be held personally responsible for anything purchased without a properly signed purchase order or authorization.
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 sets forth the terms of such a purchase.
M.C.L.A. 380.1267, 380.1274 et seq.
Adopted 8/28/07