| Sylvania City School District |
| Bylaws & Policies |
6320 - PURCHASES
Quotations and Bids
It is the policy of the Board of Education that the Treasurer obtain at least three (3) price quotations on purchases of supplies, equipment, and services over $5,000.00, except in the case of emergencies or when the materials purchased are of such a nature that price negotiations would not result in a savings to the District or when the item is subject to other statutory procedures.
The Board recognizes its position as a major purchaser in this community, and while it is the intention of the Board to purchase materials and supplies of quality at the lowest possible cost through competition, if all other considerations are equal, the Board prefers to purchase within the District from established local merchants.
The Board authorizes the Superintendent to award purchases placed in accordance with law, this policy, and all polices of the Board otherwise applicable to local merchants when their quotation is competitive, freight charges are a factor, maintenance service may be required, and promptness of delivery is a consideration, provided that all legal requirements pertaining to public purchasing are duly observed.
Competitive Bids
When the purchase of and contract for single items of supplies, materials, or equipment amounts to $25,000 or more, the Treasurer shall obtain competitive bids. Competitive bids shall be sealed and shall be opened by the Treasurer in the presence of at least one (1) witness. The contract will be awarded to the lowest responsive and responsible bidder. Consideration may be given to:
| A. | the experience of the bidder. The Board may assess; |
| 1. | general experience; | ||
| 2. | specific experience on contracts of similar nature. |
| B. | the bidder’s financial condition. The Board may assess: |
| 1. | whether the bidder has defaulted on any loans or other obligations to his/her creditors; | ||
| 2. | the condition of any products, inventory, equipment, etc. available for the bidder’s use and needed to complete the contract; | ||
| 3. | the bidder’s ability to obtain and maintain sufficient stock to assure timely and efficient delivery to the District; |
| C. | the bidder’s conduct and performance on previous contracts with the District or other entities. The Board may assess: |
| 1. | original contract price and the final cost; | ||
| 2. | compliance with deadlines; | ||
| 3. | timely response to District concerns; | ||
| 4. | compliance with any bonding, licensing, certification requirements; | ||
| 5. | quality of otherwise-unspecified materials used by the bidder. |
| D. | the bidder’s facilities. | |
| E. | the bidder’s management skills. The Board may assess: |
| 1. | continuity of the bidder’s work force; | ||
| 2. | the bidder’s participation in available trade-relevant Department of Labor or State of Ohio approved apprenticeship programs; | ||
| 3. | the bidder’s provision of a health plan, retirement plan and OSHA (and, if applicable, EPA) compliant safety plan for its employees; | ||
| 4. | the location of the bidder’s principal place of business; | ||
| 5. | the locations where the bidder’s workforce is domiciled; the bidder’s compliance with unemployment, Workers’ Compensation and Federal and State prevailing wage laws; Federal and State wage and hour laws; local, State and Federal taxation laws; other applicable laws, rules, and regulations. |
The Board shall approve all contracts resulting from competitive bids prior to being awarded. The Board reserves the right to reject any or all bids.
Limitations
The Superintendent is authorized to make emergency purchases, without prior approval, of needed goods and/or services. Such purchases shall be brought to the Board’s attention at the next regular meeting.
Contracts for Construction or Design Services
All contracts for construction or professional design services shall be made in accordance with Revised Code requirements.
Purchases from the State
In accordance with the Revised Code, the Superintendent shall purchase products and services which are available from the Ohio Industries for the Handicapped (OIH) when such products or services are needed by the District. The Superintendent is to maintain the current catalog provided by OIH and inform all District personnel who may be purchasing products or services, of the catalog’s current listings.
Quantity Purchases
In order to promote efficiency and economy in the operation of the District, the Board of Education requires that the Treasurer 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.
Requirements
Before the Superintendent and/or his/her designee 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 the requisitioner if, in his/her judgement, better service, delivery, economy, or utility can be achieved by changing the proposed 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 sets forth the terms of such a purchase.
Reservation of Rights
The Board reserves the right to make purchases or award competitive bids based on other criteria as the Board may deem appropriate on a case by case basis. The Board may delegate to District administrators or employees the authority to take actions required by this policy.
The decision of the Board regarding any purchase or contract is final and is not subject to appeal in any legal or administrative forum. This policy in no manner limits the Sylvania City School District Board of Education’s discretion in awarding contracts or making purchases, and does not create or accord any legal or equitable rights to any person or entity.
R.C. 9.25, 9.30, 9.31, 9.311, 9.312, 153.12, 153.54, 3313.37, 3313.375, 3313.46
R.C. 4115.32 et. seq., 4116.02, 4116.03, 5705.41, 5705.45
Revised 5/95
Revised 2/24/97
Revised 8/28/00