6320C1 - BIDDING

Van Buren Intermediate School District

Administrative Guidelines

6320C1 - BIDDING

The following procedures will be followed:

A.

Preparation

		1.	The program director shall have the responsibility for preparing bid documents and advertising for solicitation of bids.
		2.	In general, three (3) or more bids shall be solicited unless noted otherwise in specific procedures and/or fewer companies supply the equipment , materials and/or services, and/or fewer choose to bid.
		3.	The technical specifications for the purchase of special equipment, materials and/or services shall be prepared by the person or department requesting the purchase and submitted to the program director. Specifications must be complete and accurate to ensure that goods received conform to standards desired.
		4.	The advertisement for bids should be placed in appropriate publications when bidding construction projects and specialized equipment. For bonds or other borrowings, State laws relating to publication shall govern public advertisements.
		5.	Bid security is required for all bids $250,000 or over.

B.

Bid Opening

		1.	All bids for capital improvement shall be opened publicly at a specified time and place.
		2.	Generally, bids shall be opened and read at the Van Buren Intermediate School District Offices. Bid openings shall be attended by at least two (2) individuals who are District employees, one of whom should be either the Superintendent or the Director of Operations and Finance.
		3.	The Superintendent, along with the person directly involved in the purchases, unless otherwise determined by the Superintendent and/or the Board and/or prohibited by law.

	C.	Bid Awards
		Award of bids shall be as follows:

		1.	The program director may direct the awarding of all bids up to the state established limit requiring formal bidding.
		2.	All bids over the State established limit, requiring formal bidding, or greater shall be awarded by the Board.

	D.	Cooperative Bids
		Participation in cooperative purchasing/bidding arrangements with other schools, governmental units is permitted providing they satisfy the District's bidding requirements.