Bidding Vendors: DJE-R

School and department administration as authorized by Superintendent and policy shall secure written bids on all single item purchases exceeding $5,000 and on all other purchases of supplies, equipment and projects when in the best interests of the district. Purchases valued at less than $10,000 but more than $5,000 shall be based upon at least three (3) written, faxed or oral quotations whenever feasible.

Contracts and competitive purchases shall be awarded to the lowest responsible qualified supplier, taking into consideration the quality of materials (services) desired and their contribution to program goals.

With regard to materials or services for which bids are required, the superintendent or designee shall develop a procedure to pre-qualify bidders. Suppliers shall be invited to have their names placed on mailing lists to receive information about pre-qualification. When specifications are prepared, they shall be mailed to all merchants and firms who have pre-qualified. Only pre-qualified bidders may submit bids.

All bids shall be submitted in sealed envelopes, addressed to the Finance Office, and plainly marked with the bid number and the time of the bid opening. Bids shall be opened in public by appropriate district officials or employees at the time specified, and all bidders shall be invited to be present.

The Superintendent reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the district.

The bidder to whom an award is made shall be required to submit to the district proof of liability insurance and when appropriate, proof of workers’ compensation insurance, and may be required to enter into a written contract with the district.

When time is of the essence, bid procedures may be waived provided prudent measures are taken to obtain the best price available under the circumstances (phone, quotations, etc.)

In the case of items available from one source, purchases may be made based on negotiations with that source.

 

Approved March 13, 1979

Revised December 13, 1988

Revised February 23, 1993

Revised February 22, 2005

Revised November 14, 2006

Revised February 10, 2014