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DJC BIDDING REQUIREMENTS All purchase requests
must be submitted to purchasing for approval before the order is placed. Once
the request has been verified for available funds it is approved as a
purchase order. Exceptions: monthly utility billing, heating fuels and
benefits payments do not need payment requests or purchase orders. Stipends should be submitted through
Payroll Stipend Payment Request Form and Special Ed contracted service
agreements through a Service Agreement form.
Any
purchase order for an amount greater than $500 and less than $4000, shall be
accompanied by three competitive quotes and justification if the lowest
competitive quote is not selected as the vendor of choice. Purchase orders of $4000 or more will
require compliance with the formal bid policy and will require justification
if lowest competitive bid is not selected as vendor of choice. All formal bid documents should be
maintained by the School Department for a minimum of seven years or for the
life of the item or project, whichever is longer. The formal bid documents should include the
bid specifications, documentation of how prospective bidders were notified,
the bids submitted, a summary of bid results, the award recommendation
letter, documentation of approval by the School Board, the award notice to
the successful bidder, and the contract as awarded. When
bidding procedures are used, bids shall be advertised in a newspaper of
general circulation. Suppliers shall
be invited to have their names placed on mailing lists to receive invitations
to bid. When specifications are
prepared, they will be mailed to all merchants and firms who have indicated
an interest in bidding. All bids
must be submitted in sealed envelopes, addressed to the Superintendent of
Schools, and plainly marked with the name of the bid. Bids shall be opened at the time specified
and all bidders and other persons shall be invited to be present. The Board
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 Board reserves the right to waive any informalities in, or reject any or all bids, or any part
of any bid. Any bid may be withdrawn
prior to the scheduled time for the opening of bids. Any bid received after
the time and date specified shall not be considered. The Board also reserves the right to
negotiate with a bidder when all bids exceed the budgeted appropriation. The bidder to whom the award is made may be
required to enter into a written contract with the district. It is the intent of
the School Board, at a minimum, to comply with the City of Adopted:
Amended: Amended: Board Review: |