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709 PURCHASING – BIDDING

The board supports economic development in Iowa. Purchases by the school district will be made in Iowa for Iowa goods and services from a locally-owned business located within the school district or from an Iowa-based company which offers these goods or services if the cost and other considerations are relatively equal and they meet the required specifications.

The board shall comply with all federal and state laws and regulations required for procurement and purchasing preferences, including the selection and evaluation of contractors.  The superintendent or designee is responsible for developing an administrative process to implement this policy, including, but not limited to, procedures related to suspension and debarment for transactions subject to those requirements. 

Prior to August 15 of each year and after analyzing the school district's anticipated procurement level for the current fiscal year, the school board will set a goal of ten percent of the anticipated procurement level to be purchased from certified targeted small businesses. In determining the procurement level, the cost of utilities (heat, electricity, telephone and natural gas) and employees' costs will not be included. After the goal has been established, the superintendent will file the required Targeted Small Business Procurement form with the Department of Education by August 15.

By July 31 of each year, the superintendent will file a report with the Department of Education outlining purchases of goods and services from targeted small businesses for the previous fiscal year.

The school board and superintendent will encourage targeted small businesses which are not certified with the Department of Inspections and Appeals to become certified targeted small businesses.

Goods and Services

It shall be the responsibility of the superintendent to approve purchases, except those authorized by or requiring direct board action. The superintendent shall have the authority to authorize purchases without competitive bids for goods and services costing under $15,000 without prior board approval. For all purchases for goods and services costing over $15,000, the superintendent shall seek competitive quotes and shall submit all bids to the board for its review.

The superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories or attachments with an estimated cost of $50,000 or more.

Public Improvement Projects

The board shall enter into public improvement contracts as the board deems to be in the best interest of the school district.  “Public Improvement” means a building or construction work which is constructed under the control of a governmental entity and for which either of the following applies: (1) has been paid for in whole or in part with funds of the governmental entity; (2) a commitment has been made prior to construction by the governmental entity to pay for the building or construction work in whole or in part with funds of the governmental entity.  This includes a building or improvement constructed or operated jointly with any public or private agency. 

The board shall follow all requirements, timelines, and processes required by law for public improvement projects.  The thresholds regarding when competitive bidding or quotation is required will be followed.  Competitive bidding is required for public improvement contracts exceed the minimum threshold stated by law.  Competitive quotations are required for public improvement projects that exceed the minimum threshold amount stated in law, but do not exceed the minimum set forth for competitive bidding.  If the total cost of the public improvement does not warrant either competitive bidding or quotations, the board may nevertheless proceed with either of these processes, if it so chooses.

The purchase will be made from the lowest responsible bidder based upon total cost considerations including, but not limited to, the cost of the goods and services being purchased, availability of service and/or repair, delivery date, and other factors deemed relevant by the board.

The board and the superintendent shall have the right to reject any or all bids, or any part thereof, and to re-advertise. The board will enter into such contract or contracts as the board deems in the best interests of the school district.

The procurement of all supplies, equipment, and services shall be initiated by the issuance of an official purchase order signed by the superintendent or by an authorized staff member. Only those supplies, equipment, and services procured by formal contract shall be exempt.

Approved 10-17-16  Reviewed/approved 10-21-19