DJE
Purchasing and Bidding Procedures
The Board recognizes that the district makes many purchases when it is not possible, practical or otherwise advantageous to obtain three quotations or to enter into a formal bidding procedure.  When the Superintendent believes this condition exists, the Superintendent may authorize purchases or contracts subject to later ratification by the Board.  The Board expects the district's purchasing procedure to ensure that the best quality and price are obtained.  The Board further expects the purchasing procedure to operate efficiently and economically.
The following procedure shall be followed under normal circumstances:
1.  Total purchases of $5,000 and under may be made with the Superintendent or the Director of Finance's approval, without soliciting bids or quotations.
2.  Total purchases between $5,001 and $10,000 may be made on the basis of three separate telephone quotations, the Superintendent or Director of Finance's recommendation.
3.  Total purchases between $10,001 and $20,000 may be made on the basis of three separate written quotations, the Superintendent's or the Director of Finance's recommendation.
4.  Total purchases over $20,001 shall be made only after utilizing the district's formal bidding procedure.
5.  Upon the Superintendent's recommendation, separate bids in excess of $20,000 shall be presented to the Board for review and consideration for approval.
6.  When it is impractical to secure three quotations or formal bids because of the following situations or other circumstances deemed appropriate by the Superintendent or the Director of Finance, the administration shall make every effort to secure the best price with or without quotes or bids:
a.  unavailable local vendors or contractors
b.  time limitations
c.  items on state contract
7.  Purchases described in paragraphs 1, 2 and 3 above may be bid if deemed advisable by the Superintendent or Director of Finance.
Specifications shall be designed to ensure the quality of the product desired as well as to foster competition among vendors so that the district will obtain the lowest possible purchase price consistent with its needs.  In general, specifications shall not be written around a specific product.
No bid shall be accepted which does not conform to the specifications furnished.  The district 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.  Any written contract shall include a provision requiring a criminal background check for any person providing direct services to students under the contract, including but not limited to transportation, instruction or food services as required by law.  The contracting entity shall be responsible for any costs associated with the background check.

Adopted:  March 1991

Revised:  September 1999

Revised and recoded:  March 26, 2010

Revised and recoded:  August 23, 2011
LEGAL REFS.:  C.R.S. 22-32-109 (1)(b)(board required to adopt bidding procedures)
C.R.S. 22-32-122 (background check provision required in service contracts)
C.R.S. 24-18-201 (public official's interest in contract)
CROSS REF.:  BCB, School Board Member Conflict of Interest