Board Policies


Adoption Date: Dec 27, 1993
Revision Date: Jul 11, 2012
6320 - PURCHASING

It is the policy of the Board that the Superintendent seek at least three (3) price quotations on purchases of more than $5,000 for a single item, except in cases of emergency or when the materials purchased are of such a nature that price negotiation would not result in savings to the Corporation.

 

When the purchase of, and contract for, single items of supplies, materials, or equipment amounts to $150,000 or more, the business manager shall obtain competitive bids.

 

Bids shall be sealed and shall be opened by a committee designated by the Board.  All orders or contracts shall be awarded to the lowest and most responsive and responsible bidder.

 

For a bidder to be considered responsive, the proposal must respond to all specifications in all material respects and contain no irregularities or deviations from the bid specifications which would affect the amount of the bid or otherwise provide competitive advantage.

 

For a bidder to be deemed responsible, the Board may request evidence from the bidder concerning:

 

A.     the experience (type of product or service being purchased, etc.) of the bidder;

 

B.     the financial condition;

 

C.     the conduct and performance on previous contracts (with the Corporation or other agencies);

 

D.     the bidder’s facilities;

 

E.      management skills;

 

F.      the ability to execute the contract properly.

 

The Board reserves the right to reject any and all bids.

 

Contracts can be awarded by the business manager without Board Approval for any single item or group of identical items costing less than $50,000.  All other contracts require Board approval prior to purchase.

 

The Board shall be informed of the terms and conditions of all competitive bids and shall award contracts as a consequence of such bids.

 

Exceptions to the foregoing requirements may be permitted when purchasing from vendors who have been awarded State contracts or when purchasing from authorized State institutions.

 

All purchases that were originally contemplated in the budgeting process may be made upon authorization of the business manager.

 

The Board should be advised, for prior approval, of all purchases costing more than $50,000 of equipment, materials, and services when the purchase was not contemplated during the budgeting process.

 

The Superintendent is authorized to make emergency purchases, without prior approval, of those goods and/or services needed to keep the schools in operation.

 

Such purchases shall be brought to the Board’s attention at the next regular meeting.

 

Whenever storage facilities or other conditions make it impractical to receive total delivery at any one (1) time, the total quantity to be shipped, but with staggered delivery dates, shall be made a part of the bid specifications.

 

Before the building administrator places a purchase order, s/he shall check as to whether the proposed purchase is subject to bid, whether sufficient funds exist in the budget, and whether the material might be available elsewhere in the Corporation.  All purchase orders shall be numbered consecutively.

 

In the interests of economy, fairness, and efficiency in its business dealings, the Board requires that:

 

A.     where the requisitioner has recommended a supplier, the business manager may choose an alternative supplier to the requisitioner if, in his/her judgment, better service, delivery, economy, or utility can be achieved by changing the proposed order;

 

B.     upon the placement of a purchase order, the business manager shall commit the expenditure against a specific line item to guard against the creation of liabilities in excess of appropriations;

 

C.     unless otherwise permitted by the Superintendent, no purchase of supplies shall be allowed without a properly-signed purchase order.  Employees shall be held personally responsible for anything purchased without a properly signed purchase order.

 

The Board may acquire by lease, by installment payments, by lease-purchase agreements, or by lease with an option to purchase provided the contract setting forth the terms of such a purchase shall not extend for a period of more than five (5) years.

 

Ind. Code Sec. 5-22-8-1,2 and 3

 

References:
I.C. 20-26-5

I.C. 20-26-4-6,

I.C. 36-1-9 and 10
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