7321 - Purchasing- Bids and Contracts Policy

Policy 7321

FINANCIAL MANAGEMENT 

Purchasing:  Bids and Contracts
Whenever the cost of any supplies, equipment, work, building improvements, repairs, or other public works shall exceed the limits set by state and federal laws, formal bids shall be called for by issuing a public notice placed in at least one newspaper of general circulation within the district once each week for two consecutive weeks.  Clear and definite specifications shall be prepared and made available to all vendors interested in submitting a bid.  For purposes of this policy, a lease-purchase agreement, whereby the district may own the property at the end of a lease term, shall be subject to the same conditions as an outright purchase.

When the cost of any supplies, equipment, work, building improvements, repairs, or other public works is below the sealed bid limits referenced above, informal bids will be solicited from responsible vendors as required by state law.  The superintendent shall establish bidding and contract awarding procedures for all purchases.

Bid procedures shall be waived when the board declares an emergency or when purchases are clearly limited and justified to a single source of supply or service.  The board may, by resolution, reject any and all bids and make further calls for bids in the same manner as the original call.  The board reserves the right to purchase through an inter-local cooperative agreement with another governmental agency, provided such agency has complied with the bidding requirements that are applicable to the school district.

Each contract shall include a provision requiring the contractor to prohibit any of its employees who have ever been convicted of or pled guilty to any of the child related felonies from working where he or she would have contact with public school children.  The contract shall also provide that failure to comply with this requirement is grounds for immediate termination of the contract.

Legal References:       RCW   28A.400.330               Contractor employees – Termination of

                                                                                                contract

                                    RCW   28A.335.190               Advertising for bids – Bid procedure –

                                                                                                Telephone solicitation,

                                                                                                limitations – Emergencies

RCW   28A.320.035               Contracting out — Board's powers and

duties — Goods and services

RCW   39.04.020                    Plans and specifications – Estimates –

Publication – Emergencies

RCW   39.04.155                    Small works roster contract procedures –

                                                Limited public works process - Definition

                                    RCW   39.30.060                    Contracts – Indebtedness – Limitations –

                                                                                                Competitive bidding – Violations

RCW   39.34                           Interlocal cooperation act

                                    RCW   43.19.1911                  Letting contract – Lowest responsible

                                                                                                bidder, determination – Public

                                                                                                inspection of bids

                                    AGO   1984 No. 2                  Competitive bidding on school district

                                                                                                transportation contracts

 

Adoption Date:           October 27, 2009