It shall be the policy of the school district to purchase products and services from within the district community provided that such products and services shall be competitive.

The official budget documents shall be considered as the authority for all expenditures, which are made during the fiscal year.  The principle concern of the Board of Directors shall be that the overall expenditure for any fiscal period shall not exceed the budgeted amount for any one fund.  Categorical breakdowns within funds shall be used primarily for budget control for the current fiscal year and for future budget planning.

The Superintendent of Schools or Director of Finance and Operations shall approve all purchases made in the name of the school district except those authorized by direct action of the Board of Directors.

No official may make a purchase or contract in the name of the school district exceeding State Law for any single item or single group of items without competitive sealed bids.  These bids shall be made in accordance with the laws of the State of Iowa.

All Projects

It is the responsibility of the superintendent to approve purchases, except those authorized by or requiring direct board action.  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.

The superintendent will have the authority to authorize purchases without competitive bids for goods and services costing under $5,000 without prior board approval.  For goods and services costing more than $5,000, the superintendent will receive, at a minimum, quotes of the goods and services to be purchased prior to approval of the board.

When using federal Child Nutrition funds to purchase goods and services, dollars spent annually must be estimated.  It is acceptable to categorize (e.g. groceries, milk, produce, small equipment, large equipment, supplies, and chemicals).  A formal sealed bid procurement process is required when annual spending in the category exceeds $25,000 annually.  An informal process is used for all other purchases under the threshold annually.  Documentation of informal procurement activity is kept on file.

Public Improvement Projects

The school district will follow Iowa law regarding the competitive bid and/or competitive quote procedures required for public improvement projects.  For goods and services utilized in public improvement projects costing less than the competitive quote amount stated in applicable state laws and regulations, the superintendent may receive quotes of the goods and services to be purchased prior to approval by the superintendent or the board.

For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than the competitive quote amount stated in applicable state laws and regulations and less than the competitive bid amount stated in applicable state laws and regulations, the superintendent shall receive competitive quotations of the goods and services to be purchased prior to approval by the board.  The purchase will be made from the party submitting the lowest responsive, responsible quotation 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.

For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than the competitive bid amount stated in applicable state laws and regulations, the superintendent shall receive competitive sealed bids of the goods and services to be purchased prior to approval of the board.  The purchase will be made from the party submitting the lowest responsive, responsible bid that meets the prescribed standards and specifications, which is calculated 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.

If the district elects to accept other than low bid, the rationale for the decision will be stated.  Reasons might include, but are not limited to  perceived quality difference; expected after-sale service difference; the convenience, compatibility, and uniform operation and maintenance of products; etc.  Unless there is a compelling reason, the district will not normally accept a bid that exceeds the low bid by more than five percent (5%).  Bids received from local business firms may not usually be considered unless they are within five percent (5%) of the lowest valid bid received.  No bid will be considered valid if it deviates, in a significant manner, from the project specifications set by the South Tama County School District. 

The board and the superintendent will have the right to reject any or all bids, or any part thereof, and to re-advertise.  If it is determined that a targeted small business which bid on the project may be unable to perform the contract, the superintendent will notify the Department of Economic Development.  The board will enter into such contract or contracts as the board deems in the best interests of the school district.

 

 

(February 20, 1984; July 15, 1991; June 20, 1994; January 15, 2001; July 7, 2003; July 18, 2011; March 5, 2012; June 23, 2014; February 4, 2020)

 

The procurement of all supplies, equipment, and services shall be initiated by the issuance of an official purchase order signed by the Superintendent of Schools or Director of Finance and Operations.  Only those supplies, equipment, and services procured by formal contract or those that are appropriate credit card purchases shall be exempt.

The Board of Directors recognizes the advantages of centralized purchasing in that volume buying insures maximum value for each dollar spent.  The Board shall authorize the Superintendent or Director of Finance and Operations to purchase and supervise the purchasing of all materials, goods and supplies for the school system in accordance with state law and good purchasing practices.

 

 

(April 12 1971; July 15, 1991; July 7, 2003; July 18, 2011; March 5, 2012; June 23, 2014; February 4, 2020)

 

All work projects to be done by a private contactor which will exceed $500.00 shall be initiated by the issuance of an official work order form signed by the Superintendent or Director of Finance and Operations. Only emergency repairs, which will be in excess of the above amount, will be exempt.

Work orders might be issued on projects of lesser amounts if it would benefit either the school or the contractor. 

 

 

(July 11, 1983; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020)

 

The Board of Directors authorizes the payment of claims against the school district for goods and services.  The Board shall cause to have warrants issued for all just claims against the school district upon audit and allowance by the Board.  The Board authorizes the Secretary to issue warrants between sessions for bills as allowed by state law.

The Board shall approve bills submitted to them at any declared public Work Session or Regular Meetings.  No bills except those provided for in state or federal law will be paid without board approval. 

The Board will designate, at least annually, a person or persons, usually the Director of Finance and Operations, to approve payment of bills form the Food Service Fund and the Activity Fund.  The board may also designate a Board member who is authorized to approve payment of bills for a specific period from the Operating Fund and/or Physical Plant and Equipment Fund.  Whenever an individual(s) have been authorized to approve payment, the full Board will act to ratify the list of bills paid at a subsequent regular or special meeting of the Board.

The Board President and Board Secretary may sign warrants by use of a signature plate, rubber stamp, or electronic signature.  If the Board President is unavailable to sign warrants, the Vice President may sign warrants on behalf of the President.

 

 

(February 4, 1985; July 21, 1986; July 15, 1991; September 19, 1994; January 15, 1996; June 16, 1997; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020)

 

It shall be the policy of the Board of Directors that all personnel of the school district be paid monthly in accordance with the length of service stated on their contracts, and that all personnel shall be paid on the 5^th and/or 20^th day of each month or the last day of service prior to the 20^th. 

 

 

(April 12, 1971; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020)

 

Payroll deductions shall be authorized by the Board of Directors as set forth by federal and state law and may be authorized by the Board of Directors for such other reasons as may be deemed advisable.

The following requirements shall be followed when applying for a payroll deduction:

1. Organizations, companies, or individuals desiring the institution of a salary deduction plan must submit a desired plan to the Board of Directors for advanced approval.
2. Employees requesting a payroll deduction must have the organization or companies file a statement verifying that they are licensed to do business in the State of Iowa.
3. The Business Office shall be given thirty (30) days notice of the institution or termination of a salary deduction by an individual.
4. Deductions are to be withheld in equal installments with the number of pay periods included in the employee’s pay year.
5. Employees are limited to one (1) change in payroll deductions per quarter.
6. All salary deductions other than those regulated by federal or state government will be deducted only upon written approval of the employee.
7. Companies selected for payroll deductions must provide the district with a monthly billing.
8. The total number of deductions permitted by an employee will be limited by the capacity of the district bookkeeping system.

The Board of Directors authorizes within the above regulations, salary deduction plans for health, accident, and major medical insurance; tax sheltered annuities; child support; court orders; Section 125 contributions; and deductions specifically approved by the district. 

 

 

(May, 1975; July 15, 1991; February 24, 1997; July 7, 2003; July 18, 2011; June 23, 2014; February 4, 2020)