803.01 - Purchasing of Products and Services

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)