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703.01 Purchasing and Bidding

 703.01            

PURCHASING AND BIDDING

The official budget document shall be considered as the authority for all expenditures that are made during the fiscal year.  The principal concern of the School Board shall be that the overall expenditure for any fiscal year 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 designee, shall approve all purchases made in the name of the school district except those authorized by direct action of the School Board.

Competitive bids shall be required for purchase of textbooks and supplies other than from publishers in accordance with the Iowa Code.

For all other purchases when the cost is in excess of $5,000 for one item or a group of related items, the administration will obtain bids or quotations, for the purpose of comparing basic costs.  The award of contract shall usually be to the lowest responsible bidder meeting the specifications.  The district reserves the right to enter into such contract or contracts as shall be deemed to be in the best interests of the school district.  The administration will recommend to the Board from whom the purchase should be made, with reasons briefly stated whenever the recommendation is not for the lowest bid or quotation.

It shall be the policy of the school district to purchase products and services from within the district community whenever justified by total cost considerations including basic cost of item(s) being purchased, availability of service and/or repair, delivery date, and related concerns.

In addition, when practical, the school district shall endeavor to coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks.

Bids submitted for advertised materials, work, etc., shall be opened at the prescribed time published in the official notice of such call for bids.  If only one bid is received, the administration may leave the bid unopened and present it to the Board with the recommendation to rebid the item(s).

Bids that are opened shall be studied prior to the next regular Board meeting and presented to the Board with recommendations from the administration.

The administration will prepare estimates on all projects prior to the opening of bids.  The estimate shall be included in the agenda for the Board meeting where the bids are presented for approval.

Bids received later than the designated time for opening shall be returned to the sender unopened.

LEGAL REF:            Iowa Code Sections 297.7, 297.8, 301.7, 301.8, 301.10, 73.1, 23.18

Approved:            4/9/90          Reviewed:           4/23/12               Revised: ___4/9/07___ 

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