PURCHASING AUTHORITY:

File: DJA

Procurements in an amount less than $5,000 shall be obtained through the exercise of sound business practice.

For procurements of supplies and services in amounts exceeding $5,000, but less than $25,000, the Superintendent or Assistant Superintendent shall seek written or oral quotations from no fewer than three persons customarily providing such supply or service.

• The Superintendent or Assistant Superintendent shall record the names and addresses of all such persons from whom quotations were sought, the names of the persons submitting quotations and the date and amount of each quotation.

• For procurements of supplies and services in amounts of $10,000 or less, the Superintendent or Assistant Superintendent shall award the contract to the responsible person offering the needed quality of supply or service at the lowest quotation.

• For procurements of supplies and services in amounts exceeding $10,000, but less than $25,000, the Superintendent or Assistant Superintendent shall make a recommendation to the school committee for committee award of the contract. Such recommendation shall include names, quotations and other relevant details from all persons or companies from whom quotations were sought.

All purchases of materials and equipment and all contracts for construction or maintenance in amounts of $25,000 or more will be based upon competitive bidding.

• An effort will be made to procure multiple bids for all purchases in excess of $10,000. When recommending acceptance of a bid, the superintendent will inform the school committee, whenever possible, of the competitive price of a reasonable substitute for the item specified.

• When bidding procedures are used, bids will be advertised appropriately. Suppliers will be invited to have their names placed on mailing lists to receive invitations to bid. When specifications are prepared, they will be mailed to all merchants and firms who have indicated an interest in bidding.

• All bids will be submitted in sealed envelopes, addressed to the superintendent and plainly marked with the name of the bid and the time of the bid opening. Bids will be opened in public at the time specified, and all bidders will be invited to be present.

• The committee reserves the right to reject any or all bids and to accept the bid that appears to be in the best interest of the school district. The committee reserves the right to waive any informality in, or reject, any or all bids or any part of any bid. Any bid may be withdrawn prior to the scheduled time for the opening of the bids. Any bid received after the time and date specified will not be considered. All bids will remain firm for a period of 30 days after opening.

• The bidder to whom an award is made may be required to enter into a written contract with the school district.

LEGAL REFS.: M.G.L. 7:22A; 7:22B; 30B

CROSS REF.: DJA, Purchasing Authority