Waterford Parent Site
Bylaws & Policies
 

6320 - PURCHASING

The Board of Education shall employ purchasing procedures which shall conform to all legal requirements set forth by Michigan School Law, result the most advantageous use to the school district of funds expended, purchase all necessary supplies, equipment and services for use in the education program, and for various auxiliary services in the most efficient and economic manner.

Purchasing Authority

The Superintendent or Assistant Superintendent of Business Services shall have the authority to purchase all materials, supplies, equipment and other items which have been approved as part of the adopted budget.

The Superintendent or Assistant Superintendent of Business Services shall have the authority to approve the expenditures for any item or quantity of identical items of equipment and/or materials or the furnishing of any services the cost of which does not exceed the amount established by State Law PA 159 of 1990 and which are within the limitations of the budget, but have not had specific approval.

Board Approval

The order for purchase of any item or quantity of identical items of equipment and/or materials or furnishing of any services the cost of which is in excess of the amount established by State Law PA 159 of 1990 shall be subject to authorization by the Board prior to the issuance of the order unless otherwise authorized by policy.

When the purchase of, and contract for, single items of supplies, materials, or equipment is in excess of twenty-five percent (25%) but less than the amount allowed by State statute the Superintendent shall whenever possible, require three (3) competitive price quotations.

Purchases in a single transaction that are in excess of the dollar amount permitted by State statute shall require competitive bids and, whenever possible, have at least three (3) such bids for substantiation of purchase and shall require approval of the Board prior to purchase.

Competitive bids are not required for items purchased through the cooperative bulk purchasing program operated by the Michigan Department of Management and Budget pursuant to M.C.L.A. 18.1263.

In the interests of economy, fairness, and efficiency in its business dealings, the Board requires that upon the placement of a purchase order, the Superintendent shall commit the expenditure against a specific line item to guard against the creation of liabilities in excess of appropriations.

The Superintendent shall determine the amount of purchase which shall be allowed without a properly signed purchase order. Employees may be held personally responsible for anything purchased without a properly signed purchase order or authorization.

The Board may acquire office equipment as defined in law by lease, by installment payments, by entering into lease-purchase agreements, or by lease with an option to purchase, provided the contract sets forth the terms of such a purchase.

Administrative Leeway in Purchasing

When an expenditure, which under normal conditions would require prior Board approval, has to be made in an emergency situation, an exception is permitted. In the event of an emergency need for the issuance of an order for equipment, materials and/or services in which the failure to act immediately shall cause appreciable damage to the physical facilities or the educational program, or endanger the life or health of members of the community, or impede the educational mission of the school system, the Superintendent or Assistant Superintendent of Business Services shall have the authority to approve such an order subject to subsequent report to the Board of such action.

Standardization

Items commonly used in the various schools or departments of the district shall be standardized whenever consistent with educational goals and in the interest of efficiency and economy.

Cooperative Purchasing

The Assistant Superintendent of Business Services shall have the authority to purchase supplies and equipment cooperatively with other school districts or governmental units to the best interest of the school district.

Bids and Quotations

The Assistant Superintendent of Business Services shall, when feasible, place as many items as possible on bid in order to obtain the best price available. Any item or group of items in a single transaction costing more than the amount listed in established by State Law PA 159 of 1990 or more must be bid. It does not include services which are terminable at the will of the school district. It does include non-teaching services costing in excess of the amount permitted cited in established by State Law PA 159 of 1990 and intended to be binding through their completion.

Although purchases may not be fractionalized to avoid the limit required if a vendor conducts several transactions within the district, these transactions do not need to be bid if each is below the limit established by State Law PA 159 of 1990.

The Board reserves the right to waive any irregularities or informalities in, or reject, any or all bids or any part of any bid and to accept that bid which appears to be in the best interest of the school district. Any bid may be withdrawn prior to the scheduled time for the opening of bids. Any bid received after the time and date specified shall not be considered.

Residence or place of business of local bidders may be a consideration only when identical bids have been submitted with adherence to specifications and a consideration for the quality of service and promptness of delivery.

Bids shall be sealed and shall be opened by the Superintendent or designee in the presence of at least one (1) witness. All orders or contracts should be awarded to the lowest responsible bidder; however, consideration can be given to:

 A.the quality of the item(s) to be supplied;

 B.its conformity with specifications;

 C.suitability to the requirements of the school;

 D.delivery terms;

 E.past performance of vendor.

Supplier Sources

The Assistant Superintendent of Business Services shall develop and maintain information as to potential suppliers for the various types of materials, equipment and supplies required for the operation of the school district.

When bidding procedures are used, bids shall be advertised approximately. When specifications are prepared, they will be forwarded to all firms who have indicated an interest in bidding and are deemed qualified.

Purchase Orders and Contracts

Purchase orders and contracts shall be signed by the Assistant Superintendent of Business Services/Designee unless otherwise provided for by law and by this policy or by the provisions of a resolution of the Board. Any purchases from an employee of the school district shall be made only on an open competitive basis.

PURCHASING AUTHORITY

The order for purchase of any item or quantity of identical items of equipment of furnishings of any materials and/or services, the cost of which is in excess of amount permitted by law shall be subject to review and authorization by the Board of Education prior to issuance of the order. This limitation shall be adjusted each year by multiplying the amount for the immediately preceding year by the percentage by which the average consumer price index for all items for the twelve (12) months ending August 31st of the year in which the adjustment is made differs from that index’s average for the twelve (12) months ending on August 31st of the immediately preceding year and adding that product to the maximum amount that applied in the immediately preceding year. Where miscellaneous items are ordered and where the aggregate is more than amount permitted by law (PA 159 OF 1990) the above shall not apply if invoices are computed for convenience in paying. The above purchasing limitation shall not apply to emergency orders. In the event of any emergency need for issuance of an order for equipment, materials and/or services, the Superintendent or Assistant Superintendent of Business Services shall have the authority to approve such an order subject to subsequent report to the Board of such action.

Street Improvement Programs

The Waterford School District will support street improvement programs when the following conditions are met:

 A.Notice is received from the Oakland County Road Commission that a petition for improvement has been filed containing property owner signatures representing more than fifty-one percent (51%) of the frontage.

 B.Street improvement is adjacent to school district property.

 C.Cost of the improvement is $1,500 or less.

In situations where items (A) and (B) are met but the cost exceed $1,500 the administration will submit a request to the Board for consideration.

Adjustments of the dollar amount at which competitive bids are obtained for remodeling, procurement of supplies, materials and equipment. State Law PA 159 of 1990 established a base above which competitive bids must be obtained and provided for an increase in the base in line with increases in the consumer price index.

M.C.L.A. 380.1267, 380.1274 et seq.

Revised 11/04
Revised 2/17/11