610.  PURCHASES SUBJECT TO BID/QUOTATION - Pg.

610.  PURCHASES SUBJECT TO BID/QUOTATION

1.        Authority

        SC 751, 807.1

2.  Guidelines

      SC 120, 751,

            807.1

      SC 751, 807.1

      SC 807.1

      SC 751

      SC 751, 807.1

      SC 751, 807.1

      SC 751

It is the policy of the Board to obtain competitive bids and price quotations for products and services where such bids or quotations are required by law or may result in monetary savings to the school district.

The amounts contained in this policy regarding competitive bid and price quotation requirements are subject to adjustments based on the Consumer Price Index.

Competitive Bids

When seeking competitive bids, the Board shall advertise once a week for three (3) weeks in not less than two (2) newspapers of general circulation.

After due public notice advertising for competitive bids, the Board shall be authorized to:

  1.  Purchase furniture, equipment, school supplies and appliances costing a

    base amount of $19,100 or more, unless exempt by law.

  1. Contract for construction, reconstruction, repairs, maintenance or work on

   any school building or property having a total cost or value of more than

   $19,100, unless exempt by law.

The Board prohibits the practice of splitting purchases to avoid advertising and bidding requirements.

With kind, quality and material being equal, the bid of the lowest responsible bidder meeting bid specifications shall be accepted upon resolution of the Board, unless the Board chooses to reject all bids.

The Board recognizes that emergencies may occur when imminent danger exists to persons or property or continuance of existing school classes is threatened, and time for bidding cannot be provided because of the need for immediate action.  Bidding decisions in the event of such emergencies shall be made in accordance with existing legal requirements.

Electronic Bidding

        62 Pa. C.S.A.

        Sec. 4602, 4603

        62 Pa. C.S.A.

        Sec. 4603

The Board shall receive bids electronically for competitive contracts, except for construction and design services, in compliance with applicable laws and Board policy.

The district shall electronically maintain the confidentiality of the bid until the bid opening.

Competitive Electronic Auction Bidding

        62 Pa. C.S.A.

        Sec. 4602, 4604

        62 Pa. C.S.A.

        Sec. 4604

The Board shall adopt a resolution approving the use of competitive electronic auction bidding for contracts for supplies or services, but not for construction or design services.

An invitation for bids shall be issued and shall include:

  1. Procurement description.

  1. All contractual terms, when practical.

  1. Conditions applicable to procurement, including a notice that bids will be received in an electronic auction manner.

Public notice and advertisement of the invitation for bids shall be given in the manner required for non-electronic bidding.

Bids shall be accepted electronically at the time and in the manner designated in the invitation for bids.

During the auction, bidders shall be able to review their bid rank or the low bid price, and may reduce their bid prices during the auction.

At the conclusion of the auction, the record of the bid prices received and the name of each bidder shall be open to public inspection.

After the auction period has expired, the district shall grant in writing withdrawal of a bid when the bidder requests relief and presents credible evidence of a clerical mistake due to reasons permitted by law, within the time period established by the district.

      SC 751, 807.1

      SC 807.1

      SC 751

      SC 751

3.   Delegation of

      Responsibility

      SC 751, 807.1

The contract shall be awarded within sixty (60) days of the auction by written notice to the lowest responsible bidder, or all bids may be rejected. Extensions of the award date may be made by written, mutual consent of both parties.

Price Quotations

Unless exempt by law, at least three (3) written or telephonic price quotations shall be requested by the Board for:

  1.  Furniture, equipment, school supplies and appliances costing a base

   amount of more than $10,300 but less than $19,100.

  1. All contracts for construction, reconstruction, repairs, maintenance or work

   on any school building or property, having a total cost or value of more

   than $10,300 but less than $19,100.

If it is not possible to obtain three (3) quotations, a memorandum must be kept on file showing that fewer than three (3) qualified vendors exist in the market area.  The written price quotations, written records of telephonic price quotations and memoranda shall be kept on file for three (3) years.

Work Performed By District Maintenance Personnel

The Board may authorize district maintenance personnel to perform construction, reconstruction, repairs or work having a total cost or value of less than $10,300.

The Board may grant the Board Secretary or Purchasing Agent the authority to purchase supplies and award contracts in the amount and manner designated by applicable law.

        

References:

School Code – 24 P.S. Sec. 120, 751, 807.1

Local Government Unit Electronic Bidding Act – 62 Pa. C.S.A. Sec. 4601 et seq.

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