Management Support
PURCHASING: AUTHORIZATION AND CONTROL |
Policy No. 6210A. The superintendent is authorized to direct expenditures and purchases within the limits of the detailed annual budget for the school year. B. Superintendent/designee approval for purchase of capital outlay items is required when the aggregate total of a requisition exceeds three thousand dollars ($3,000.00) where formal building procedures are not required by law. C. The superintendent shall establish requisition and purchase order procedures as a means of monitoring the expenditure of funds. Staff, who obligate the district without proper prior authorization may be held personally responsible for payment of such obligations. D. Purchases shall be made available through state contracts whenever such purchases are in the best interest of the district. E.
Procurement of Federally Funded Services 1.
Federal
funding requirements permit grantees and sub-grantees to use their
established procurement procedures providing they conform to a) applicable
state and local statutes and regulations, and b) to applicable federal law
and standards. 2.
The
State of 3.
4.
Federal
34 CFR Part 80.36(d)(1) permits “small purchase procedures” for purchases
less than one hundred thousand dollars ($100,000). Specifically, it notes,
the “simplified acquisition threshold fixed at 41 U.S.C. 403(11) (currently
set at $100,000) require sealed bids.” 5.
In the
absence of any state law over the procurement of professional services and
books, the State Auditors Office has agreed to instruct its auditors to
select federally funded transactions above three thousand dollars ($3,000.00)
when testing for competitive
solicitation. 6.
Every
federally funded purchase of services or books (note- RCW 28A.335.190
provides lower limits relative to furniture and equipment), other than those
between component members of the system, shall be on a competitive basis
dependent on the following procurement limits: 1.
Competitive
procurement is in effect for any federally funded services or books with a
cost estimated to be in excess of three thousand dollars ($3,000.00). 2.
Whenever
the estimated cost is from three thousand dollars ($3,000.00) up to one hundred thousand dollars
($100,000), the procedure shall require solicitation of competitive quotes
from responsible vendors. 3.
Whenever
the estimated cost is in excess of one hundred thousand dollars ($100,000), a
public bidding process established by the Superintendent shall be followed. 7) Competitive procurement procedures for
services may be waived in the following instances. When such waivers are
implemented a) the Superintendent shall be notified, and b) the factual basis
for the exception must be recorded and filed with the District’s business
office. A)
Purchases that are clearly and legitimately limited to a single source
of supply. B) Purchases involving special facilities or
market conditions. C)
Purchases, including public works, in the event of an emergency. D) Purchases of insurance or bonds. E)
Other events so determined by the Superintendent. 8) If an emergency exists, the
Superintendent, or his/her designee, may declare an emergency situation
exists, waive competitive bidding requirements, and award all necessary
contracts on behalf of the District to address the emergency situation. For
purposes of this section “emergency” means unforeseen circumstances beyond
the control of the District that either a) present a real, immediate threat
to the proper performance of essential functions, or b) will likely result in
material loss or damage to property, bodily injury, or loss of life if
immediate action is not taken. Cross Reference: Board Policy 6220 Bid Requirements Legal Reference: RCW 28A.335.190 Advertising for bids —
Competitive bid Procedures 34 CFR
80.36 Federal
Procurement OMB
Circular No. A-102 Grants and
Cooperative Agreements with State and Local Governments RCW
28A.155.160 District
authority to contract with approved agencies — Approval standards RCW
28A.225.250 Assistive
devices and services — Interagency cooperative agreements — Definitions RCW 28A.310.200 ESD
board — Powers and duties — Rules
RCW 28A.320.035 Contracting
out — Board's powers and duties — Goods and services RCW
28A.335.190
Advertising for bids— Competitive bid procedure —Purchases from
inmate work programs —Telephone or written quotation solicitation,
limitations
— Emergencies
RCW 39.34.030 Joint powers —
Agreements for joint or cooperative action, requisites,
effect on responsibilities
of component agencies —Financing of joint
projects
RCW
39.34.080 Contracts
to perform governmental activities which each contracting agency
is authorized to perform
Revised: December 18, 2008 Adopted: June 23, 2008 |