2330 - Purchasing
2330 Purchasing 2330
The Milford School District purchases supplies, equipment and services necessary to support
its educational programs. The District is charged with the responsibility to provide the highest
quality products and services at the optimum value and service level.
A successful purchasing program depends upon a partnership of the District's Business Office
staff, the administration of each school and our suppliers of goods and services. The District
and its vendors must share the following philosophy:
Every purchase must maximize the value of the District's resources through timely delivery of competitively priced, quality materials and services.
Only by working together will the District and its vendors assure mutually beneficial business
relationships.
- Purchasing Policy
The function of purchasing is to support the educational program by procuring necessary supplies, equipment and services.
The School Board declares its intention to purchase competitively, without prejudice and to see maximum educational value for every dollar expended.
The School Board assigns the Superintendent the responsibility for implementing the purchasing policy. The primary objectives governing this responsibility are that all purchases fall within the framework of the policy and of the budgetary limitations, and that they be compatible with the approved educational goals and programs of the District.
Purchasing procedures consistent with appropriate local, state and federal statutes, and sound financial management will be developed by the Superintendent/designee.
The acquisition of supplies, equipment and services will be centralized in the District's Business Office, with the cooperation of the administration of each school.
- Cooperative Purchasing
The Board, at its option, will join in cooperative purchasing with other school districts and the town, through the Board of Selectmen, to take advantage of lower prices for bulk purchasing and to reduce the administrative costs involved in bidding.
- Local Purchasing
It shall be the policy of the school district to purchase locally, provided goods of equal quality, and at competitive prices, are available from local suppliers. The District is not required to purchase any item locally that can be secured at a saving to the school district from outside sources, nor shall he/she feel bound to purchase locally unless adequate service and delivery can be given by the local supplier.
- Bidding Requirements
All contracts for, and purchases of: supplies, materials, equipment, and contractual services, for a single purchase order or for a related group of purchase orders, in the amount of $3,000.00 or more will be based, when feasible, on at least two competitive bids or quotations.
All contracts for, and purchases of: supplies, materials, equipment, and contractual services, for a single purchase order or for a related group of purchase orders, in the amount of $5,000 or more will be based, when feasible on at least three competitive bids or quotations unless waived by the School Board.
All contracts for, and purchases of supplies, materials, equipment, and contractual services for a category of items that in aggregate will result in anticipated total spending of $10,000 or more during a school year, will be based, when feasible, on at least three competitive bids or quotations unless waived by the School Board.
Special arrangements may be made for ordering perishable and emergency supplies or repairs.
When bidding procedures are used, bids shall be advertised appropriately, including in local / community newspapers. Suppliers shall 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 must be submitted in sealed envelopes, addressed to the Board, and plainly marked with the name of the bid and time of the bid opening. Bids shall be opened at the time specified and all bidders and other persons shall be invited to be present.
The Board reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the district. The Board reserves the right to waive any formalities 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 bids. Any bid received after the time and date specified shall not be considered. The Board also reserves the right to negotiate with a bidder. The bidder to whom the award is made may be required to enter into a written contract with the district which may require bonding, security deposit, and retainer.
The Superintendent shall have the authority, on behalf of the School Board, to accept bids less than $20,000.
Adopted 7/85
Revised 3/89, 5/90, 3/95, 2/98, 9/99, 11/01, 12/06, 10/15.