I. EXPENDITURE
APPROVAL
a)
The
purchase of goods or services in
excess of $5,000 including those from the approved vendors
listshall require three bids in leiu
of the bid process shall
require the approval of the School Committee as identified in sections II, III,
and IV below. The purchase of goods or
services in excess of $1,000 but less
than $4,900 shall require the approval of the Superintendent or Business
Manager. In the event of an emergency,
the Superintendent or Business Manager may request the approval of the Board
Chairman. The Board Chairman shall
report said action to the entire Board at the next regular meeting.
Expenditures
in excess of $5,000 shall require solicitation of a minimum of three (3)
quotations in lieu of a bid. The Superintendent shall recommend one (1) of
the quotations (based on the criteria listed in section 4) to the School
Committee at its next regularly scheduled meeting.
Expenditures
in excess of $5,000 as identified in
section I-A shall require that the bid advertisement and bid specification be
drafted by the appropriate department, submitted to the Superintendent or
Business Manager for approval and then submitted to the School Committee for
approval. Bid Advertisements and Bid
Specifications shall be the same as identified in Sections II and III, to be
modified only to identify the individual nature of the bid item.
b) This
expenditure approval policy may be waived by the Superintendent and Business
Manager with the approval of the Board Chairman if:
1. Purchase
of commodities or services, the price of which is fixed by a public authority
authorized by law to fix rates on prices, or;
2. When
there is only one known supplier, or;
3.
An emergency exists requires immediate action be taken
II.
BID ADVERTISEMENT
The advertisement for bid
solicitations shall be as follows:
Sealed bids for (item(s) specified)
will be received at the Superintendent’s Office, 100 North Brayton Road,
Tiverton, Rhode Island 02878 until 2:00 p.m. on (date). Bid envelopes shall be clearly marked “(bid
item)”. Bids will be publicly opened and
read aloud on the Friday preceding the regularly scheduled Board meeting, at
12:00 p.m. in the School Board Room at the
Bid specifications/documents shall
be available beginning (date and time) at the Office of Superintendent. Every bid shall be accompanied by certified
or cashiers check issued by a responsible (FDIC insured) bank or trust company
or a bid bond in the amount of ten percent (10%) of the bid amount payable to
the Tiverton School Department. For bids
under $5,000, the Superintendent shall have authority to waive the bid bond
requirement.
III.
BID SPECIFICATIONS/DOCUMENTS
Bidders must comply with all Federal and State laws,
regulations, equal employment opportunities and licensing requirements. Performance bonds by a surety company
authorized to
do business in the state of
Title: PROCUREMENT POLICY (continued) Policy #354
Certificates of public liability, property
damage and worker’s compensation insurance as will protect the contractor, his
sub-contractors, the Tiverton School Department and their agents from any and
all claims which may arise from operations under the bid award, will be
required in amounts specified as
(list amounts) prior to the
beginning of any work.
Bids shall not be withdrawn for a
period of forty-five (45) days after the opening of the sealed bids. The School Committee reserves the right to
waive requirements of the bid process and to reject any and all bids in the
best interest of the School Department.
The bidder must guarantee that all
proposed furnishings and materials shall be free of all defects and that
repairs or replacement will be made at the bidders’ expense for a period
of (period of time) from the completion date. If a manufacturer warranty exceeds this
period, then the manufacturer’s warranty period shall apply. Bid prices must include any and all
transportation, delivery, and installation if applicable. The School Department, without invalidating
the contract, may make changes in the work, provided such charges are ordered
in a reasonable time and a reasonable charge is paid to the bidder for such
changes.
Materials and/or related work must
commence no later than (date) and shall be completed no later than (date)
.
The School Department may require a
meeting of all prospective bidders prior to the bid receipt deadline.
Removal of any debris shall be the
responsibility of the bidder.
IV.
REVIEW AND RECOMMENDATION PROCESS
a. The review of each bid by
the Superintendent or designated agent, to be followed by recommendation to the
Committee shall include but not be limited to the following:
1. Past
practices of the bidding company as observed by or reported to the
Superintendent.
2. Reputation of the bidding
company among the school departments or municipalities presently using its
goods and services.
3. Physical
location of the bidding company with emphasis on prompt service and
availability.
4. Demonstrated flexibility in the event of
unusual or unforeseen conditions.
b. It
is specifically understood that this policy does not bind the School Committee,
nor its agents to accept the low bid of any of the bids submitted. The School Committee is authorized to make an
award as it deems to be in the best interest of the school department.
Adopted: 5/7/91
Amended: 10/12/04,
2-27-07
Confirmed: 3/5/96
Previous: #3330
Page 2 of 2