| Policy |
This regulation applies to purchasing functions in Plainville Community Schools.
A formal purchase order and certification of fund availability must take place prior to execution of purchase procedure. Principals are responsible for fund availability determination on purchases they or their designees initiate for their building and educational expenses. The Director of Business and Operations is responsible for overall purchase control procedures and overall funds control. The following specific policies apply:
1. Contractual Services and Equipment Purchases
A. Greater than $25,000 (one time/or annual) Formal bid procedure will be used. Approval by board. Existing contracts may be negotiated for continuance subject to board approval. The Board may determine that it is against the best interests of the District to require bidding with respect to a particular purchase or contract for service (for example, sole source items, etc.).
B. $25,000 or less Bid at discretion of superintendent, normally when the cost of bidding is outweighed by possibility of lower cost service. Approval by Superintendent. Existing contracts may be negotiated for continuance subject to board approval. Generally these types of service contracts will be re-bid at least once every three years.
2. Supply/maintenance facilities operations and cleaning type supplies. (Common use-non-educational.) Annualized purchase of continuous use operational supplies may be accomplished by formal quotation process. At least three vendors. (Approval by Director of Business and Operations.) Day to day and emergency type purchases may be made on an as needed basis by principals, their designees and Director of Business and Operations. (Approval by Principal and Director of Business and Operations.)
3. Office supply purchase requisition should be prepared as needed by Principals, their designees, or Central Office Personnel. Centralized purchases may be made to achieve cost savings.
4. Transportation
A. School bus system formal bid procedure will be used. (Approval by board.) Existing contract may be negotiated for continuance subject to board approval.
|