Edmonds School District No. 15
Lynnwood, WA 98036-5789
3300-R1 - PURCHASING PROCEDURES
Adopted
5/22/78
Revised
2/19/80
7/20/81
6/18/85
7/16/85
5/17/94
7/05/05
SPECIFICATIONS FOR PURCHASES
The district buyer shall be responsible for drafting written specifications
for all supplies and services purchased by the district through bids or
formal price quotations.
SMALL WORKS ROSTER
The purpose of the Small Works Roster is to expedite the solicitation and award of bids on projects by reducing the requirements for formal sealed bidding, advertising, and bid award. Projects may include work defined as "public work." The Small Works Roster may be used in lieu of other procedures to award contracts for work with an estimated cost of two hundred thousand ($200,000) or less. Project authorization by the school board will be obtained for projects estimated to cost thirty five thousand dollars ($35,000) or more but less than two hundred thousand dollars ($200,000), and will include substantiating documents for the cost estimates. The need to obtain board approval to call for bids and to award the bid is not required.
The district has an interlocal agreement with the City of Lynnwood to jointly use a Small Works Roster with other cities and government agencies in south Snohomish and north King counties. The City of Lynnwood is the lead agency with the responsibility for maintaining roster and implementing the provisions pertaining to the small works contract procedures.
LIMITED PUBLIC WORKS PROCESS
The district may award "public work" contracts estimated to cost less than thirty-five thousand dollars ($35,000) upon soliciting electronic or written quotations from a minimum of three contractors from the Small Works Roster, and shall award the contract to the lowest responsible bidder. The district shall distribute opportunities for limited public work projects among contractors. The district shall maintain a list of contractors contacted and contracts awarded during the previous twenty-four months, to include the name of the contractor, contractor's registration number, the contract amount, date contract was awarded and a brief description of the work performed.
The district may waive the payment and performance bond requirements and the retainage requirement, thereby assuming liability for the contractor's nonpayment of laborers, subcontractors, suppliers, and taxes imposed that may be due from the contractor. The exercise of this option is at the sole discretion of the district, using the following criteria for determination:
-the value of the contract
-the number of contractors involved
-prior experience with the contractor and/or subcontractors
-other factors relevant in making this determination
BID AND QUOTATION PROCESS
A. Purchase of Furniture, Equipment or Supplies, except Books
When the estimated cost of furniture, equipment or supplies, except books, is from forty thousand dollars ($40,000) up to seventy five thousand dollars ($75,000), quotations from at least three different sources shall be obtained in writing or by telephone, and recorded for public perusal.
When the estimated cost is in excess of seventy five thousand dollars ($75,000), a formal public bid procedure shall be followed. Complete plans and specifications shall be prepared and notice by publication given in at least one newspaper of general circulation within the district, once each week for two consecutive weeks, of the intention to receive bids and that specifications and other information may be examined at the office of the board or any other officially designated location. The bids shall be in writing and shall be opened and read in public on the date and in the place named in the notice and after being opened shall be filed for public inspection. Items that are included in a bid must be purchased from the vendor awarded the bid, unless the district can document that the item was not available from the bid vendor at the time of purchase.
B. Procurement of Services Classified as "Public Work"
"Public Work" is all work, construction, alteration, repair or improvement that is executed at the cost of the state or any other local public agency. This includes, but is not limited to, demolition, remodeling, renovation, road construction, and building construction. Cost of any public work shall be the aggregate of all amounts to be paid for labor, material, and equipment on one continuous or interrelated project where work is to be performed simultaneously or in close sequence.
If the cost of "public work" is estimated to be forty thousand dollars ($40,000) or less, the work may be performed by the district's Maintenance department.
Every "public work" project with a cost estimated to exceed forty thousand dollars ($40,000) shall be on a competitive bid process. There shall be at least three vendor responses for telephonic or written quotations to be valid.
If the cost of the "public work" project is expected to exceed one hundred thousand dollars ($100,000), the formal public bidding procedure is required unless the Small Works Roster process is used. Complete plans and specifications shall be prepared and notice by publication given in at least one newspaper of general circulation within the district, once each week for two consecutive weeks, of the intention to receive bids and that specifications and other information may be examined at the office of the board or any other officially designated location. The bids shall be in writing and shall be opened and read in public on the date and in the place named in the notice and after being opened shall be filed for public inspection. An emergency may be declared by board resolution and the bid process waived when a condition exists that is likely to result in physical injury to persons and/or damage to district property as the result of a delay in making necessary repairs. A notification to the board can be made after the fact if it is impractical to delay the repairs until the board can declare a resolution to waive the bid process. Bids submitted in response to the public notice shall be written and received by the school district purchasing department prior to the bid date and time specified in the public notice. Bids received after the date and time specified shall not be considered.
Bids shall be opened at the time and place specified in the public notice and made public. After opening, the bids shall be placed on file with the district purchasing department and made available for public inspection.
BIDS: ACCEPTANCE OR REJECTION
Bids for work or purchase shall be awarded to the lowest responsible bidder
meeting the specifications. Provided that, the purchasing supervisor may
recommend a resolution to reject any and all bids in the same manner as
the original call. Bidding information shall be provided to any qualified
bidder or whomever requests such information.
PURCHASE ORDERS AND CONTRACTS
Purchases involving the expenditure of school district funds shall be
done with authorized purchase orders based upon written requisitions (Form
B-150) or Contracts for Goods and/or Services (Form B-140). Exceptions
to this procedure must be authorized by the director of business services.
The director of business services, with the assistance of the purchasing
supervisor, will coordinate and manage the procedures related to all purchase
orders and the processing of contract Form B-140s. Forms and instructions
for processing requisitions for goods and services will be available at
the business services division office and the purchasing department office.