AUXILIARY SERVICES
Series 700
Policy Title: Purchasing – Bidding Code No. 705.1
The board supports economic development in Iowa, particularly in the School District community. As permitted by law, purchasing preference will be given to Iowa goods and services from locally-owned businesses located within the School District or Iowa based companies if the cost and other considerations are relatively equal and they meet the required specifications. However, when spending Federal Child Nutrition Funds, geographical preference is allowed only for unprocessed agricultural food items. Other statutory purchasing preferences will be applied as provided by law, including goals with regard to procurement from certified targeted small businesses, minority-owned businesses, and female owned businesses.
Prior to August 15 of each year and after analyzing the school district's anticipated procurement level for the current fiscal year, the School Board will set a goal of ten percent of the anticipated procurement level to be purchased from certified targeted small businesses. In determining the procurement level, the cost of utilities (heat, electricity, telephone and natural gas) and employees' costs will not be included. After the goal has been established, the Superintendent will file the required Targeted Small Business Procurement form with the Department of Education by August 15.
By July 31 of each year, the Superintendent will file a report with the Department of Education outlining purchases of goods and services from targeted small businesses for the previous fiscal year.
The School Board and Superintendent will encourage targeted small businesses which are not certified with the Department of Inspections and Appeals to become certified targeted small businesses.
Goods and Services
The Board shall enter into goods and services contract(s) as the Board deems to be in the best interest of the School District. It shall be the responsibility of the Superintendent to approve purchases, except those requiring Board approval or as provided by in law. The Superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories, or attachments with an estimated cost of $50,000 or more.
Purchases for goods and services shall conform to the following:
In the event that only one quotation or bid is submitted, the Board may proceed if the quotation or bid meets the contract award specifications. The contract award shall be based on the total cost considerations including, but not limited to the following:
The thresholds and procedures related to purchases of goods and services do not apply to public improvement projects.
Public Improvements
The Board shall enter into public improvement contract(s) as the Board deems to be in the best interest of the School District. 'Public Improvement' means "a building or construction work which is constructed under the control of a governmental entity and for which either of the following applies: 1) has been paid for in whole or in part with funds of the governmental entity. 2) A commitment has been made prior to construction by the governmental entity to pay for the buidling or construction work in whole or inpart with funds of the governmental entity. This includes a building or improvement constructed or operated jointly with any public or private agency."
The District shall follow all requirements, timelines, and processes detailed in Iowa law related to public improvement projects. The thresholds regarding when competitive bidding or competitive quotations is required will be followed. Competitive bidding is required for public improvement contract exceeding the minimum threshold stated in law. Competitive quotations are required for public improvement projects that exceed the minimum threshold amount stated in law, but do not exceed the minimum set for competitive bidding. The Board shall approve competitive bids and competitive quotes. If the total cost of the public improvement does not warrant either competitive bidding or competitive quotations, the District may nevertheless proceed with either of these processes, if it so chooses.
The award of all contracts for the public improvement shall be awarded to the lowest responsive, responsible bidder. In the event of an emergency requiring repairs to a School District facility that exceed bidding and quotation thresholds, please refer to policy 802.3.
The District shall comply with all federal and state laws and regulations required for procurement, including the selection and evaluation of contractors. The Superintendent or designee is responsible for developing an administrative process to implement this policy, including, but not limited to, procedures related to suspension and debarment for transactions subject to those requirements.
Approved: December 16, 2003
Reviewed: March 9, 2021
Revised: March 9, 2021
Legal Reference: Iowa Code §§ 26; 28E; 72.3; 73; 73A; 285; 297; 301 (2013); 261 I.A.C. 54; 281 I.A.C. 43.25; 481 I.A.C. 25.
Cross Reference: 705 Expenditures; 801.4 Site Acquisition; 802 Maintenance, Operation and Management; 802.3 Emergency Repairs; 803 Selling and Leasing
AUXILIARY SERVICES
Series 700
Administrative Regulation: Purchasing – Bidding Code No. 705.1R1(L)
Official purchase orders may be signed by the following persons:
Superintendent
Business Manager
Curriculum Director
Student Services Director
Principals
Director of Transportation
Director of Food Service
Athletic Director
Approved: June 28, 2005
Reviewed: March 9, 2021
Revised: January 12, 2016
AUXILIARY SERVICES
Series 700
Policy Title: Purchasing on Behalf of Employees Code No. 705.2
Generally, the School District will not purchase items on behalf of employees. The school district may in unusual and unique circumstances do so. It is within the discretion of the Board to determine when unique and unusual circumstances exist.
No purchase is made unless the employee has paid the School District prior to the order being placed and the employee has agreed to be responsible for any taxes or other expenses due.
Approved: December 16, 2003
Reviewed: March 9, 2021
Revised:
Legal Reference: Iowa Code § 279.8
Cross Reference: 703 Budget
AUXILIARY SERVICES
Series 700
Policy Title: Payment For Goods and Services Code No. 705.3
The board authorizes the issuance payment of claims against the school district for goods and services. The board will allow the payment after the goods and services have been received and accepted in compliance with board policy.
The board authorizes the board secretary, upon approval of the superintendent, to issue payment for verified bills, for reasonable and necessary expenses, when the board is not in session. The board secretary will examine the claims and verify bills. The board will approve the bills at its next regular meeting.
The secretary will determine to the secretary's satisfaction that the claims presented to the board are in order and are legitimate expenses of the school district. It is the responsibility of the secretary to bring claims to the board.
The board president and board secretary may sign warrants by use of a signature plate or name stamp. If the board president is unavailable to personally sign warrants, the vice president may sign warrants on behalf of the president.
It is the responsibility of the superintendent to develop the administrative regulations regarding this policy.
Approved: December 16, 2003
Reviewed: January 12, 2016
Revised: March 9, 2021
Legal Reference: Love v. City of Des Moines, 210 Iowa 90, 230 N.W. 373 (1930); Iowa Code §§ 279.8, .29, .30, .36; 291.12; 721.2(5) (2013); 281 I.A.C. 12.3(1); 1980 Op. Att'y Gen. 102, 160, 720; 1976 Op. Att'y Gen. 69; 1972 Op. Att'y Gen. 130, 180, 392, 456, 651; 1936 Op. Att'y Gen. 375.
Cross Reference: 705 Expenditures
AUXILIARY SERVICE
Series 700
Code No. 705.4
Policy Title: Expenditures for a Public Purpose Code 705.4
The board recognizes that school district funds are public funds, and as such, should be used to further a public purpose and the overall educational mission of the school community. The district is committed to managing and spending public funds in a transparent and responsible manner. Prior to making a purchase with public funds, an individual should be comfortable defending the purchase/reimbursement to the taxpayers in the district. If the individual is uncomfortable doing so, the purchase may not fulfill a public purpose and additional guidance should be sought before the purchase is made.
Individuals who have concerns about the public purpose of a purchase or reimbursement should utilize the district’s Internal Controls policy and regulation as a resource for questioning a purchase. Concerns should be reported to the superintendent and/or the board president.
The superintendent shall develop a process for approving expenditures of public funds. The board will review expenditures and applicable reports as necessary to ensure proper oversight of the use of public funds. To the extent possible, expenditures shall be pre-approved by the district prior to expending the funds. Purchases of food and refreshment for district staff, even within the district, should comply with the district’s Employee Travel Compensation policy, and all other applicable policies. All purchases/reimbursements shall comply with applicable laws, board policies and district accounting requirements.
Additional guidance regarding appropriate expenditures of school funds is provided in the regulation accompanying this policy.
Approved: 04/13/2021
Reviewed:
Revised:
Legal References: Iowa Constitution Art. III, sec. 31; Iowa Code §§ 68A.505; 279.8; 721.2.281 I.A.C. 98.70; 1979 Op. Atty. Gen., No. 79-4-26
Cross References: 401.7 Employee Travel Compensation; 704.1 Local-State-Federal-Miscellaneous Revenue; 704.5 Student Activities Fund; 705.1 Purchasing-Bidding; 705.2 Purchasing on Behalf of Employees; 705.3 Payment for Goods and Services; 707.5 Internal Controls; 905.1 Community Use of School District Facilities & Equipment