District Policies – Jefferson County School District R-1
Book:
District Policies – Jefferson County School District R-1
Section:
D: Fiscal Management
Title:
Purchasing/Purchasing Authority
Number:
DJ/DJA
Status:
Active
Legal:
C.R.S. 22-32-109 (1)(b)
Adopted:
06/26/1997
Last Revised:
05/04/2009
Last Reviewed:
05/04/2009
Policy Detail
Purpose
The purpose of the Board of Education policies related to purchasing is to:
provide for the fair and equitable treatment of all persons involved in purchasing by the district;
maximize the purchase value of district funds;
follow the Board of Education's approved budget disbursement and expenditure authorization;
codify and standardize the district's purchasing policies for orderly and efficient administration;
provide safeguards for maintaining a procurement system of quality and integrity; and,
foster effective, broad-based competition within the free enterprise system.
Scope
These Board of Education policies shall apply to the procurement of all goods and services required or used by the schools and departments of the district, irrespective of the source of funds, except for goods and services exempt from purchasing review per policy and contracts with governmental and nonprofit community organizations, goods and services purchased in compliance with provisions of grants, gifts, bequests or cooperative agreements, and ongoing principal and interest payments on prior Board of Education approved lease-purchases and general obligations. When any procurement involves the expenditure of federal or state funds, the procurement shall be conducted in accordance with any mandatory applicable federal or state laws or regulations. Approval for a procurement also represents approval for the payments of such procurement.
Procurements Contrary to Board of Education Policy
Except as may be otherwise provided by law, it shall be a violation of Board of Education policy for any district officer or employee to order a procurement contrary to the provisions of Board of Education policies and the procedures governing the district's purchasing functions established in accordance with Board of Education policy. Any procurement or contract so made shall be void and wholly without effect and shall not be binding upon the district in any manner.
Global Exception
Any contract or procurement approved by the Board of Education that was entered into contrary to the provisions of Board of Education policies and the procedures governing the district's purchasing functions shall, nevertheless, be deemed to have complied with Board of Education policies. The Board of Education reserves the right to modify any or all parts of these policies without notice.
Purchasing Authority
The Board of Education's authority for the purchase of materials, equipment, supplies, services and construction is extended to the superintendent. The director of Purchasing referred to in Board of Education policy shall be appointed by the superintendent and shall have the following powers and duties through delegation from the superintendent. Any powers and duties not so delegated remain with the superintendent or his/her designee.
The director of Purchasing shall:
serve as the public purchasing official for the district;
establish procedures governing the district's purchasing functions;
establish procedures for disposal of surplus personal property;
procure or supervise the procurement of all materials, equipment, supplies, and services needed by the district;
establish and maintain programs for the inspection, testing, and acceptance of materials, equipment, supplies, and services;
ensure compliance with Board of Education policies and the procedures governing the district's purchasing functions by reviewing and monitoring procurements conducted by any designee, school, department or official delegated authority under this policy;
delegate authority to designees or to any school, department or official as required to assist in the performance of his/her duties.
Capital Construction
The superintendent may delegate the authority to procure the following supplies, services, and construction to a department other than purchasing; nevertheless, said supplies, services, and construction shall be procured subject to the applicable requirements of Board of Education policies.
Design/construction contract awards shall be recommended and approved by the executive director of Construction Management, the chief operating officer, the superintendent or the Board of Education. Capital construction is the design, construction, remodeling, and renovation of facilities.
Consultants, such as architects, construction manager/general contractors, design builders, and other expert consultants selected to work on construction projects must have their selection approved by the Board of Education if the contract is likely to exceed $250,000. Once consultant selection is approved by the Board of Education, contracts may be executed for any amount consistent with the approved budget for the project. Any consultant contracts over $250,000 must be executed by the chief operating officer or designee.
Construction contracts that follow a traditional design, bid, build process must be approved by the Board of Education if the contract exceeds $250,000.
The chief operating officer is responsible for ensuring that appropriate documentation for all construction related contracts is maintained and available for inspection by the director of Purchasing and auditors.
Ownership of all materials, supplies and equipment purchased with district funds or federal funds granted to the district shall remain with the district rather than individual divisions, departments or schools.
CROSS REFERENCE:
DJB, Purchasing Procedures
FEB, Architect/Engineer/Construction Manager
FEB-R, Architect/Engineer/Construction Manager
FEG, Construction Contracts Bidding and Awards
FEG-R, Construction Contracts Bidding and Awards
