District Policies – Jefferson County School District R-1

Book:
District Policies – Jefferson County School District R-1

Section:
D: Fiscal Management

Title:
Bidding Procedures

Number:
DJE

Status:
Active

Legal:
C.R.S. 22-32-109 (1)(b)
C.R.S. 24-18-201

Adopted:
06/26/1997

Last Revised:
05/04/2009

Last Reviewed:
05/04/2009
Policy Detail
The director of Purchasing shall establish bid/proposal terms and conditions that govern all procurement transactions. Unsolicited bids/proposals and bids/proposals from unapproved or non-prequalified vendors shall not be considered unless it is determined by the Director of Purchasing that it is in the best interest of the District to accept such bids or proposals.

Procurements shall be awarded by formal competitive solicitations as follows, unless otherwise authorized by the Board of Education:

Competitive Sealed Bids: Defined as quotes and bids where detailed specifications which describe the materials, equipment, and/or service are available. Formal bids are opened at public openings. Prices and relevant information are read to those in attendance. Award is made to the lowest responsible and responsive bidder whose bid meets the requirements and criteria set forth in the invitation to bid.

Competitive Sealed Proposals: Defined as instances when the products, services or projects are of a complex nature or when the expertise of the marketplace is required. Only the identities of those who have responded will be read at proposal opening . Award is made to the responsible offer or the proposal determined to be the most advantageous to the district, taking into consideration price and other evaluation factors set forth in the request for proposal.

Negotiations: Competitive or noncompetitive negotiations may be used in place of proposals or may be used as part of any proposal process when it is determined by the director of Purchasing that it is in the best interest of the district.

Dispute Resolution: The Director of Purchasing is authorized to settle and resolve questions regarding any protest concerning the solicitation, consideration, or award of a bid/proposal, or controversies arising between the district and a vendor with regard to contracts. If deemed necessary, district counsel shall be consulted. Only protests sent directly to the director of Purchasing will be recognized for consideration. The decision of the director of Purchasing shall be final. Protests of a solicitation must be filed in writing within seven business days of posting bid/RFP document. Protests of award of a bid/RFP must be filed in writing within five business days of intent to award notice.

Public Access: Quotes and bids shall be subject to public inspection throughout the evaluation process. Requests for proposals shall be considered working documents that may be negotiated and therefore shall not be subject to public inspection during the evaluation process. These documents will be available for review once an award has been made.

Bid/Proposal/Quotation Award Authorization:
  1. Requests for proposal: All awards must be approved by the director of Purchasing or designee.
  2. Less than $10,000: considered a small dollar purchase that may be awarded at the Purchasing department buyer's discretion. A competitive process is not required; however, a telephone, e-mail or facsimile quote may be utilized as deemed appropriate.
  3. $10,000 up to $50,000: informal bid, facsimile bid, e-mail bid or electronic bid. Award must be approved by the director of Purchasing or designee.
  4. Greater than $50,000: formal bid or proposal. Award must be approved by the director of Purchasing or designee.
  5. Award of bids, proposals and/or contracts up to $100.000 related to capital funded programs must be approved by the executive director of Construction Management or designee.
  6. Greater than $100,000, up to $250,000: Award of bids, proposals, and/or contracts except design/construction contracts, must be approved by the director of Purchasing and the chief operating officer, the chief academic officer, chief financial officer or the superintendent.
  7. Greater than $250,000: Award of bids, proposals, and/or contracts except design/construction contracts, must be approved by the Board of Education.

No requirement shall be divided for the purpose of circumventing this policy.

CROSS REFERENCE:

DJB, Purchasing Procedures