814 – Bids

Public Improvement. Before the District enters into any contract for any public improvement with an estimated total cost of more than the statutory competitive bid threshold, the Board shall adopt proposed plans and specifications and proposed form of contract and estimated total cost for the public improvement following a public hearing thereon. The procedures of Policy 218 shall apply, with notice to be published at least four days, but not more than twenty days, before the hearing. In addition, the Board shall advertise for bids as required by the statutes of the State of Iowa. The Board will award the contract to the lowest responsive, responsible bidder. Resident bidders shall be given preference if required by law.

Before the District enters into any contract for any public improvement with an estimated total cost of more than the statutory competitive quotation threshold but not more than the statutory competitive bid threshold, the Board shall follow quotation procedures as required by the statutes of Iowa, including adopting proposed plans and specifications, and proposed form of contract. In addition, the Board shall make a good faith effort to obtain quotes from at least two contractors regularly engaged in such work, shall provide contractors an opportunity to inspect the site, and shall designate the time, place and manner for filing quotes. The District may also submit a quote to use its own employees. The Board shall record the quotes in Board meeting minutes and award the contract to the lowest responsive, responsible contractor.

These procedures need not be followed if emergency repairs are necessary to ensure the continued use of a school or school facility, and the administrator of the Area Education Agency issues a certificate to that effect.

Services, Supplies and Equipment. Purchase of services, supplies, and equipment costing less than $15,000 shall be governed by the rules and regulations set forth in the business procedures manual. Before the District purchases services, supplies, or equipment costing $15,000 or more but less than $25,000, the District shall advertise for bids or obtain written quotes from at least two vendors. If only one vendor quote can or is obtained, the purchase shall first be approved by the Superintendent with notice to the Board of Directors. Purchases of $25,000 or more shall be by advertised bid or written quotes and shall require Board approval. Purchases of buses shall be by bid and shall require Board approval. Purchases of similar items should be assumed to be aggregated at arriving at dollar figures and not broken into smaller segments to avoid the intent of this policy. Contracts will be awarded to the lowest responsible contractor based upon total cost considerations, including, but not limited to, the cost of the goods and services being purchased, availability of service or repair, delivery date, the targeted small business procurement goals, prior record of the contractor, and other factors deemed relevant by the District (including any applicable statutory purchasing preferences). The District reserves the right to negotiate terms with a contractor as it deems appropriate.

Cooperative Purchasing. The District shall cooperate with other governmental entities in making purchases. In such cases, the procedures of this policy need not be followed if the other entity has utilized bidding or other comparative purchase procedures.

Award. In all cases, the District retains the right to reject any or all bids and quotations or any part thereof, and to enter into the contract(s) deemed to be in the best interests of the District.

Date of Revision: March 23, 2015

Legal References: 23A.3, Chapter 26, 72.3, Chapter 73, 73A.21, 278.1, 279.28, 285.10, 297.7, 297.8, 301.1, 362.3, Chapter 573, 721.2, Code of Iowa; 281 I.A.C. 43.25, 43.26

URBANDALE COMMUNITY SCHOOL DISTRICT BOARD OF DIRECTORS

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