DJ-R Small Purchasing

File:   DJ-R


                                                SMALL PURCHASING


Purchase Procedures


In accordance with VA Code 11-41 (F), the Buena Vista City School Board does not require competitive sealed bids or competitive negotiation for single or term contracts not expected to exceed thirty thousand dollars.  In the case of these contracts, however the following procedures are to be followed:


(1)  Contracts


            The school board’s representative shall contact by telephone no fewer than three suppliers or vendors, if available, of the items or services sought to be produced to solicit the terms on which the item or service is available from the supplier or vendor.  A record of such competitive prices and other terms shall be kept on file for a period no less than five years by the purchaser, indicating date, time and name of the supplier or vendor contacted and the terms offered.


            A.  An item greater than $1000.00 will require competitive pricing.  Those purchases between $1000.00 and $5000.00 will require three quotes solicited by telephone, fax, or e-mail.  The quote and person making the quote should be listed and filed with the schools file copy of the purchase order.  Purchases between $5000.00 and $30,000.00 require that three written quotes be secured and compared before a purchase order may be issued.  Purchases that exceed $30,000.00 require that a formal bid procedure be followed which involved invitation for bids and competitive sealed bids from vendors.


            B.  Contracts of $15,000.00 or more for microcomputers, related peripheral equipment, and services shall be approved by the school board on recommendation of the superintendent.  Three competitive pricing quotes will be required prior to purchase.


            C.  Splitting of larger purchases in order to avoid the formal process described in (1) above is prohibited.


(2)  Lowest Responsive and Responsible Bidder


            The contract shall be awarded to the lowest responsive and responsible bidder.


(3)  Purchase Orders


            Purchase order forms are to be used for anything that is to be paid for by the school board.  Contact the director of school finance for direction in completing a purchase order if needed.

(4)  Purchases on Credit


            Purchasing material through revolving credit plans with a finance charge is prohibited unless prior written permission is given by the superintendent.  All outstanding bills should be paid prior to June 30th of each year unless special permission is given the superintendent.



Adopted:  1/26/04