Purchasing and Bidding

Code No.: 803.1
PURCHASING AND BIDDING
Policy: 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 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 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:
 The superintendent shall have the authority to authorize purchases without prior board approval
and without competitive request for proposals, quotations, or bids for goods and services up to
$10,000.
 For goods and services costing at least $10,000 and up to $25,000, the superintendent shall
receive proposals, quotations, or bids for the goods and services to be purchased prior to board
approval. The quotation process may be informal, and include written or unwritten quotations.
 For goods and services exceeding, $25,000, the competitive request for proposal (RFP) or
competitive bid process shall be used and received prior to board approval. RFPs and bids are
formal, written submissions via sealed process.
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 cost of the goods and services being purchased;
 Availability of service and/or repair;
 The targeted small business procurement goal and other statutory purchasing preferences; and
 Other factors deemed relevant by the board.
Purchases using federal child nutrition funds shall be made in accordance with procurement procedures
required by law.
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 is paid for in whole or in part with funds of the
governmental entity, including 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 contracts 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 sample policy 802.3.
The superintendent may develop an administrative process to implement this policy.
Legal Reference: Iowa Code §§ 26; 28E; 72.3; 73; 73A; 285; 297; 301.
261 I.A.C. 54.
281 I.A.C. 43.25.
481 I.A.C. 25.
Approved______
Revised 11/18/96
Reviewed 1/17/00
Reviewed 12/19/05
Revised 3/19/07
Revised 6/20/11
Revised 5/2/16