Informal Quotations (Rev. 10/94, 3/16)
Verbal quotations of price on equal products or services secured in person or by telephone, may be used in purchases for routine supplies used by the district costing up to $5,000. Effective July 1, 2016, federal grant purchases will follow the micro-purchase guidelines as required by federal uniform guidance.
The superintendent shall make available to the board, upon request, the price quotations or competitive bids obtained from vendors for goods or services.
The supervisor of purchasing is authorized to purchase any item, or group of items in a single transaction, costing between $5,000 and the State approved threshold upon the receipt of at least three written quotations provided said purchase is within the approved budget. Effective July 1, 2016, federal grant purchases will follow the micro-purchase guidelines as required by federal uniform guidance.
No purchases shall be made of supplies, materials or equipment in a single transaction costing the State approved threshold or more unless competitive bids for those goods are obtained and the purchase is approved by the board. The Manager of Finance and Purchasing shall use discretion in deciding whether such purchases are made on the basis of requested quotations or through invitations for bid. Bids are not required for purchasing food unless the food purchased in a single transaction costing $100,000 or more.
Competitive Bids on Building Construction, Renovation and Repairs
(Updated 10/03, 10/04; revised 9/04, 10/05) (Cf. FGDAA, FGDAB)
Prior to commencing construction of a new building, or additions to or repair or renovation of an existing building costing in excess of the State approved threshold, the board shall obtain competitive bids on all material and labor to be required to complete the proposed construction, addition, repair or renovation. Repair work normally done by district employees is exempted from this bidding requirement.
The board shall advertise for bids at least once in a newspaper of general circulation in the area where the building or addition is to be constructed, or where the repair or renovation of the building is to take place.
The board shall post an advertisement for bids for at least two weeks on the State of Michigan Bid System and the board shall post on the district’s Web site.
The advertisement must state that the bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board or the superintendent. The advertisement must also state that the board shall not accept a bid that does not include this sworn and notarized disclosure statement.
All bids required by State law must be submitted to the supervisor of purchasing in sealed envelopes with the name of the bidder and the date of the bid opening plainly marked in the lower left-hand corner of the envelope. Such bids shall be opened at a public bid-opening meeting on the stated day and time. All bidders and other interested persons are invited to be present when the bids are opened.
Bids may be opened by the purchasing agent or other administrator and such opening shall be witnessed by one other district employee. Bids shall then be arranged in order from low to high before they are presented to the board for action.
The board or administrator remains the sole judge of whether or not a bidder is “responsible.” Criteria that may be used to judge “responsible,” by way of illustration and not limitation, are: financial standing, reputation, experience, resources, facilities, judgment and efficiency.
The board may investigate the “responsibleness” of any bidder by using information at hand to form an intelligent judgment, such as the district’s architect, previous clients of the bidder, their own investigation, or an outside investigation agency.
The board shall avoid negotiation of bid specifications after bids have been accepted and shall correct and request new bids if specifications are inadequately written.
If an error is discovered in the bid specifications all bids shall be returned unopened and the project shall be re-bid using corrected and/or amended specifications.
Any bid submitted to the district may be withdrawn prior to the scheduled time for opening of bids.
Any bid received after the publicized date and time shall not be considered by the board.
Rejection of Bids
The board reserves the right to reject any and all bids in whole or in part and to ask for new bids. Such reservation shall be so specified in the publication or notification of bid letting.
The board reserves the right to waive any informalities in, or reject any part of, a bid.
Revised: 9/2/04, 10/6/05, 10/5/06, 11/1/07, 11/6/08, 6/4/09, 11/4/09, 10/7/10, 11/3/11, 10/11/12, 3/3/16