Procurement (Quotes and Bids)

BP 3311.00

PROCUREMENT (QUOTES & BIDS)

The district shall purchase equipment, supplies and services on a competitive bidding basis when required by law and whenever it appears to be in the best interest of the district to do so. The Superintendent or designee shall establish procedures to ensure that proper procurement standards are followed. Award or rejection of bids shall be managed by the Superintendent or designee.

The following items may be exempted from formal bid procedures:

1.    Curriculum materials

2.    Items or services only available through one vendor (sole source)

3.    Supplies or equipment needed in emergencies

5.    Goods or services provided through a purchasing co-op or existing contract where procurement is conducted by another entity.

Purchases of $5,000 or more but less than $25,000 require informal quote procedures that include written price quotes from a minimum of three (3) vendors. Purchases with an estimated cost of $25,000 or more shall be formally bid. Awards will be made by the purchasing office subject to final approval by the Superintendent or designee.

To ensure that good value is received for funds expended, specifications shall be carefully designed and shall describe in detail the quality, delivery and service required.

All bids under Federal awards must be made in accordance with the standards set forth in 2 CFR 200.320 under the Uniform Guidance. 

(cf. 9270 - Conflict of Interest)
(cf. 4030 - Nondiscrimination in Employment)

Local Bidder Preference Award

Whenever legally possible a contract or purchase for $5,000 or more shall be awarded to a local vendor when such bid or price quote is comparable to the lowest non-local bid and does not exceed the lowest non-local bid by more than 7.5%.

No local vendor preference will be allowed if the lowest responsible non-local bid or quote exceeds $200,000.

“Local” for purposes of the preceding paragraphs means a person or entity who:
     a)        Holds a current Alaska business license for a location within the Ketchikan Gateway Borough;
     b)        If an individual, maintains a primary residence within the Ketchikan Gateway Borough and is eligible for a Permanent Fund Dividend; or, if an entity, is domiciled within the Ketchikan Gateway Borough as shown on documents on file with the State of Alaska; and
     c)         Has actively maintained a primary place of business within the boundaries of the Ketchikan Gateway Borough for a period of one year immediately preceding the date of the bid or quote.

The Superintendent or his or her designee may require such documentation or verification as deemed necessary to determine status as a local vendor.


Legal Reference:

     ALASKA STATUTES
      14.14.060      Relationship between borough school district and borough

      14.14.060(h) Procurement of supplies and equipment
      14.14.065      Relationship between city school district and city
      14.03.085      Procurement preference for recycled Alaska products
      29.71.050      Procurement preferences for recycled Alaska products
      35.15            Construction Procedures
      36.15.020     Use of local agricultural and fisheries products required in purchases with state money 

      ALASKA ADMINISTRATIVE CODE
      4 AAC 27.085  Competitive pupil transportation proposals

      4 AAC 31.080  Construction and acquisition of public school facilities

    CODE OF FEDERAL REGULATIONS
    2 C.F.R. 200.317-326, Procurement Standards

    FAIRBANKS NORTH STAR BOROUGH SCHOOL DISTRICT v. BOWERS, 851 P.2d 56 (Alaska 1992)


 

 

 

KETCHIKAN GATEWAY BOROUGH SCHOOL DISTRICT
Adoption Date:  10/13/99
Revision Date:  9/08/2010
Revision Date: 01/29/2014
Revision Date: 10/09/2019

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