Policy DJE Bidding Procedures

File: DJE

Bidding Procedures

All contractual services and purchases of supplies, materials and equipment in the amount of $5,000 or more shall be put to bid. This shall not apply, however, to professional services, instructional or consulting services. Other purchases may be made in the open market but shall, when possible, be based on competitive quotations or prices.

All contracts and all open market orders shall be awarded to the lowest responsible qualified supplier, taking into consideration the quality of materials (services) desired and their contribution to program goals.

With regard to materials or services for which bids are required, the superintendent or designee shall develop a procedure to pre-qualify bidders. Suppliers shall be invited to have their names placed on mailing lists to receive information about pre-qualifying. When specifications are prepared, they shall be mailed to all merchants and firms who have pre-qualified. Only pre-qualified bidders may submit bids.

All bids over $25,000 shall be submitted in sealed envelopes, addressed to the Board, and plainly marked with the bid number and the time of the bid opening. Bids shall be opened in public by appropriate district officials or employees at the time specified, and all bidders shall be invited to be present.

The Board reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the district.

The bidder to whom an award is made shall be required to submit to the district proof of liability insurance and when appropriate, proof of workers’ compensation insurance, and may be required to enter into a written contract with the district. Any written contract shall include a provision requiring a criminal background check for any person providing direct services to students under the contract, including but not limited to transportation, instruction or food services as required by law. The contracting entity shall be responsible for any costs associated with the background check.

Adopted: Date of manual adoption

Revised: August 9, 2005

Revised: June 20, 2006

Revised: September 23, 2014

LEGAL REFS.: C.R.S. 22-32-109 (1)(b) (board required to adopt bidding procedures)

C.R.S. 22-32-122 (4) (background check provision required in service contracts)

C.R.S. 24-18-201 (public official’s interest in contract)

CROSS REF.: BCB, School Board Member Conflict of Interest

Huerfano School District Re-1, Walsenburg, Colorado