Purchasing Guidelines

PROCUREMENT METHODS

Small Purchases - Request for Quotation (RFQ):  Where the total cost of goods or services is $9999.99 or less, the Purchasing Department is authorized by the Board of Education to issue a purchase order based on verbal or written quotations obtained through an informal process.

Sealed Competitive Bidding - Invitation for Bid (IFB): Where the estimated total cost of goods or services is $10,000.00 or more, sealed competitive bids will be solicited from vendors who have requested in writing that their names be placed on the Purchasing Department's vendor bid lists. The Purchasing Department may add names of prospective vendors who are known to the Purchasing Department.  In addition, the Purchasing Department may advertise for bids in newspapers.  Generally, bid notices will be posted on the Purchasing Department bulletin board at least 10 days prior to the date set for receipt of the bids.  All purchases in excess of $50,000 must be approved by the Districts Board of Education before a purchase order will be issued.   Bids which do not conform to the bid terms will not be considered.

Competitive Negotiation - Request for Proposal (RFP): If it is determined that the competitive sealed bidding is either not practicable or fiscally advantageous, the Purchasing Department will use a formal competitive negotiation process.

Emergency Purchases:  An emergency situation may arise involving a threat to personal safety, life or property; i.e. a sudden and unexpected occurrence of a serious, urgent and threatening nature that demands immediate action to avoid termination of essential services or dangerous conditions. In such cases, the Purchasing Department may issue a purchase order without formal competitive bidding or competitive negotiation.

Sole Source Procurement: The requisitioner must.

1. Define the purchase (item, service, description, brand, model or part number)

2. Obtain approval from expert/departments on requisition (Information Services, Engineering, Curriculum, etc.)

3. Research and obtain signed justification from a competent expert in the field in which the product will be used.  The statement from the USER expert must indicate that in the professional opinion of the certifying individual.

1. This is the only product that can be used to accomplish the task necessary in an appropriate manner and must list the specific reasons why this is the case

2. This product is available only from the source indicated – there are no distributors who sell the products

3. A written quotation from vendor is recommended verifying the actual list price and appropriately allocated discount.

Upon determination in writing that only one (1) source exists for a specific good or service, a purchase order may be negotiated and awarded to that source without competitive sealed bidding, subject to prior approval by the Board of Education if the cost exceeds $50,000. 

BRAND NAMES:  Unless otherwise provided in the solicitation, the name of a certain brand, make, or manufacturer does not restrict bids or proposals to the specific brand, make or manufacturer named.  It is not intended to exclude other products but to convey the general style, type, functional characteristics, and quality of the item desired. Any item which the Springfield School District, in its sole discretion, determines and approves to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, will be considered.  The award will be made to the lowest responsible bidder submitting the functional equivalent of similar quality to the brand name described in the solicitation.  Thus "equal" products of other manufacturers may be considered if detailed explanation of claim of equivalency is contained in or accompanies the bid or proposal.  

SAMPLES:  The submittal of bid samples may be a requirement of the solicitation and must be furnished at no cost to the Springfield School District.  Each individual sample must be labeled with the bidder's name, manufacturer's brand name and number, solicitation number and item referenced.   Samples submitted by the successful bidder may be held for comparison with merchandise furnished. 

FACSIMILE BIDS

Small Purchases:  The Purchasing Department will receive and accept facsimile bids prior to the time and date designated for bid submission for unsealed bids only, Request for Quotations

Formal Sealed Bids:  The Purchasing Department will not receive or accept facsimiles for formal sealed bids, IFB's.  

RECEIPT OF BIDS OR PROPOSALS:  Solicitations will specify that competitive bids or proposals are to be received by the specified date and hour in the Purchasing Department. 

BID OPENINGS:  Sealed bids are publicly opened and read aloud at the time and date specified.  Vendors are invited to attend bid openings.  Once the bid/proposal opening session is concluded, committee evaluations and competitors solicitation response will not be discussed with vendors until after the award is made.  Individual vendors may be contacted for further information concerning their solicitation response.

SOLICITATION RESULTS:  The Purchasing Department, upon evaluation of solicitation results, and unless all responses are rejected will issue a Purchase Order if the amount is less than $50,000.  If greater than $50,000, the Purchasing Director will recommend the award to the Board of Education for approval at a public Board of Education meeting.  If approved, the Purchasing Department will subsequently issue the Purchase Order.  The Purchasing Department does not routinely notify unsuccessful vendors or mail bid recaps.

AWARD QUESTIONS:  Any bidder may question the award or decision to award a contract by submitting concerns in writing to the Director of Purchasing no later than ten (10) days after the award is made. The Director of Purchasing will review and reply, as well as initiate any appropriate action, within ten (10) days of receipt.

DELIVERY OF GOODS:  Delivery of goods must be made to the location indicated on each Purchase Order.  The Springfield School District receives warehouse deliveries of goods between the hours of 8:00 a.m. and 3:00 p.m. Monday through Friday.  The vendor shall prepay all shipping charges unless an exception is specifically agreed to in advance of shipment.  The Springfield School District will not accept COD orders. All shipments must be accompanied by appropriate packing slips containing the shipper's name, exact contents, and Purchase Order number. 

PAYMENT:  Vendors must address all invoices to the Accounts Payable Department address shown on each Purchase Order.  Failure to do so may delay payment. Payment is not made until the purchase order is filled complete.  Invoices that do not reference an authorized Purchase Order will be rejected.  

TAXES:  The Springfield School District is exempt from federal and state taxes. A Tax Exempt Letter will be provided by the Purchasing Department upon request by the vendor.

Springfield Public Schools

Purchasing Department

1458 E. Chestnut Expressway

Springfield, MO 65802

Phone: (417) 523-0073

Fax: (417) 523-0496