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 or instructional materials.  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.

When a good or service is available from only one source (vendor, manufacturer, etc) or the purchasing of a good or service is required from one single source on a non-competitive basis the bid procedure may be waived with the approval of the superintendent or designee after other requirements of Board policy are adequately met.  Non-competitive acquisition justifications must be submitted and approved by the appropriate administrator and forwarded to the superintendent or designee for approval.

When bidding procedures are used, bids shall be advertised appropriately.  Suppliers shall be invited to have their names placed on mailing lists to receive invitations to bid.  When specifications are prepared, they shall be mailed to all merchants and firms who have indicated an interest in bidding.

All bids shall be submitted in sealed envelopes, addressed to the appropriate department, and plainly marked with the bid number/item.  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 August 10, 1982

Revised March 12, 1991

Revised May 25, 2010

Revision:  October 11, 2011

Revised April 3, 2012

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

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

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

CROSS REFS.:  BCB, Board Member Conflict of Interest