Policy%208200%208.1.8.pdf

Parent document: REVISED - Regular Meeting - Meeting #04-08-05-2024.pdf

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a. All bids will be publicly opened at the time and place specified in the invitation for
bids.

b. AnLEA may waive the requirement to advertise when a vendor is considered to
be the sole source for the item, when it is determined to be in the best interest of
the LEA, or when professional, technical, or specialized services are being
acquired under an agreement. All waivers must be well documented, and those
based ona best interest determination must be approved by the governing body.

c. Any and all bids may be rejected if there is a sound documented reason.

d. The request for bids must be retained for public review and inspection during
normal business hours. After the bid is awarded, all criteria and evaluations
used in making the selection, as well as all bids received from vendors, must be
retained for public review. Refer to the Records Retention Manual issued by the
Office of School Finance for the period of time that the bids are to be retained.

e. An approved purchase order is required before the merchandise or service is
ordered.

5. Alternative Procurement Procedures.

5.1. The LEA may purchase equipment and other commodities or services directly from a vendor
without competitive bidding, if any of the following conditions exist:

8.1.1.

8.1.2.

8.1.9.

The item cannot be obtained through ordinary purchasing procedures, such as in
situations where no bidders respond to a request for bids;

The item is unique, or is not available from any other source (sole source). This can
include copyrighted materials, conference facilities, lecturers, and workshop
presenters;

The item is available from the State, a RESA, or another LEA, provided the price,
availability, and quality are comparable to those in the open market;

The item is available from a statewide contract and “piggybacking” by local
governmental entities is permitted in the contract;

The item is available from a General Services Administration (GSA) schedule and
the supplier is willing to sell to an LEA in the state at the same or lower price.

The item is available from a sheltered workshop;
The item is available from a local purchasing cooperative, such as a RESA ora

group of county boards that are working together to use their combined purchasing
volume to obtain more advantageous pricing through economies of scale.

The item is a used vehicle or piece of equipment and its purchase is determined by
the purchasing director to be in the best interest of the LEA.

1. best efforts to have the amounts contemplated under the agreement included in its budget. Non-appropriation or non-funding shall not be
considered an event of default.