The Fayette County Board of Education through its agent, the Superintendent or his designee, shall purchase the materials, supplies, equipment and services; leasing equipment; contracting for renovations and construction of facilities; School Nutrition program, and purchasing, leasing or contracting for any other items that may be required for the efficient operation of the school system. All purchases shall be in accordance with the policies established by the Fayette County Board of Education, the rules of the State Board of Education and the laws of the State of Georgia.
All purchases and/or contracts shall be awarded upon an appropriation having been made and the availability of funds. All requests for purchases or contracts not provided for in the budget will require approval of the Board of Education or the Superintendent of Schools, whichever is appropriate according to the dollar level of the purchase.
Purchases from Board Members or companies in which the Board Member or a member of his/her immediate family has a controlling interest must be approved by the Board. Purchases from employees or companies in which employees, spouse or children have a controlling interest and are in a procurement decision making role are prohibited, without the approval of the Board or Superintendent of Schools or his designee.
1. Procurement Criteria
a. All purchases shall be based upon the acquisition of goods, products and services at the lowest possible costs, in all respects, that are best suited to meet the School Systems needs.
b. Brand name specifications may be used to establish grade or quality of material. Vendors shall be allowed to bid comparable equal or better quality as determined by the Superintendent or designee.
c. Lowest price alone will not be the sole determining criteria in the selection process.
d. The School System reserves the right to award purchases by group or line item basis, whichever is in its best interest.
2. Purchasing Limits
Acquisition of all goods and services shall be subject to the following limits except when a clear emergency exits or when a potential work stoppage exists or a particular item may be obtained from only one known supply source. Purchases may not be subdivided to circumvent the following limits.
a. Purchases shall be made from existing School System contracts when available.
b. Purchases from budgeted funds for any item or group of items with a value less than $2,500 shall be made with the least expense to the Board.
c. Purchases from budgeted funds for any item or group of items from $2,501 to $5,000 shall be made on the basis of at least three verbal or written quote. Documentation of quotes must be submitted to the purchasing agent for approval.
d. Purchases from budgeted funds with any item or group of items from $5,001 to $25,000 shall be made on the basis of three written quotes executed by the purchasing office.
e. Purchases over $25,001 will require a formal solicitation process with a sealed bid or proposal response. All purchases at this level will be conducted by the purchasing office. Exceptions may include:
Essential goods or services needed in an emergency; Goods or services considered sole source
f. Exceptions may include: Essential goods or services needed in an emergency; Goods or services considered sole source; Less than three vendors, but not a sole source
3. Purchases without Purchasing Limits
a. Textbooks, films, slides, video tapes, newspapers, library books, reference materials, subscriptions, programs or other instructional media from the publisher, distributor or agent.
b. Tests and test scoring services of a standardized examination from the publisher or licensed agent.
c. Agreements for maintenance service from the original vendor or authorized agent of the installed equipment or products if the same cannot be competitively bid.
d. Continuance of an existing purchase agreement, bid, request for proposal, time and material contract, rent, lease or purchase order duly authorized by the Board or its agent.
e. Additional purchase of like equipment, material, supplies, services, rentals or leases previously approved may be made provided the additional order is at the same or lower price. Contractual provisions can be made to provide an inflation/deflation mechanism for price adjustments based on the Consumer Price Index or Product Price Index for commodities or services.
f. Perishable items for use in the School Nutrition program may be purchased utilizing quotation by the Coordinator of School Nutrition.
g. Purchases made directly from Griffin RESA.
h. Purchases made from other governmental sources including items under state bids and/or state approved discounts.
4. Sole Source Purchases
Products and services which are available from only one vendor are considered sole source only if reasonable and diligent search has been made for possible supplier or other appropriate information has been obtained to document sole source status. Written Documentation must be submitted to the Superintendent or his designee for approval.
5. Petty Cash Funds
a. Petty cash funds may be authorized by the Superintendent for purchases under $500.
b. Approved cash, account and purchasing controls must be published prior to establishment of any petty cash fund.
c. Petty cash funds may not be utilized for the payment of any services.
6. Approval Limits
a. Purchases from budgeted funds less than $50,000 may be approved by the purchasing agent.
b. Purchases from budgeted funds greater than $50,001 must be approved by the Superintendent.
c. Purchases above $50,000, which are critical to the continued operation of the School System, may be approved by the Superintendent or his designee. Such action shall be reported to the Board at the next regularly scheduled meeting.
d. Purchases above $50,000 which were not approved in the budget must be approved by the Board.
7. Standards of Conduct
All funds held by the Fayette County Board of Education and its local schools, regardless of the source,
are held in public trust. As a result, Fayette County Board of Education employees will approach all purchasing
and procurement decisions as responsible stewards of public funds.
Fayette County Board of Education employees shall avoid the intent or appearance of unethical behavior or compromising practices in relationships, actions and communications with present and potential suppliers.
a. Approving, disapproving, recommending or preparing any part of a program requirement or purchase request.
b. Influencing the content of any specification or procurement standard, rendering of advice, investigation, or audit.
c. Awarding a contract.
8. Unauthorized Purchases
It shall be prohibited for any employee to purchase or contract any goods or services or to make any contract within the provision of this policy other than through the officials named in this policy. If any purchase is made contrary to this policy, the Board shall not be bound thereby.
9. School Activity Funds
All school activity funds will be governed by Board Policy
Legal Reference: O.C.G.A.: 20-02-109, 20-02-168, 20-02-501, 20-02-503, 20-02-506, 50-05-070
ADOPTED: October 20, 1998
REVISED: December 17, 2007