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6220 Policy – Bid Requirements

It is the intent of the Board of Directors to ensure that all Bellingham Public Schools procurement policies and contract agreements are in strict compliance with current state of Washington and/or federal regulations.  All individuals charged with committing district funds shall be knowledgeable of and responsible for said compliance.

The district is dedicated to procuring goods and services in a timely manner and at fair and reasonable prices, both through the formal bid process and through other normal procurement practices. Purchasing is responsible for maintaining a continuous supply of goods and services necessary to support the operation of the district. Purchasing is also responsible for initiating and maintaining effective and professional relationships with suppliers and shall serve as the channel through which requests regarding products and prices are handled.

The district will not discriminate against any supplier and will treat all suppliers equally, affording each an opportunity to submit bids and/or quotes for goods and services which they are qualified to supply.

The bid requirements policy of the district addresses both contracts for the purchase of goods and services and contracts for the procurement of public work. Public work is defined as all work, construction, alteration, repair or improvement, other than “ordinary maintenance,” utilizing public funds.

In accordance with state law, whenever the estimated cost of any furniture, supplies, or equipment will equal or exceed $75,000, formal bids shall be called for by issuing a public notice placed in at least one publication of general circulation within the district once each week for two consecutive weeks.  Clear and definite specifications shall be prepared and made available to all vendors interested in submitting a bid.

When the cost of any supplies, equipment, or furniture is expected to exceed $40,000, but be less than $75,000, competitive quotes shall be solicited from responsible vendors pursuant to bid and contract award procedures established by the superintendent.  Quotations from at least three different sources shall be solicited in writing or by telephone, and results of such solicitations shall be recorded for public perusal.

Because of the unique nature and configuration associated with each particular sport’s athletic equipment, supplies, and uniforms, these items have been determined as not “like items.”  As a result, when the aggregate value of athletic equipment, supplies, and/or uniforms associated with one purchase is less than $75,000, the formal bidding process is not required.

For any public works project estimated to equal or exceed $300,000, formal bids shall be solicited in the same manner as for supplies and equipment.  The small works roster may not be utilized on projects of $300,000 or more.

If the public works contract is expected to cost over $1,000,000, the bids shall include the names of subcontractors who will do the heating, ventilation and air conditioning, plumbing, and electrical work.  Failure to name a subcontractor or the bidder for each category of work renders the bid nonresponsive and void.  Naming more than one subcontractor for a category of work, unless different contractors are named in alternative bids, also voids a bid.

For every public works project estimated to exceed $100,000, but be less than $300,000, competitive quotes shall be solicited from responsible vendors. Purchasing shall elect to proceed under either (a) the Public Bidding process of RCW 28A.335.190 or (b) the Small Works process of RCW 39.04.155.  All such projects estimated to cost less than $300,000 may be awarded to a contractor on the small works roster.

Any public work agreement made between a supplier and the Bellingham Public School in an amount equal to or greater than $25,000 shall be evidenced by a formal contract which shall be signed by the Superintendent or designee and the contractor. All standard Bellingham Public School contract terms and conditions shall apply.

Bid procedures shall be waived when the board declares an emergency, for purchases involving special facilities or market conditions, for purchases of insurance or bonds, or when purchases are clearly limited to a single source of supply.

The board may by resolution reject any and all bids and make further calls for bids in the same manner as the original call.  The board reserves the right to enter into inter-local cooperative agreements for purchases and public works with other governmental agencies pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW.

The board shall include in each contract a proviso requiring the contractor to prohibit any of its employees who has ever been convicted of or pled guilty to any of the child related felonies from working where he/she would have contact with public school children. The contract shall also provide that failure to comply with this requirement is grounds for immediate termination of the contract.

This policy shall not apply to the purchase of textbooks.

Approved By: Greg Baker, Superintendent and Camille Diaz Hackler, School Board President
Adopted: 06/28/07
Previous Revisions: 02/12/09; 02/27/13; 08/21/14; 08/13/15
Signature Date: 12/05/18
Approved: Board Approved
Legal References: Content

RCW 28A.335.190 Advertising for Bids – Bid procedure – Telephone Solicitation, Limitations – Emergencies
RCW 28A.400.330 Crimes Against Children – Contractor Employees – Termination of Contract
RCW 39.04.155 Small Works Roster – Contract Award – Process
RCW 39.04.280 Competitive Bidding Requirements – Exemptions
RCW 39.30.060 Bids on public works — Identification, substitution of subcontractors
RCW 39.26.160 Bid Awards — Considerations — Requirements and criteria to be set forth — Negotiations — Use of enterprise vendor registration and bid notification system.
2 CFR 200.318 General Procurement Standards
34 CFR 80.36 Procurement
34 CFR 85 Debarred and Suspended
Chapter 39.34 RCW Interlocal Cooperation Act