Butte School District

Financial Management

7320

Purchasing

Authorization and Control

The Superintendent is authorized to direct expenditures and purchases within the limits of the detailed annual budget for the school year.  Board approval for purchase of capital outlay items is required when the aggregate total of a requisition exceeds Eighty Thousand Dollars ($80,000), except the Superintendent shall have the authority to make capital outlay purchases without advance approval when it is necessary to protect the interests of the District or the health and safety of the staff or students.  The Superintendent shall establish requisition and purchase order procedures as a means of controlling and maintaining proper accounting of the expenditure of funds.  Staff who obligate the District without proper authorization may be held personally responsible for payment of such obligations

Bids and Contracts

Whenever the cost of any supplies, equipment, or work shall exceed Eighty Thousand Dollars ($80,000), formal bids shall be called for by issuing public notice as specified in statute.  Specifications shall be prepared and be made available to all vendors interested in submitting a bid.  The contract shall be awarded to the lowest responsible bidder, except that the trustees may reject any bids.  In making a determination as to which vendor is the lowest responsible bidder, the Board will not only take into consideration the amount of each bid, the Board will consider the skill, ability, and integrity of a vendor to do faithful, conscientious work and promptly fulfill the contract according to its letter and spirit.  The bidding requirements do not apply to: a registered professional engineer, surveyor, real estate appraiser, or registered architect; a physician, dentist, pharmacist, or other medical, dental, or health care provider; an attorney; a consulting actuary; a private investigator licensed by any jurisdiction; a claims adjuster; or an accountant licensed under Title 37, Chapter 50.

The advertisement for bid must be made once each week for two (2) consecutive weeks, and the second (2nd) publication must be made not less than five (5) nor more than twelve (12) days before consideration of bids.

The Superintendent will establish bidding and contract awarding procedures.  Each bid and procurement procedures completed by the District will comply with applicable nondiscrimination laws. Each vendor or contractor awarded a contract under this policy or any District procurement process shall comply with all applicable nondiscrimination laws.

Bid procedures will be waived only as specified in statute.  Any contract required to be let for bid shall contain language to the following effect:

In making a determination as to which vendor is the lowest responsible bidder, if any, the District will not only take into consideration the pecuniary ability of a vendor to perform the contract, the District will consider the skill, ability, and integrity of a vendor to do faithful, conscientious work and promptly fulfill the contract according to its letter and spirit.  References must be provided and will be contacted.  The District further reserves the right to contact others with whom a vendor has conducted business, other than those listed as references, in making a determination as to whether a vendor is the lowest responsible bidder.  Additional information and/or inquiries into a vendor’s skill, ability, and integrity are set forth in the bid specifications.

Cooperative Purchasing

The District may enter into cooperative purchasing contracts with one or more districts for the procurement of supplies or services. A district participating in a cooperative purchasing group may purchase supplies and services through the group without complying with the provisions of 20-9-204(3), MCA if the cooperative purchasing group has a publicly available master list of items available with pricing included and provides an opportunity at least twice yearly for any vendor, including a Montana vendor, to compete, based on a lowest responsible bidder standard, for inclusion of the vendor’s supplies and services on the cooperative purchasing group’s master list.

Legal Reference:

Policy History:
Adopted on:   10/18/04
Revised on:      9/16/13, 2/20/24