STANDARD OPERATING PROCEDURES

QUOTE BID REQUIREMENTS

PURCHASES TOTALING $40,000 or MORE

SOP – 7410-04

The following is the procedure for purchasing items or services which total $40,000 or more.

QUOTE

All purchases of furniture, equipment, supplies or services, except books, over $40,000 must have written or telephone quotes. RCW 28A.335.190 requires purchases between $40,000 and $75,000 have quotations in writing or by telephone, from at lease three different vendors.

Specifications and a vendor list must be sent to the Purchaser in the Business Office. Depending on the complexity or quantity of items or services being requested, the bidder/vendors have 2-10 working days to respond to the quote. A recap of quotes is prepared, and the award is made based on low responsive bidder meeting specifications. All quotes are available for public review.

FORMAL BID

All purchases over $75,000 must be approved by the Board of Directors prior to bidding, in accordance with RCW28A.335.190 and the procedures outlined below.

Detailed specifications and a suggested bidders list must be sent to the Purchaser in the Business Office. A complete set of specifications for the purchase is prepared and sent to the bidders/vendors. A note is published in at lease one local newspaper once a week for two consecutive weeks prior to the opening of the bids. The sealed bids are opened and read in public on the date specified in the public notice. After opening, bids are available for public inspection at any time. A bid recap is prepared and a recommendation for award to the low responsive bidder meeting specifications is sent to the Board of Directors for final acceptance of the purchase.

The formal bid process requires a minimum of six weeks from receipt of specifications to award of the bid by the Board of Directors.

CONSTRUCTION – REMODEL – REPAIR

Any request, no matter the dollar amount, for construction, remodel, or repair of a facility must be sent to the Maintenance and Operations Department for approval and processing. Due to building codes, permit procedures, and other state requirements that must be met, the services of an architect or engineer may be required to complete the work.

REQUEST FOR BID – QUOTE

  1. Obtain Request for Bid-Quote, Specifications Sheet, and Suggested Bidders list from the Purchasing Department (see attachments).
  1. Complete the forms as outlined below:
  2. Check Quotation or Formal Bid block
  3. Date of Request: Enter date form is being prepared
  4. Originator/Contact Person: Person to contact for information needed to complete bid-quotepackage.
  5. School/Department:
  6. Estimated Total Cost: Place estimated dollar amount here
  7. Description of items/services to be purchased:

Musical instruments for Daffodil Valley Elementary

Weight room equipment for Mountain ViewMiddle School

Parking lot cleaning for the school year

  1. Principal/Supervisors: Approval Signature
  2. Budget Account Code: indicate budget account code to be charged.

Specifications (Attachment A)

  1. Item No: Each item/service must be numbered consecutively
  2. Qty: Enter the quantity of each item to be ordered
  3. Unit: Enter the unit to be ordered, i.e., each; set; case; etc.
  4. Specified Brand and Specifications: Brand selected for specification. Give complete and full description of item/service being ordered. Also give the make and model of the item you are requesting as an example to the bidders of the quality you expect.
  5. Unit Cost and Extension: This is the estimated cost of each item. Pricing can be from a catalog or vendor. The information in these two columns will help determine an estimated cost for the purchase of products and or services.

Suggested Bidders List (Attachment B)

  1. Fill in all blanks listed. Contact and phone numbers as available.

C. To eliminate error and misunderstandings, it is recommended that you engage the assistance

of a qualified vendor in preparing the specifications. The Purchasing Department will also

assist you in this process.

D. The originator will be sent a copy of the bid package before it is released. It is their

responsibility to inspect the package at this time. If the Purchasing Department does not hear

from the originator to the contrary, the bid will be released to the prospective bidders on the

date set.

E. Once the above procedures have been completed and all forms have been received in the

Purchasing Department, the following actions will transpire:

  1. Approval of the Request for Bid-Quote will be obtained from the Business Manager and Superintendent.
  2. In the case of a Formal Bid, publication in a local newspaper two consecutive weeks prior to the bid opening.
  3. Completion of the formal bid-quote package.
  4. The bid-quote opening will take place on the designated date.
  5. Summary and analysis of bid by Purchasing Department and requesting school/department.
  6. Board of Directors acceptance is required if formal bid.
  7. Awarding the bid-quote to the lowest responsible bidder(s)/vendor(s) meeting specifications.
  8. Preparation and distribution by the Purchasing Department of the purchase orders to the successful bidder(s)/vendor(s), with notification to school/department.

FORM:

Updated 8/05/08

Originated