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5421 Procurement of Goods and Services

5421 Procurement of Goods and Services

2000  5421

          Non-Instructional/Business

          Operations

SUBJECT: PROCUREMENT OF GOODS AND SERVICES

The Board of Education recognizes its responsibility to ensure the development of procedures for the procurement of goods and services not required by law to be made pursuant to competitive bidding requirements. These goods and services must be procured in a manner so as to:

  1. Assure the prudent and economical use of public moneys in the best interest of the taxpayer;
  2. Facilitate the acquisition of goods and services of maximum quality at the lowest possible cost under the circumstances; and
  3. Guard against favoritism, improvidence, extravagance, fraud and corruption. 

These procedures shall contain, at a minimum, provisions which:

  1. Prescribe a process for determining whether a procurement of goods and services is subject to competitive bidding and if it is not, documenting the basis for such determination;
  2. With certain exceptions (purchases pursuant to General Municipal Law, Section 186; State Finance Law, Sections 175-a and 175-b; State Correction Law, Section 184; or those circumstances or types of procurements set forth in (f) of this section), provide that alternative proposals or quotations for goods and services shall be secured by use of written request for proposals, written quotations, verbal quotations or any other method of procurement which furthers the purposes of Section 104-b of General Municipal Law;
  3. Set forth when each method of procurement will be utilized;
  4. Require adequate documentation of actions taken with each method of procurement;
  5. Require justification and documentation of any contract awarded to other than the lowest responsible dollar offer, stating the reasons; and
  6. Set forth any circumstances when, or the types of procurement for which, the solicitation of alternative proposals or quotations will not be in the best interest of the District.

Any unintentional failure to fully comply with these provisions shall not be grounds to void action taken or give rise to a cause of action against the District or any District employee.

The Board of Education shall solicit comments concerning the District's policies and procedures from those employees involved in the procurement process. All policies and procedures regarding the procurement of goods and services shall be reviewed annually by the Board.

General Municipal Law, Sections 103(1)(5) and 104-b

Education Law Sections 305(14) and 2513

Adopted:  5/8/00