All purchases of equipment, materials and supplies will be made in accordance with laws and applicable policies and procedures of the State Division of Purchase and Contract. All employees involved in purchasing are expected to be familiar with these requirements.
Equipment, materials and supplies must be purchased in accordance with the following:
1. State Term Contract - The school district must purchase products included in state term contracts with the state contractor for the price stipulated in the state term contract. Any employee who places an order in violation of this requirement may be held personally liable for the monetary amount of the order and any other loss sustained.
Reference: Following three pages from North Carolina State Board of Education— Guidelines for LEAs to Interpret and Implement Purchasing Flexibility Under G.S. 115C-522.1 (Dec. 3, 1998)
2. Items Not on State Term Contract Costing $10,000 or More - Equipment, materials and supplies not covered by existing contracts and totaling more than $10,000 are to be referred for bidding to the Division of Purchase and Contract. This policy applies to all funds, regardless of source. The $10,000 threshold applies to the total cost rather than the cost of a single item. Dividing an order to evade the $10,000 threshold is strictly prohibited.
3. Single Source Items - To the extent required by the State Division of Purchase and Contract, requests for waiver of competition must be submitted to the Division in order to purchase single source items.
4. Items not on State Term Contract and Costing Less Than $10,000 - Equipment, materials and supplies not covered by any existing contracts and totaling less than $10,000 may be purchased locally after seeking competitive quotations according to good purchasing practices and policy 6440, Local Purchasing Requirements for Equipment, Materials and Supplies. The $10,000 maximum applies to the total cost of the order rather than to a line item cost or single item cost. All contracts will be awarded to the lowest responsive, responsible bidder considering quality, performance and the time specified in the bids for the performance of the contract. No bid will be considered from a supplier who is in arrears to the school district, or is in default, as surety or otherwise, upon any obligation to the school district; nor will a bid be considered from any supplier whose performance on any previous contract with the school district has been found to be unsatisfactory by the superintendent or the Board of Education.
5. Exemptions to State Requirements - Any items exempt by the State from purchasing requirements may be purchased directly by the school district and do not have to meet state requirements related to competitive bidding. The superintendent or designee will maintain a list of all items exempted by the State. Board of Education policy 6440, Local Purchasing Requirements for Equipment, Materials and Supplies, must be followed for such purchases.
Legal References: G.S. 115C-522; 143-52, -53.1
Cross References: Local Purchasing Requirements for Equipment, Materials and Supplies (policy 6440)
Adopted: January 9, 2006