GENERAL PROCUREMENT GUIDELINES
AMOUNT OF ANTICIPATED PURCHASE
REQUIRED NUMBER OF QUOTES/BIDS
Purchases from $0 - $5,000
Single quotation (verbal, written or telephone) is used for purchases where the total cost is $5,000 or less. Additional competition should be sought whenever there is reason to believe a quotation does not reflect a fair and reasonable price. A record of quotation must be kept. A notation on the requisition form is considered an adequate record.
Purchases from $5,000 - $50,000
Four written or electronic quotations solicited for purchases where the total exceeds $5,000 but is not more than $50,000. Documentation required showing item description or service offered, price quoted, names of persons giving and receiving prices and date information obtained.
Purchases from $50,000 - $100,000
Four written or electronic quotations required where the total cost exceeds $50,000 but is not more than $100,000. Sources may be solicited by mail, fax, telephone or electronically, but a written or electronic quote must be received from at least four vendors. Thorough documentation is required to be placed in a separate designated file. School Board members will be apprised of awarded quotes exceeding $25,000.
Purchases over $100,000 Goods and services exceeding $100,000 will be procured through competitive sealed bids in the form of an Invitation for Bid (IFB) or competitive negotiations in the form of Request for Proposal (RFP).