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Paterson School District

Respecting Traditions. Shaping Futures.

4000 - Community Relations

4000- Community Relations

  • Bid or Request for Proposal Requirements

    The board recognizes the importance of:

    • maximizing the use of district resources;
    • the need for sound business practices in spending public money;
    • the requirement of complying with state and federal laws governing purchasing and public works;
    • the importance of standardized purchasing regulations; and
    • the need for clear documentation.

    I. Procurement and Public Works Using State Funds
    A. Furniture, Supplies, or Equipment 

    Whenever the estimated cost of furniture, supplies or equipment (except books) will cost:

    • less than $40,000, no competitive bidding process is required to make the purchase;
    • between $40,000 and $75,000, the board will follow the informal competitive bidding process by requiring quotes from at least three different sources to be obtained in writing or by telephone and recorded for the public to review;
    • over $75,000, the board will follow the formal competitive bidding process by:
       
      1. ​preparing clear and definite plans and specifications for such purchases;
         
      2. providing notice of the call for formal bids by publication in at least one newspaper of general circulation in the district at least once each week for two consecutive weeks;
      3. ensuring that the district takes steps to assure that when possible, the district will use small and minority businesses, women’s business enterprises and labor surplus firms;
         
      4. providing the clear and definite plans and specifications to those interested in submitting a bid;
         
      5. requiring that bids be in writing;
         
      6. opening and reading bids in public on the date and in the place named in the notice; and
         
      7. filing all bids for public inspection after opening.

    B. Exemptions

    The board may waive bid requirements for purchases:

    • clearly and legitimately limited to a single source of supply;
    • involving special facilities or market conditions;
    • in the event of an emergency;
    • of insurance or bonds; and
    • involving public works in the event of an emergency.

    "Emergency" means unforeseen circumstances beyond the district's control that present a real, immediate threat to the proper performance of essential functions or will likely result in material loss or damage to property, bodily injury, or loss of life if immediate action is not taken.

    Whenever the board waives bid requirements, the board will issue a document explaining the factual basis for the exception and record the contract for open public inspection.

    C. Rejection of Bids 

    The board may by resolution reject any and all bids and make further calls for bids in the same manner as the original call.

    D. Interlocal Cooperation Act

    The board reserves the right to enter into inter-local cooperative agreements for purchases and public works with other governmental agencies pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW.

    E. Crimes Against Children 
    The board will include in any contract for services with an entity or individual other than an employee of the district a provision requiring the contractor to prohibit any employee of the contractor from working at a public school who has contact with children at a public school during the course of his or her employment and who has pled guilty to or been convicted of any felony crime specified under RCW 28A.400.322. The contract shall also contain a provision that any failure to comply with this section shall be grounds for the district immediately terminating the contract. 

    The superintendent will establish bidding and contract awarding procedures for all purchases of furniture, equipment, supplies (except books), or public works projects consistent with state law.

    F. Use of State Funds for Improvements or Repairs

    The board may make improvements or repairs to district property through a district department without following the competitive bidding process if the total cost of improvements or repairs does not exceed $75,000. If the board estimates that the total cost of a building, improvement, repair, or other public works project is $100,000 or more, the board will follow the formal competitive bidding process outlined above, unless the contract is let using the small works roster process authorized by RCW 39.04.155 or under any other procedure authorized for school districts. There are no statutory bidding requirements for public works projects involving improvements or repairs that are within the $75,000 to $100,000 range. For projects in this range, the district may consider: using its small works roster process, under RCW 39.04.155; using an inter-local agreement or contract with a vendor of the district’s choice, without any competitive process, under RCW 28A.335.190; or choosing to require quotes for the work to make the process more competitive.

    II. Procurement Using Federal Funds

    A. Goods

    When the district uses federal funds for procurement of goods (furniture, supplies, equipment, and textbooks):

    • Purchases of $10,000 or less do not require quotes. However, the district must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.
    • Purchases between $10,000 and $75,000 must be procured using price or rate quotations from three or more qualified sources.
    • Purchases of $75,000 or more must be publicly solicited using sealed bids or requests for proposals.

    B. Services 

    When the district uses federal funds for procurement of services:

    • Purchases of $10,000 or less do not require quotes. However, the district must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.
    • Purchases between $10,000 and $250,000 must be procured using price or rate quotations from a reasonable number of qualified sources.
    • Purchases of $250,000 or more must be publicly solicited using sealed bids or requests for proposals.

    C. Noncompetitive Procurement

    Noncompetitive procurement may be used only when one of the following four circumstances applies:  

    • ​The item is only available from a single source;
    • The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
    • The awarding agency (e.g., OSPI) authorizes noncompetitive procurement in response to a written request from the district; or
    • After solicitation of a number of sources, competition is determined inadequate.

    The district must maintain documentation supporting the applicable circumstance for noncompetitive procurement.

    D. Suspension and Debarment

    Before entering into federally funded vendor contracts for goods and services that equal or exceed $25,000 and any subcontract award, the district will ensure the vendor is not suspended or debarred from participating in federal assistance programs. 

    E. Conflict of Interest

    No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by federal funds if he or she has a real or apparent conflict of interest. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of the parties indicated herein has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

    No employee, officer, or agent of the district may solicit or accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Violation of these standards may result in disciplinary action including, but not limited to, suspension, dismissal, or removal. 

    III. Procedures

    The superintendent or designee will establish bidding and contract awarding procedures consistent with state and federal law. 

    Legal References:

    • RCW 28A.335.190 Advertising for bids — Competitive bid procedures — Purchases from inmate work programs — Telephone or written quotation solicitation, limitations — Emergencies
    • RCW 28A.400.330 Crimes against children — Contractor employees — Termination of contract
    • RCW 39.04.155 Small works roster contract procedures — Limited public works process Definition
    • RCW 39.04.280 Competitive bidding requirements — Exemptions
    • RCW 39.26.160 Bid Awards - Considerations - Requirements and criteria to be set forth - Negotiations - Use of enterprise vendor registrations and bid notification system
    • RCW 39.30.060 Bids on public works — Identification, substitution of contractors
    • Chapter. 39.34 RCW Interlocal Cooperation Act
    • 2 CFR Part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
    • 2 CFR 200.67 Micro-purchase
    • 2 CFR 200.88 Simplified Acquisition Threshold
    • 2 CFR 200.318 – General Procurement Standards
    • 2 CFR 200.320 Methods of Procurement to be Followed
    • 2 CFR 3485 Nonprocurement Debarment and Suspension

    Management Resources:

    • 2019 – January Policy Alert
    • 2018 - August Issue
    • 2017 - July Issue
    • 2016 - March Issue
    • 2015 - October Policy Issue
    • 2015 - June Policy Issue
    • 2013 - June Issue
    • 2012 - April Issue
    • 2011 - February Issue
    • Policy News, October 2005 Competitive Bid Process Changes
    • Policy News, June 2001 Legislation Further Simplifies Bid Compliance
  • Title I PARENTAL INVOLVEMENT

    The board recognizes that parent and family engagement helps students participating in Title I programs achieve academic standards. To promote parent and family engagement, the board adopts the following policy, which describes how the district will involve parents and family members of Title I students in developing and implementing the district’s Title I programs.

     District-Wide Parent and Family Engagement

    The district will do the following to promote parent and family engagement:

    A. The district will involve parents and family members in jointly developing the district’s Title I plan.

    B. The district will provide the coordination, technical assistance, and other support necessary to assist and build the capacity of all participating schools within the district in the planning and implementing of effective parent and family involvement activities to improve student academic achievement and school performance.

    C. The district will conduct, with the meaningful involvement of parents and family members, an annual evaluation of the content and effectiveness of this policy in improving the academic quality of all Title I schools. At that meeting, the following will be identified:

    1. Barriers to greater participation by parents in Title I activities;

    2. The needs of parents and family members to assist with the learning of their children, including engaging with school personnel and teachers; an

    3. Strategies to support successful school and family interactions.

    The district will use the findings from the annual evaluation to design evidence-based strategies for more effective parental involvement and to revise this policy if necessary.

    The district will facilitate removing barriers to parental involvement by doing the following: conducting joint parent meetings with other programs, holding meetings at various times of the day and evening. Title I funds may be used to facilitate parent attendance at meetings by payment of transportation and childcare costs.

    D. The district will involve parents of Title I student in decisions about how the Title I funds reserved for parent and family engagement are spent. The district must use Title I funds reserved for parent and family engagement for at least one of the reasons specified in 20 U.S.C. § 6318(a)(3)(D).

    E. The district and each of the schools within the district providing Title I services will do the following to support a partnership among schools, parents, and the community to improve student academic achievement:

    1. Provide assistance to parents of Title I students, as appropriate, in understanding the following topics:

    a. Washington’s challenging academic standards;

    b. State and local academic assessments, including alternate assessments;

    c. The requirements of Title I;

    d. How to monitor their child’s progress; and

    e. How to work with educators to improve the achievement of their children

    2. Provide materials and training to help parents work with their children to improve their children’s academic achievement, such as literacy training and using technology, as appropriate, to foster parental involvement.

    3. Educate teachers, specialized instructional support personnel, principals, and other school leaders, and other staff with the assistance of parents, in the value and utility of contributions of parents and how to do the following:

    1. Reach out, communicate with, and work with parents as equal partners;

    2. Implement and coordinate parent programs; and

    3. Build ties between parents and the school.

    4. Coordinate and integrate parent and family engagement strategies, to the extent feasible and appropriate, with similar strategies used under other programs, such as:

    a. Learning Assistance Program;

    b. Special Education;

    d. State-operated preschool programs.

    5. Ensure that information related to the school and parent programs, meetings, and other activities, is sent to the parents of participating children. The information will be provided in an understandable and uniform format, including alternative formats upon request, and, to the extent practicable, in a language the parents can understand. The district will provide the information, for example, school bulletin, website, beginning of school information, etc.

    School-Based Parent and Family Engagement Policies

    Each school offering Title I services will have a separate parent and family engagement policy, which will be developed with parents and family members of Title I students. Parents and family members will receive notice of their school’s parent and family engagement policy in an understandable and uniform formant and, to the extent practicable, in a language the parents can understand.

    Each school-based policy will describe how each school will do the following:

    1. Convene an annual meeting at a convenient time, to which all parents of Title I students will be invited and encouraged to attend, to inform parents of their schools’ participation under Title I, to explain the requirements of Title I, and to explain the rights that parents have under Title I;

    2. Offer a flexible meetings, such as meetings in the morning or evening;

    3. Involve parents, in an organized, ongoing, and timely way in the planning, reviewing, and improving of Title I programs; and

    4. Provide parents of Title I students the following:

    1. Timely information about Title I programs;

    2. A description and explanation of the curriculum in use at the school, the forms of academic assessment used to measure student progress, and the achievement levels of the challenging state academic standards; and

    3. If requested by parents, opportunities for regular meetings to formulate suggestions and to participate, as appropriate, in decisions relating to the education of their children, and respond to any suggestions as soon as practicably possible.

    Each school-based policy will include a school-parent compact that outlines how parents, the entire school staff, and students will share the responsibility for improved student academic achievement and the means by which the school and parents will build and develop a partnership to help children achieve state standards. The compact must do the following:

    A. Describe the school’s responsibility to provide high-quality curriculum and instruction in a supportive and effective learning environment that enables Title I students to meet Washington’s challenging academic standards and describe the ways in which each parent will be responsible for supporting their children’s learning, volunteering in their child’s classroom, and participating, as appropriate, in decisions relating to the education of their children, including the positive use of extracurricular time; and

    B. Address the importance of communication between teachers and parents on an ongoing basis through the following:

    1. Annual parent-teacher conferences in elementary schools during which the compact will be discussed as the compact relates to the individual child's achievements;

    2. Frequent reports to parents on their children's progress;

    3. Reasonable access to staff, opportunities to volunteer and participate in their child's class, and observation of classroom activities; and

    4. Ensuring regular two-way, meaningful communication between family members and school staff, and, to the extent practicable, in a language that family members can understand.

     

    Legal References:                           

    • 20 USC 6311 (“No Child Left Behind Act”)

    Management Resources:             

    • Policy News, October 2008 Family Involvement Policy
    • Policy News, June 2005 Title I Parental Involvement Policy                                                                                               
    • Policy News, August 2003 No Child Left Behind Update
  • It is a violation of district policy and state law for any person to carry a firearm or dangerous weapon on school premises, school-provided transportation or areas of other facilities being used exclusively for school activities unless specifically authorized by state law.  Carrying a dangerous weapon onto school premises, school-provided transportation, or areas of other facilities being used exclusively for school activities in violation of RCW 9.41.280 is a criminal offense.

    The superintendent is directed to see that all school facilities post “Gun-Free Zone” signs, and that all violations of this policy and RCW 9.41.280 are reported annually to the superintendent of Public Instruction.

    Dangerous Weapons

    The term “dangerous weapons” under state law includes:

    • Any firearm;
    • Any device commonly known as “nun-chu-ka sticks,” consisting of two or more length of wood, metal, plastic, or similar substance connected with wire, rope, or other means;
    • Any device, commonly known as “throwing stars,” which are multi-pointed, metal objects designed to embed upon impact from any aspect;
    • Any air gun, including any air pistol or air rifle, designed to propel a BB, pellet, or other projectile by the discharge of compressed air, carbon dioxide, or other gas;
    • Any portable device manufactured to function as a weapon and which is commonly known as a stun gun, including a projectile stun gun which projects wired probes that are attached to the device that emit an electrical charge designed to administer to a person or an animal an electric shock, charge, or impulse;
    • Any device, object, or instrument which is used or intended to be used as a weapon with the intent to injure a person by an electric shock, charge, or impulse; 
    • The following instruments:
      • Any dirk or dagger; 
      • Any knife with a blade longer than three inches; 
      • Any knife with a blade which is automatically released by a spring mechanism or other mechanical device; 
      • Any knife having a blade which opens, or falls or is ejected into position by the force of gravity, or by outward, downward, or centrifugal thrust or movement; and
      • Any razor with an unguarded blade; 
    • Any sling shot, sandbag, or sand club;
    • Metal knuckles;
    • A sling shot;
    • Any metal pipe or bar used or intended to be used as a club;
    • Any explosive;
    • Any weapon containing poisonous or injurious gas;
    • Any implement or instrument which has the capacity to inflict death and from the manner in which it is used, is likely to produce or may easily and readily produce death.

     

     

    In addition, the District considers the following weapons in violation of this policy:

    • Any knife or razor not listed above, except for instruments authorized or provided for specific school activities;
    • Any object other than those listed above which is used in a manner to intimidate, threaten, or injure another person and is capable of easily and readily producing such injury.

    Reporting Dangerous Weapons

    An appropriate school authority will promptly notify the student’s parents or guardians and the appropriate law enforcement agency of known or suspected violations of this policy. Students who violate this policy will be subject to discipline. Students who have possessed a firearm on any school premises, school-provided transportation, or school-sponsored activities at any facility shall be expelled for not less than one year pursuant to RCW 28A.600.420. The superintendent may modify the one-year expulsion for a firearm on a case-by-case basis.

    The district may also suspend or expel a student for up to one year if the student acts with malice (as defined under RCW 9A.04.110) and displays a device that appears to be a firearm.

    No expulsion under RCW 28A.600.420 prevents the district from continuing to provide educational services in an alternative educational setting in compliance with RCW 28A.600.015. Any alternative setting should be comparable, equitable, and appropriate to the regular education services a student would have received without the exclusionary discipline.  Example alternative settings include one-on-one tutoring and online learning.

     

    Exceptions to State Law and this Policy

    The following persons may carry firearms into school buildings, as necessary, although students engaged in these activities are restricted to the possession of rifles on school premises:

    A.   Persons engaged in military, law enforcement, or school district security activities;

    B.   Persons involved in a school authorized convention, showing, demonstration, lecture or firearm safety course;

    C.   Persons competing in school authorized firearm or air gun competitions; and

    D.   Any federal, state or local law enforcement officer.

    The following persons over eighteen years of age and not enrolled as students may have firearms in their possession on school property outside of school buildings:

    A.   Persons with concealed weapons permits issued pursuant to RCW 9.41.070 who are picking up or dropping off students; and

    B.   Persons conducting legitimate business at the school and in lawful possession of a firearm or dangerous weapon if the weapon is secured within an attended vehicle, is unloaded and secured in a vehicle, or is concealed from view in a locked, unattended vehicle.

    Persons may bring dangerous weapons, other than firearms, onto school premises if the weapons are lawfully within the person's possession and are to be used in a school-authorized martial arts class.

    Personal Protection Spray

    Persons over eighteen years of age and persons between fourteen and eighteen years of age with written parental or guardian permission may possess personal protection spray devices on school property. No one under eighteen years of age may deliver such devices, nor may anyone eighteen years or older deliver a spray device to anyone under fourteen or to anyone between fourteen and eighteen who does not have parental permission.

    Personal protection spray devices may not be used other than in self-defense as defined by state law. Possession, transmission or use of personal protection spray devices under any other circumstances is a violation of district policy. 

    Cross References: 

    • 3240 - Student Conduct Expectations and Reasonable Sanctions
    • 3241 - Classroom Management, Discipline and Corrective Action
    • 4260 - Use of School Facilities

    Legal References: 

    • RCW 9A.16.020 Use of force - when lawful
    • RCW 9.41.250 Dangerous weapons—Penalty
    • RCW 9.41.280 Dangerous weapons on facilities—Penalty — Exceptions
    • RCW 9.91.160 Personal protection spray devices
    • RCW 9.94A.825 Deadly weapon special verdict—definition
    • RCW 28A.600.420 Firearms on school premises, transportation, or facilities — Penalty — Exemptions

    Management Resources: 

    • 2016 - July Issue Policy News
    • August 2006 Weapons on School Premises Policy News
    • August 1998 State Encourages Modification of Weapons Policy News

    • October 1997 Legislature also addresses “look-alike” firearms


       
  • The board of directors recognizes that to protect students from exposure to the addictive substance of nicotine, employees and officers of the school district, and all members of the community, have an obligation as role models to refrain from tobacco use on school property at all times. Tobacco includes, but is not limited to cigarettes, cigars, snuff, smoking tobacco, smokeless tobacco, nicotine, nicotine delivering devices, electronic smoking/vapor devices, “vapor pens”, non-prescribed inhalers, chemicals or devices that produce the same flavor or physical effect of nicotine substances and any other tobacco innovation.
    Any use of such products by staff, students, visitors and community members will be prohibited on school district property. Possession or distribution of tobacco products by minors is prohibited. This will include all district buildings, grounds and district-owned vehicles.
    The use of Federal Drug Administration (FDA) approved nicotine replacement therapy is permitted. However, students must have a physician’s prescription for the FDA approved nicotine replacement therapy and must follow applicable policies regarding use of medication by students.

    Notices advising students, district employees and community members of this policy will be posted in appropriate locations in all district buildings and at other district facilities as determined by the superintendent and will be included in the employee and student handbooks. Employees and students are subject to discipline for violations of this policy, and school district employees are responsible for the enforcement of the policy.

    Cross References:
    Legal References:
    Board Policy 3200

    Board Policy 3241
    Board Policy 5280
    RCW 28A.210.310
    RCW 70.155.080


    Student Rights and Responsibilities Classroom Management, Corrective Actions or Punishments Termination of Employment
    Prohibition on use of tobacco products on school property Purchasing, obtaining or possessing tobacco by persons under 18 — Civil infraction — Jurisdiction
    Adoption Date: 06.12.95 
    Revised: 06.12; 08.15 Essential

    PATERSON SCHOOL DISTRICT NO. 50
    P.O. Box 189  Paterson, WA 99345  Phone (509)875-2601  Fax (509) 875-2067

  • The board recognizes the importance of:

    • maximizing the use of district resources;
    • the need for sound business practices in spending public money;
    • the requirement of complying with state and federal laws governing purchasing and public works;
    • the importance of standardized purchasing regulations; and
    • the need for clear documentation.

    I. Procurement and Public Works Using State Funds
    A. Furniture, Supplies, or Equipment 

    Whenever the estimated cost of furniture, supplies or equipment (except books) will cost:

    • less than $40,000, no competitive bidding process is required to make the purchase;
    • between $40,000 and $75,000, the board will follow the informal competitive bidding process by requiring quotes from at least three different sources to be obtained in writing or by telephone and recorded for the public to review;
    • over $75,000, the board will follow the formal competitive bidding process by:
       
      1. ​preparing clear and definite plans and specifications for such purchases;
         
      2. providing notice of the call for formal bids by publication in at least one newspaper of general circulation in the district at least once each week for two consecutive weeks;
      3. ensuring that the district takes steps to assure that when possible, the district will use small and minority businesses, women’s business enterprises and labor surplus firms;
         
      4. providing the clear and definite plans and specifications to those interested in submitting a bid;
         
      5. requiring that bids be in writing;
         
      6. opening and reading bids in public on the date and in the place named in the notice; and
         
      7. filing all bids for public inspection after opening.

    B. Exemptions

    The board may waive bid requirements for purchases:

    • clearly and legitimately limited to a single source of supply;
    • involving special facilities or market conditions;
    • in the event of an emergency;
    • of insurance or bonds; and
    • involving public works in the event of an emergency.

    "Emergency" means unforeseen circumstances beyond the district's control that present a real, immediate threat to the proper performance of essential functions or will likely result in material loss or damage to property, bodily injury, or loss of life if immediate action is not taken.

    Whenever the board waives bid requirements, the board will issue a document explaining the factual basis for the exception and record the contract for open public inspection.

    C. Rejection of Bids 

    The board may by resolution reject any and all bids and make further calls for bids in the same manner as the original call.

    D. Interlocal Cooperation Act

    The board reserves the right to enter into inter-local cooperative agreements for purchases and public works with other governmental agencies pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW.

    E. Crimes Against Children 
    The board will include in any contract for services with an entity or individual other than an employee of the district a provision requiring the contractor to prohibit any employee of the contractor from working at a public school who has contact with children at a public school during the course of his or her employment and who has pled guilty to or been convicted of any felony crime specified under RCW 28A.400.322. The contract shall also contain a provision that any failure to comply with this section shall be grounds for the district immediately terminating the contract. 

    The superintendent will establish bidding and contract awarding procedures for all purchases of furniture, equipment, supplies (except books), or public works projects consistent with state law.

    F. Use of State Funds for Improvements or Repairs

    The board may make improvements or repairs to district property through a district department without following the competitive bidding process if the total cost of improvements or repairs does not exceed $75,000. If the board estimates that the total cost of a building, improvement, repair, or other public works project is $100,000 or more, the board will follow the formal competitive bidding process outlined above, unless the contract is let using the small works roster process authorized by RCW 39.04.155 or under any other procedure authorized for school districts. There are no statutory bidding requirements for public works projects involving improvements or repairs that are within the $75,000 to $100,000 range. For projects in this range, the district may consider: using its small works roster process, under RCW 39.04.155; using an inter-local agreement or contract with a vendor of the district’s choice, without any competitive process, under RCW 28A.335.190; or choosing to require quotes for the work to make the process more competitive.

    II. Procurement Using Federal Funds

    A. Goods

    When the district uses federal funds for procurement of goods (furniture, supplies, equipment, and textbooks):

    • Purchases of $10,000 or less do not require quotes. However, the district must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.
    • Purchases between $10,000 and $75,000 must be procured using price or rate quotations from three or more qualified sources.
    • Purchases of $75,000 or more must be publicly solicited using sealed bids or requests for proposals.

    B. Services 

    When the district uses federal funds for procurement of services:

    • Purchases of $10,000 or less do not require quotes. However, the district must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.
    • Purchases between $10,000 and $250,000 must be procured using price or rate quotations from a reasonable number of qualified sources.
    • Purchases of $250,000 or more must be publicly solicited using sealed bids or requests for proposals.

    C. Noncompetitive Procurement

    Noncompetitive procurement may be used only when one of the following four circumstances applies:  

    • ​The item is only available from a single source;
    • The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
    • The awarding agency (e.g., OSPI) authorizes noncompetitive procurement in response to a written request from the district; or
    • After solicitation of a number of sources, competition is determined inadequate.

    The district must maintain documentation supporting the applicable circumstance for noncompetitive procurement.

    D. Suspension and Debarment

    Before entering into federally funded vendor contracts for goods and services that equal or exceed $25,000 and any subcontract award, the district will ensure the vendor is not suspended or debarred from participating in federal assistance programs. 

    E. Conflict of Interest

    No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by federal funds if he or she has a real or apparent conflict of interest. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of the parties indicated herein has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

    No employee, officer, or agent of the district may solicit or accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Violation of these standards may result in disciplinary action including, but not limited to, suspension, dismissal, or removal. 

    III. Procedures

    The superintendent or designee will establish bidding and contract awarding procedures consistent with state and federal law. 

    Legal References:

    • RCW 28A.335.190 Advertising for bids — Competitive bid procedures — Purchases from inmate work programs — Telephone or written quotation solicitation, limitations — Emergencies
    • RCW 28A.400.330 Crimes against children — Contractor employees — Termination of contract
    • RCW 39.04.155 Small works roster contract procedures — Limited public works process Definition
    • RCW 39.04.280 Competitive bidding requirements — Exemptions
    • RCW 39.26.160 Bid Awards - Considerations - Requirements and criteria to be set forth - Negotiations - Use of enterprise vendor registrations and bid notification system
    • RCW 39.30.060 Bids on public works — Identification, substitution of contractors
    • Chapter. 39.34 RCW Interlocal Cooperation Act
    • 2 CFR Part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
    • 2 CFR 200.67 Micro-purchase
    • 2 CFR 200.88 Simplified Acquisition Threshold
    • 2 CFR 200.318 – General Procurement Standards
    • 2 CFR 200.320 Methods of Procurement to be Followed
    • 2 CFR 3485 Nonprocurement Debarment and Suspension

     

    Management Resources:

    • 2019 – January Policy Alert
    • 2018 - August Issue
    • 2017 - July Issue
    • 2016 - March Issue
    • 2015 - October Policy Issue
    • 2015 - June Policy Issue
    • 2013 - June Issue
    • 2012 - April Issue
    • 2011 - February Issue
    • October 2005 Competitive Bid Process Changes
    • June 2001 Legislation Further Simplifies Bid Compliance
  • The board recognizes the importance of:

    • maximizing the use of district resources;
    • the need for sound business practices in spending public money;
    • the requirement of complying with state and federal laws governing purchasing and public works;
    • the importance of standardized purchasing regulations; and
    • the need for clear documentation.

    I. Procurement and Public Works Using State Funds
    A. Furniture, Supplies, or Equipment 

    Whenever the estimated cost of furniture, supplies or equipment (except books) will cost:

    • less than $40,000, no competitive bidding process is required to make the purchase;
    • between $40,000 and $75,000, the board will follow the informal competitive bidding process by requiring quotes from at least three different sources to be obtained in writing or by telephone and recorded for the public to review;
    • over $75,000, the board will follow the formal competitive bidding process by:
       
      1. ​preparing clear and definite plans and specifications for such purchases;
         
      2. providing notice of the call for formal bids by publication in at least one newspaper of general circulation in the district at least once each week for two consecutive weeks;
      3. ensuring that the district takes steps to assure that when possible, the district will use small and minority businesses, women’s business enterprises and labor surplus firms;
         
      4. providing the clear and definite plans and specifications to those interested in submitting a bid;
         
      5. requiring that bids be in writing;
         
      6. opening and reading bids in public on the date and in the place named in the notice; and
         
      7. filing all bids for public inspection after opening.

    B. Exemptions

    The board may waive bid requirements for purchases:

    • clearly and legitimately limited to a single source of supply;
    • involving special facilities or market conditions;
    • in the event of an emergency;
    • of insurance or bonds; and
    • involving public works in the event of an emergency.

    "Emergency" means unforeseen circumstances beyond the district's control that present a real, immediate threat to the proper performance of essential functions or will likely result in material loss or damage to property, bodily injury, or loss of life if immediate action is not taken.

    Whenever the board waives bid requirements, the board will issue a document explaining the factual basis for the exception and record the contract for open public inspection.

    C. Rejection of Bids 

    The board may by resolution reject any and all bids and make further calls for bids in the same manner as the original call.

    D. Interlocal Cooperation Act

    The board reserves the right to enter into inter-local cooperative agreements for purchases and public works with other governmental agencies pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW.

    E. Crimes Against Children 
    The board will include in any contract for services with an entity or individual other than an employee of the district a provision requiring the contractor to prohibit any employee of the contractor from working at a public school who has contact with children at a public school during the course of his or her employment and who has pled guilty to or been convicted of any felony crime specified under RCW 28A.400.322. The contract shall also contain a provision that any failure to comply with this section shall be grounds for the district immediately terminating the contract. 

    The superintendent will establish bidding and contract awarding procedures for all purchases of furniture, equipment, supplies (except books), or public works projects consistent with state law.

    F. Use of State Funds for Improvements or Repairs

    The board may make improvements or repairs to district property through a district department without following the competitive bidding process if the total cost of improvements or repairs does not exceed $75,000. If the board estimates that the total cost of a building, improvement, repair, or other public works project is $100,000 or more, the board will follow the formal competitive bidding process outlined above, unless the contract is let using the small works roster process authorized by RCW 39.04.155 or under any other procedure authorized for school districts. There are no statutory bidding requirements for public works projects involving improvements or repairs that are within the $75,000 to $100,000 range. For projects in this range, the district may consider: using its small works roster process, under RCW 39.04.155; using an inter-local agreement or contract with a vendor of the district’s choice, without any competitive process, under RCW 28A.335.190; or choosing to require quotes for the work to make the process more competitive.

    II. Procurement Using Federal Funds

    A. Goods

    When the district uses federal funds for procurement of goods (furniture, supplies, equipment, and textbooks):

    • Purchases of $10,000 or less do not require quotes. However, the district must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.
    • Purchases between $10,000 and $75,000 must be procured using price or rate quotations from three or more qualified sources.
    • Purchases of $75,000 or more must be publicly solicited using sealed bids or requests for proposals.

    B. Services 

    When the district uses federal funds for procurement of services:

    • Purchases of $10,000 or less do not require quotes. However, the district must consider price to be reasonable, and, to the extent practical, distribute purchases equitably among suppliers.
    • Purchases between $10,000 and $250,000 must be procured using price or rate quotations from a reasonable number of qualified sources.
    • Purchases of $250,000 or more must be publicly solicited using sealed bids or requests for proposals.

    C. Noncompetitive Procurement

    Noncompetitive procurement may be used only when one of the following four circumstances applies:  

    • ​The item is only available from a single source;
    • The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
    • The awarding agency (e.g., OSPI) authorizes noncompetitive procurement in response to a written request from the district; or
    • After solicitation of a number of sources, competition is determined inadequate.

    The district must maintain documentation supporting the applicable circumstance for noncompetitive procurement.

    D. Suspension and Debarment

    Before entering into federally funded vendor contracts for goods and services that equal or exceed $25,000 and any subcontract award, the district will ensure the vendor is not suspended or debarred from participating in federal assistance programs. 

    E. Conflict of Interest

    No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by federal funds if he or she has a real or apparent conflict of interest. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of the parties indicated herein has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

    No employee, officer, or agent of the district may solicit or accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. Violation of these standards may result in disciplinary action including, but not limited to, suspension, dismissal, or removal. 

    III. Procedures

    The superintendent or designee will establish bidding and contract awarding procedures consistent with state and federal law. 

    Legal References:

    • RCW 28A.335.190 Advertising for bids — Competitive bid procedures — Purchases from inmate work programs — Telephone or written quotation solicitation, limitations — Emergencies
    • RCW 28A.400.330 Crimes against children — Contractor employees — Termination of contract
    • RCW 39.04.155 Small works roster contract procedures — Limited public works process Definition
    • RCW 39.04.280 Competitive bidding requirements — Exemptions
    • RCW 39.26.160 Bid Awards - Considerations - Requirements and criteria to be set forth - Negotiations - Use of enterprise vendor registrations and bid notification system
    • RCW 39.30.060 Bids on public works — Identification, substitution of contractors
    • Chapter. 39.34 RCW Interlocal Cooperation Act
    • 2 CFR Part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
    • 2 CFR 200.67 Micro-purchase
    • 2 CFR 200.88 Simplified Acquisition Threshold
    • 2 CFR 200.318 – General Procurement Standards
    • 2 CFR 200.320 Methods of Procurement to be Followed
    • 2 CFR 3485 Nonprocurement Debarment and Suspension

     

    Management Resources:

    • 2019 – January Policy Alert
    • 2018 - August Issue
    • 2017 - July Issue
    • 2016 - March Issue
    • 2015 - October Policy Issue
    • 2015 - June Policy Issue
    • 2013 - June Issue
    • 2012 - April Issue
    • 2011 - February Issue
    • October 2005 Competitive Bid Process Changes
    • June 2001 Legislation Further Simplifies Bid Compliance