FILE:  DJE

Cf:  DIA, DJED

PURCHASING

All purchasing for the school system to be paid from St. John the Baptist Parish School Board funds shall be made by the Superintendent or his/her designee in conformance with existing regulations and procedures of the School Board and the laws pertinent to state and federal agencies.  Budget allocations for specific purposes shall constitute advance Board approval for all purchases except in such cases as state law or School Board policy may require.  No debt shall be contracted in the name of the St. John the Baptist Parish School Board without action by the School Board, except those items which are provided for in the regular budget.  Purchases shall be made at the lowest possible cost to the school system consistent with the system specifications of quality and service.

Each principal shall assure that purchases by the individual school shall be made in accordance with regulations and procedures developed by the Superintendent and staff.

No employee, officer or agent of the St. John the Baptist Parish School Board shall participate in the selection, award, or administration of a contract if a conflict of interest, real or apparent, would be involved.  The St. John the Baptist Parish School Board's employees shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to subagreements.

LOCAL PURCHASING

The St. John the Baptist School Board desires to support local businesses, and they shall direct any and all persons responsible for purchasing in the school system to first prioritize local businesses when soliciting pricing for any and all goods and/or services purchased for the school system.

The School Board shall also require that any and all persons responsible for purchasing document their contacts in contact order.  With regard to purchases under $2,000, purchasers are to use local businesses if available and document unavailability if using non-local businesses.  With regard to quotes for purchases ($2,000 to $20,000), contact order is to be indicated on quote sheets.  With regards to bids for purchases ($20,000+), contact order is to be indicated on bid list sheets.

VENDORS

Vendors may set up an appointment to see the principal with written prior approval from the Superintendent.  The principal may present the information to the appropriate staff member.  If the staff member wishes to set up an appointment with the vendor to discuss products offered, he or she may do so.

FINANCING PURCHASES

The School Board may finance the purchase of equipment or other movable property to be used by the Board by entering into an installment sale, lease, or similar agreement with any lender or other person.  Such agreement shall be subject to approval of the State Bond Commission in accordance with statutory provisions.  No individual school or employee shall obligate the School Board without proper school system personnel knowledge and approval.

SCHOOL DISTRICT PURCHASING COOPERATIVE

The School Board, as a member, may participate in a school district purchasing cooperative for the purchase of services, materials, equipment, and supplies.

In accordance with solicitations, bids, or proposals put forth by the school district purchasing cooperative, the School Board may purchase services, equipment, materials, and supplies at the prices selected by the cooperative.

SOLE SOURCE PROVIDER

The School Board may award a contract for the purchase of supplies, services, or major repairs without competition when the Superintendent or designated employee has determined, in writing, that there is only one source for the supply, service, or major repair item(s) to be acquired.  Pertinent procedures for purchasing such items from a sole source shall be as outlined in the State of Louisiana Office of State Purchasing's Purchasing Rules and Regulations.

USE OF STATE CONTRACT

If equipment, materials or supplies are available from a State of Louisiana Contract, the Superintendent and/or his/her designee may approve the purchase without using one of the purchasing procedures outlined in statutory provisions, if advantageous to the School Board.  The School Board may also piggyback, or purchase materials and supplies on valid contracts of other political subdivisions.

COMPETITIVE ONLINE SOLICITATION

The School Board may use a reverse auction or competitive online solicitation process on the Internet for the purchase of equipment, supplies, and other materials in lieu of the more formal bid process when the School Board’s procurement officer determines that the electronic bidding is more advantageous and in the best interests of the School Board.

Prior to the use of a competitive online solicitation process, the School Board may require that:

1. Vendors register before opening dates and time, and as part of the registration, require that the vendors agree to any terms and conditions and other requirements of the solicitation.
   
   

2. Vendors be prequalified prior to placing bids and allow only bidders who are prequalified to submit bids.
   
   

3. The solicitation shall designate an opening date and time and the closing date and time.  The closing date and time may be fixed or remain open depending on the structure of the item being bid.
   
   

4. At the opening date and time, the School Board shall begin accepting online bids and continue accepting bids until the bidding is officially closed.  Registered bidders shall be allowed to lower the price of their bid below the lowest bid posted on the Internet until the closing date and time.
   
   

5. Bidders’ identities shall not be revealed during the bidding process; only the successively lower prices, ranks, scores, and related bid details shall be revealed.
   
   

6. All bids shall be posted electronically and updated on a real-time basis.
   
   

7. The School Board shall retain the right to cancel the solicitation if it determines that it is in the Board’s best interest.
   
   

8. The School Board shall retain its existing authority to determine the criteria that will be used as a basis for making awards.

Adequate public notice for purchases using a reverse auction or competitive online solicitation process shall be given as follows:

1. The advertisement or notice shall be published two (2) times in a newspaper in the locality, the first advertisement to appear at least fifteen (15) days before the opening date of the reverse auction.  In addition to the newspaper advertisement, the School Board may also publish an advertisement by electronic media available to the general public.
   
   

2. The first publication of the advertisement shall not occur on a Saturday, Sunday, or legal holiday.

DISADVANTAGED BUSINESS ENTERPRISE (DBE)

The St. John the Baptist Parish School Board is dedicated to serving the community, including small businesses seeking opportunity for growth. The School Board’s Disadvantaged Business Enterprise (DBE) program intends to help local and small disadvantaged businesses compete in and obtain School Board contracts.  The School Board shall assure that all DBE certified businesses who apply to be qualified to bid on School Board contracts are given equal access and assistance to successfully participate in School Board contracts regardless of race, color, national origin, gender identity, sex, age, disability, marital status, sexual orientation, religion or veteran status.

Participation in the DBE program shall be in accordance with the guidelines established by the School Board.

PURCHASE OF BAND UNIFORMS

It shall be the policy of the St. John the Baptist Parish School Board to purchase basic band uniform sets for the high and junior high schools of the school system that have bands.  Each of these schools shall be entitled to a set of uniforms equal to the number of students in the band for the preceding year plus an additional ten percent to allow for growth and sizing.  The maximum number of uniform sets purchased for any school shall be 110 (band size of 100 students).  The uniform sets shall be purchased on a ten-year revolving cycle.  Initially the School Board will pay the entire cost of the uniform sets.  In subsequent purchases, the School Board will fund only $300 per uniform set, if funds are available.  This amount shall be adjusted according to the Consumer Price Index.  Costs exceeding this limit shall be the responsibility of the school.  The school may choose to reduce the quantity of the uniform sets to affect a cost equal to or lower than the limit.

Each school shall be totally responsible for the upkeep and perpetual inventory of its uniform sets during the years between purchases.

The uniform sets shall be purchased in the following rotation order:

Ref:     La. Rev. Stat. Ann. §§33:4712.7, 38:2211, 38:2212, 38:2212.1, 38:2214, 38:2218, 38:2219, 38:2271, 39:1551, 39:1552, 39:1553, 39:1554, 39:1554.1, 39:1556, 39:1557, 39:1558, 39:1597, 39:1710

Board minutes, 9-1-94, 11-18-99, 11-6-03, 9-4-14, 5-7-15

St. John the Baptist Parish School Board