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Policy Manual

6320 - Procurement

Responsibilities

The Superintendent shall be responsible for the procurement of supplies, materials, equipment, and services paid for from Board funds.

Superintendent/Designee Authority

The Superintendent is authorized to approve and execute contracts on behalf of the District involving expenditure of public funds in an amount no greater than the amount established for purchase in F.A.C. 6A-1.012(7), so long as the obligation created does not exceed the applicable appropriation within the District budget and the contract is otherwise in compliance with the applicable District procedures, rules, and law.

The Board has also delegated limited procurement authority to department heads and school principals, as set forth below.

  A. Authority is vested in the site administrator of each department to contract for goods and services in an amount not to exceed $5,000.

 

  B. Authority is vested in the principal of each school to contract for goods and services in an amount not to exceed $5,000. Principals may also approve purchases of commodities which are to be paid from the internal funds of the school when the total amount of each purchase does not exceed $10,000.

 

  C. Authority is vested in the Superintendent to approve consultant agreements between $5,000 and $10,000. However, when the contract amount will exceed $10,000 for any one fiscal year utilizing budgeted funds, the consultant agreement must be approved by the Board prior to services being provided.

 

Board Approval

The Board shall approve and execute all contracts on behalf of the District involving expenditure of public funds in an amount greater than the amount established for purchase in F.A.C. 6A-1.012(7).

Purchase Order

Each purchase shall be based upon a request originating from the principal or department head where the product is used, except in extreme emergencies, when the Superintendent may grant permission for such purchases. Each emergency purchase shall be followed immediately with a purchase order. Each request, or agreement/contract, shall be properly financed, budgeted, and encumbered prior to the issuing of a purchase order. The payment of an unauthorized purchase shall be the sole responsibility of the person placing the order.

Personal Purchases and Commercial Services

No employee or school official of the Board shall be permitted to use bid prices or school prices or receive any preferential treatment in the making of personal purchases unless approved by the Superintendent.

Bidding

It is the policy of the Board that the Superintendent shall be responsible for estimating needs for items in common use and making quantity purchases. All items, or groups of related items that cost in excess of the amount defined in F.A.C. 6A-1.012(6) shall be purchased based on competitive solicitations, except as otherwise authorized by Florida statutes and/or Florida Administrative Code.

The Board shall give consideration to prices established by the State of Florida Department of Management Services, Division of Purchasing through its contracts and negotiated agreement price schedules. The Board shall also give consideration to prices established by cooperative agreements, educational consortiums, and other governmental agencies. The Board is not required to request bids for purchases made from Federal General Services Administration contracts.

The Superintendent is authorized to issue purchase orders in accordance with bids awarded pertaining to the above, without further action of the Board, so long as the obligation created does not exceed the applicable appropriation within the District budget.

Bid Protest

  A. A bidder who wishes to file a bid protest must file such notice and follow procedures prescribed by F.S. 120.57(3) for resolution. For bids solicited by the procurement department, the notice must be filed with the General Manager of Procurement.

 

  B. Any person who files an action protesting a decision or intended decision pertaining to a bid pursuant to F.S. 120.57(3)(b) shall post, at the time of filing the formal written protest, a bond payable to the Board in an amount of five percent of the lowest accepted bid for all other projects, conditioned upon payment of all costs and fees which may be adjudged against the protestor in the administrative hearing. If at the hearing the Board prevails, it shall recover all costs excluding attorney's fees from the protestor; if the protestor prevails, the protestor shall recover from the Board all costs excluding attorney's fees.

 

  C. Failure to file a notice of intent to protest, or failure to file a formal written protest within the time prescribed in F.S. 120.57(3), shall constitute a waiver of proceedings under F.S. Chapter 120.

 

Cone of Silence

Any Board member, the Superintendent, Evaluation Committee Member, or any Board employee is prohibited from having any communications concerning a solicitation for a competitive procurement after the Procurement Department releases the solicitation to the general public. This "cone of silence" shall go into effect and shall remain in effect from the time of release of the solicitation until the contract is awarded by the Board. All communications regarding this solicitation shall be directed to the Procurement Department.

Debarment

Pursuant to the relevant Florida statutes and similar to F.S. 287.042(1)(b), the Board shall have authority to debar a person/company for cause from consideration or award of future contracts. The debarment shall be for a period commensurate with the seriousness of the causes generally not to exceed three years.

F.S. 1001.43, 1010.04, 1013.45
F.A.C. 6A-1.012, 6A-2.0010

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