ETHICS:
Step 2 requires the staff to determine the characteristics and details expected from the purchase. Purchase specifications are the detailed description of the measurable characteristics desired in an item to be purchased, such as quality, size, weight, performance parameters, safety requirements, etc. whereas product specification is a written statement of an item's required characteristics documented in a manner that facilitate its procurement or production and acceptance.
CRITICAL: Please make sure you have all critical purchasing specifications identified up front and documented in this part of the planning stages for your purchase. Failure to identify and document your purchase specifications at this point in the process, to a substantive level, can lead to improper purchasing processes and decisions. The key is to do research, understand your needs, and base your specifications upon a clear and decisive needs analysis.
The purchasing specifications you identify will be the foundation for Step 3: Solicit Bids, Quotes, and Other Information from Vendors, Step 4: Vendor Selection, and Step 5: Process the Order with Vendor. Purchasing specifications usually include 1) characteristics of the product/service you are seeking to buy, and 2) minimum requirements related to the vendor's capacity to serve your needs as both a responsive and responsible bidder.
Specification Worksheet: When making a purchase of $1,000+, the school/program should consider using the Bid Specification Development Worksheet or a similar tool. This will help to develop the specifications for the purchase.
Vendor/Contractor - Responsive & Responsible:
District, school, and program personnel have a fiduciary duty to taxpayers and public patrons to select the vendor/contractor which is the best value when considering bids, quotes, and RFPs. When obtaining bids/quotes, personnel should ensure the bids/quotes being considered are from responsive and responsible vendors/contractors. The vendor/contractor selected must be both the most responsive and most responsible option. Not only is cost a consideration, but also timeliness, reliability, compliance, and other factors are used to determine the best value. “Best Value” is always defined and evaluated per the specifications determined in the planning phase of the purchasing process. If there are specific experience, specialized skills, or other factors which a vendor must possess, this must be identified up front as part of the specifications. The specifications are the primary factors that will be used in Step 4: Vendor Selection.
Responsible Bidder: A bidder who has the capability in all respects to perform fully all requirements with integrity and reliability to assure good faith performance.
Responsive Bidder: A bidder who has submitted a proposal response which conforms in all respects to the purchase specifications.
*Bid Tailoring--Avoid: Bid tailoring is the process of developing such a narrow scope of purchase specifications that it limits a competitive buying process and limits the number of vendors who can participate in an open, fair, competitive process. Bid tailoring is considered unethical and should be avoided.
Level of Processing for Purchasing Functions: Purchases over $3,000 must be processed through the district office. A purchasing authorization form or contract should be used to establish the agreed upon terms of the purchase with the vendor. Purchases under $3,000 may be processed at the school/program level. Purchasing functions include Steps 1 - 5:
Forms & Resources:
PURCHASING PROCEDURES: