4:60 - Purchases and Contracts

Policy 4:60

Business and Non-Instructional Operations

Purchases and Contracts

The Superintendent shall manage the District’s purchases and contracts in accordance with State law, the standards set forth in this policy, and other applicable Board of Education policies.

Standards for Purchasing and Contracting

The Superintendent shall develop procedures that will allow the purchase of good quality products and services at the lowest cost, with consideration for service, quality, and delivery promptness, and in compliance with State law.

Adoption of the annual budget authorizes the Superintendent or a designee to purchase budgeted supplies, equipment, and services, provided that State law is followed. (No purchase or contract shall be made or entered into as a result of favoritism, extravagance, fraud, or corruption.)

When presenting a contract or purchase for Board approval, the Superintendent or designee shall ensure that it complies with applicable State law, including but not limited to, those specified below:

  1. Supplies, materials, or work involving an expenditure in excess of $25,000 must comply with the State law bidding procedure, 105 ILCS 5/10-20.21, unless specifically exempted.
  2. Guaranteed energy savings must comply with 105 ILCS 5/19b-1 et Seq.
  3. Third party non-instructional services must comply with 105 ILCS 5/10-22.34c.
  4. Goods and services that are intended to generate revenue and other remunerations for the District in excess of $1,000, including without limitation vending machine contracts, sports and other attire, class rings, and photographic services, must comply with 105 ILCS 5/10-20.21. The Superintendent or designee shall keep a record of: (1) each vendor, product, or service provided, (2) the actual net revenue and non-monetary remuneration from each contract or agreement, and (3) how the revenue was used and to whom the non-monetary remuneration was distributed. The Superintendent or designee shall report this information to the Board of Education by completing the necessary forms that must be attached to the District’s annual budget.
  5. The purchase of paper products must comply with 105 ILCS 5/10-29.19c and Board policy 4:70, Energy Conservation.

The Superintendent or designee shall manage the execution of District contracts, including: (1) complying with requirements concerning listing certain expenditures in the Annual Statement of Affairs, (2) listing on the District's website all contracts in excess of $25,000 and any contracts with an exclusive bargaining representative, and (3) monitoring the discharge of contracts, contractors' performances, and the quality and value of services or products being provided.

Specifications For Goods and Services

The Superintendent or Superintendent's designee shall be responsible for product specifications. Said specifications shall be written in a manner that will minimize vendor misinterpretation and yet be in the vernacular of the trade.

Specifications will be sufficiently broad to permit competition while retaining the desired level of quality, and evaluation will include the following criteria:

  1. Quality of product
  2. Suitability of product
  3. Price
  4. Conformance with specification
  5. Convenience of delivery
  6. General reputation of business firms
  7. Prior experience with the School District

Change Order Authorization

A Change Order Authorization form shall be included with each change order presented to the Board of Education for approval. If the Change Order exceeds $10,000 or modifies the projected completion date by 30 days or more, following Board authorization, a copy of the form shall be signed by the Board President and Board Secretary and then filed in a permanent Change Order file by the Secretary of the Board of Education.

Adopted: April 20, 1998
Revised: January 20, 2009
Revised: September 26, 2011

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