The Superintendent will develop and maintain lists of potential bidders for various types of materials, equipment, and supplies. These bid lists will be used for the distribution of specifications and invitations to bid. Any supplier may be included in the list upon written request. The Superintendent will review all bid lists annually or as needed.
The District will not purchase supplies, materials, or equipment in a single transaction costing between the federal micro-purchase threshold and the competitive bid threshold established by the state of Michigan without obtaining written quotations from a minimum of three vendors.
The District will not purchase supplies, materials, or equipment in a single transaction exceeding the then-current competitive bidding threshold unless competitive bids are obtained and approved by the Board.
The Superintendent 1s authorized to consider and recommend for Board approval membership in cooperative purchasing organizations that would benefit the District.
Cooperative purchasing also pe1iains to what is commonly referred to as "third patty bids." Third party bidding will constitute a competitive bid for purposes of this Policy.
All bid specifications will be clear, concise, and include the following: required performance, surety, bid, statutory bond info1mation, sworn statement of familial relationship, Iranian Business Relationship Affidavit, the debarment and suspension certification, compliance with preferential bid laws, financial statements, the District's right to reject any or all bids, compliance with all federal, state and local laws, ordinances and regulations, and the date, time, and place for the opening of bids.
The Board, upon recommendation of the Superintendent, reserves the following rights:
The Purchasing Office will retain all bids and supporting documentation in accordance with State of Michigan guidelines for record retention.
Pursuant to federal law with respect to the use of federal funds, the District will take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.
The District provides a 5% preference (bid discount) in the purchasing of school equipment and supplies from local vendors, providing the quality and service are commensurate with the bid requirements. Bids, or proposals when bids are not required, will be accepted from non-local vendors in order to maintain a fair market price.
In determining the qualification for a Local Purchasing Preference for purposes of this policy, vendors must:
A successful recipient of a contract and/or purchase order which has received a Local Purchasing Preference may be required to present proof of its status as a Michigan Based Business and documentation of its location within the City of Grand Rapids at any time upon request from an authorized District official. Failure to provide the requested information or failure to maintain business operations with the City of Grand Rapids for the duration of the contract will make the contract voidable at the District's discretion and will result in disqualification from future consideration of a Local Purchasing Preference for a period of two years unless excused by the Superintendent.
The District provides a preference (bid discount) in construction contracts from local vendors, providing the quality and service are commensurate with the requirements set forth by the District as to satisfy the demands of the bid or proposal. Bids, or proposals when bids are not required, will be accepted from non-local vendors in order to maintain a fair market price.
In determining the qualification for a Local Construction Contracting Preference for purposes of this policy, vendors must:
A successful recipient of a contract which has received a Local Construction Contracting Preference may be required to present proof of its status as a Michigan Based Business and documentation of its location within the City of Grand Rapids at any time upon request from an authorized District official. Failure to provide the requested info1mation or failure to maintain business operations with the City of Grand Rapids for the duration of the contract will make the contract voidable at the District's discretion and will result in disqualification from future consideration of a Local Construction Contracting Preference for a period of two years unless excused by the Superintendent or Designee. Preference will be provided on the following basis:
| LBE Subcontractor Participation | Discount Percentage |
|---|---|
| i. 1.0% - 2.5% | 1.0% |
| ii. 2.51 % - 5.0% | 1.5% |
| iii. 5.01 % - 7.5% | 2.0% |
| iv. 7.51%- 10.0% | 2.5% |
| v. 10.Ql % - 15.0% | 3.0% |
| vi. 15.01 % - 18.0% | 4.0% |
| vii. 18.01%+ | 5.0% |
Prime contractors and/or construction managers may not terminate an approved Local Vendor subcontractor working on a District construction project, and then perform the work on the terminated subcontract with its own forces or those of another subcontractor, without prior written consent by the District Executive Director of Facilities and Operations Management. If a Local Vendor subcontractor fails to complete its work on the contract for any reason, a prime contractor/construction manager must notify the District's Executive Director of Facilities and Operations Management and make good faith efforts to find another approved Local Vendor subcontractor to substitute for the original Local Vendor subcontractor. Utilizing good faith efforts, and to the extent reasonable, the prime contractor/construction manager will substitute an approved Local Vendor subcontractor to perform the same amount of work under the contract as the Local Vendor subcontractor that was terminated.
The local preference shall not be applied to purchases of goods and services made with federal funds.
An annual review of the impact of the minority, women, and local preference provisions of this policy will be undertaken by the Superintendent. The Superintendent will create administrative rules to implement this policy.
Refer also to Policy 3610: Purchasing Goods and Services, Policy 1900: Contracts and Board Member Disclosure Information, and Policy 4005: Employee Conflict of Interest - Purchases.