CHESTER TOWNSHIP BOARD OF EDUCATION POLICY 3323

PURCHASES SUBJECT TO BID

It is the policy of the Board of Education that the public good be the primary consideration in determining bidding requirements. In order to do so the bidding procedures shall provide equal opportunity to each responsible vendor to furnish supplies and equipment and to keep the administration, Board, and public informed on business matters. Further, purchases shall, whenever possible, be on an aggregate basis and not be intentionally split to avoid requirements for competitive bidding.

The following policy is adopted for the guidance of the administrative staff in identifying those items for which competitive bids must be obtained to insure compliance with State statutes and to delegate the authority necessary to conduct the bidding procedures in an orderly and efficient manner.

All supplies, equipment and services procured by the district whether by purchase, contract or agreement including acquisition by sale, lease, exchange, discount, negotiation, mortgage, pledge, lien, issue or reissue or any other voluntary transaction for consideration creating an interest in property not made by contract or agreement be subject to bidding whenever the aggregate value of such purchase exceeds the state allowed limit within one fiscal year unless exempted by law.

Bid specifications shall be prepared by the Qualified Purchasing Agent who may prepare bids in the alternative. Each bid specification shall indicate the Board's right to reject all bids and to readvertise and to accept reasonable equivalents.

The Qualified Purchasing Agent is authorized to advertise for bids in accordance with statutory procedures without prior approval of the Board but shall inform the Board of this action at the meeting next following such action. Records shall be kept in sufficient detail to show that a reasonable number of qualified vendors were invited to bid.

Bids shall be opened publicly by the Qualified Purchasing Agent before one or more witnesses at a previously designated time and place. Contracts shall be awarded to the lowest responsible bidder upon resolution of the Board, unless the Board chooses to reject all bids, to readvertise, or to purchase under a State contract.

Whenever a contractor shall submit a bid for the performance of work and the contractor later claims a mistake, error or omission in preparing said bid, the contractor shall before the bids are open make known the fact, and in such case, the bid shall be returned unopened.

The Board may by resolution approved by a majority of the Board and subject to provisions of statute disqualify a bidder who would otherwise be determined to be the lowest responsible bidder. This disqualification can be based on prior negative experience with the district or with any other Board of Education or the New Jersey Economic Development Authority.

Date Adopted: January 14, 2003

Legal References: N.J.S.A. 18A:18A-1 et seq. Public Schools Contracts Law

Cross References: 3320 Purchasing procedures

3321 Purchases budgeted

3322 Purchases not budgeted

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