ART - Purchasing Department Internal Procedures: Bidding 2002

The document is a regulation from the Pulaski County Special School District (PCSSD) Purchasing Department regarding the bidding requirements for various dollar amounts. The purpose of the regulation is to establish guidelines for competitive bidding in accordance with PCSSD Board of Education policies and Arkansas state law. The document provides definitions for terms such as PCSSD, competitive bidding, competitive sealed bidding, responsible bidder/offeror, responsive bidder/offeror, reverse auction, construction bid, and professional services. The rationale behind the regulation is to promote competition and ensure that the district obtains the best value for purchases. It states that purchases exceeding $25,000 of supplies, equipment, and/or services must be made through competitive sealed bidding procedures, unless it is determined in writing that this method is not practicable and advantageous. The PCSSD Board of Education must approve all purchases exceeding $25,000 before awarding the contract. Exceptions can be made in case of emergencies with the approval of the Superintendent. The Board of Education reserves the right to reject any and all bids. Additionally, the regulation mentions that for purchases below $25,000, bids may be solicited directly from reliable and competent individuals or entities who can provide the required items. This suggests that competitive sealed bidding may not be mandatory for purchases below the specified threshold. The regulation also outlines procedures for correcting errors in bids, disqualifying bids, and disqualifying bidders on future bids. It states that bids received after the specified time and date shall be returned unopened. Electronic bids may be accepted if adequate security measures are in place. Overall, the regulation provides guidelines for conducting competitive bidding processes in the PCSSD Purchasing Department, with specific thresholds for when competitive sealed bidding is required and when direct solicitation may be used.