Procurement Policy DJC

  • 1. The Board purchases competitively when possible and seeks maximum value for every dollar spent.

    2. The Superintendent or designee is authorized to purchase on behalf of the Board of Education of Cecil County (the Board) when formal bidding procedures are not required by law, and when budget appropriations are adequate to cover such obligations.

    3. If the cost of any school building, improvement, supplies or equipment is more than twenty-five thousand dollars ($25,000), the contract shall be bid and awarded on the basis of competitive bidding as prescribed by the Annotated Code of Maryland- Education Article, Section 5-112 provided, however, that this provision shall not apply to:

    a. contracts for the purchase of books or other materials on instruction as defined in the State Department of Education Financial Reporting Manual;
    b. emergency repairs; and
    c. the Board's participation in contracts for goods or commodities that are awarded by other public agencies or by intergovernmental purchasing organizations if the lead agency for the contract follows public bidding procedures.

    4. Competitive bids or quotations are solicited when required by law or the potential savings justifies this procedure. Awards are made to the lowest responsible bidder who conforms to specifications with consideration given to:

    a. the quantities involved;
    b. the time required for delivery;
    c. the purpose for which required;
    d. the competency and responsibility of the bidder;
    e. the ability of the bidder to perform satisfactory service; and
    f. the plan for utilization of minority contractors.

    5. Opportunity shall be provided to responsible suppliers to do business with the school system, including and specifically, vendors maintaining a place of business within Cecil County. To this end the Purchasing Agent shall develop and maintain lists of potential bidders for the various types of materials, equipment, and supplies. Such bidders' lists shall be used in the development of a contact list for distribution of specifications and invitations to bid. Responsible suppliers may be included on the list upon request.

    6. Place of business may be a consideration in cases where identical bids have been submitted and a failed attempt has been made to renegotiate  a lower price between the bidders. The award will be made to the Cecil County-based bidder, the out-of-county Maryland-based bidder, the out-of-state  bidder and by lottery following the preference order.

    7. The Board reserves the right to reject any and all bids and waive informalities.


    Procurement Procedures DJC-RA