Model Procurement - Jefferson County Public Schools

Procurement Regulations
Article III
Source Selection And Contract Formation
3.1 Scope
The provisions of this Article III shall apply to every Board
procurement made by competitive sealed bidding, competitive
negotiation and noncompetitive negotiation.
3.2 Competitive Sealed Bidding
Competitive sealed bidding is the preferred method for the
procurement of supplies, services or construction by the
Board. All Board contracts shall be awarded by competitive
sealed bidding, unless authorized by law, or except as
provided in the following subparts of these regulations.
3.2.1 Competitive Negotiation.
3.2.2 Negotiations after Competitive Sealed Bidding when
all bids exceed available funds.
3.2.3 Noncompetitive Negotiation.
3.2.4 Small Purchases.
3.2.5 Emergency.
3.3 The Invitation for Bids
3.3.1 Use
The invitation for bids shall be used to initiate a competitive
sealed bid procurement.
3.3.2 Content
The invitation for bids shall include the following:
(a) Instructions and information to bidders concerning
the bid submission requirements, including but not
limited to the time and closing date for submission of
bids, the address of the office to which the bids are to be
delivered, the maximum time for bid acceptance by the
Board, whether the award shall be made on the basis of
the lowest bid price or the lowest evaluated bid price, the
objective measurable criteria for evaluation if the award
will be based on the lowest evaluated bid price, and any
other special information; and
(b) The contract terms and conditions, including but not
limited to purchase description, delivery or performance
schedule, inspection and acceptance requirements, and
warranty and bonding or other security requirements, as
applicable.
3.3.3 Incorporation by Reference
The invitations for bids may incorporate documents by reference,
and shall incorporate these regulations as provided
in paragraph 2.36.
3.4 Bidding Time
3.4.1 Minimum Bidding Time
Bidding time is the period of time between the date of distribution
of the invitation for bids and the date set for opening
of bids. A minimum of seven days bidding time shall
be provided, unless the contracting officer makes a written
determination and findings that there is an urgent need for
procurement that does not permit delay.
3.4.2 Setting Bidding Time
Bidding time shall be set to provide prospective bidders
with a reasonable time to prepare their bids, subject to the
minimum bidding time set forth in paragraph 3.4.1 and the
publication requirements in paragraph 3.6.2. Factors to be
considered in establishing bidding time include, but are not
limited to:
(a) Time constraints involved in meeting the Boardʼs
needs;
(b) Complexity of the procurement; and
(c) If mail is used, the time for transmission by mail to
and from prospective bidders.
3.5 Bidder Submissions
3.5.1 Bid Form
The invitation for bids shall provide a form, which may
be supplied in print and/or electronic format, which shall
include space(s) in which the bid price(s) shall be inserted
and which the bidder shall sign and submit along with all
other necessary submissions. The bid form shall also include
space(s) in which to place alternate bids if such bids
are allowed. In any event, the bid form shall provide that
the base bid must be supplied, and any alternate bid may be
supplied at a later time.
3.5.2 Bid Samples and Descriptive Literature
(a) “Descriptive Literature” means information available
in the ordinary course of business which shows the characteristics,
construction, or operation of an item which
enables the Board to consider whether the item meets
its needs.
(b) “Bid sample” means a sample furnished by a bidder
to show the characteristics of the item offered in the
bid.
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