Model Procurement - Jefferson County Public Schools

Procurement Regulations
Article I
General Provisions . . . . . . . . . . . . . . . . . 1
1.0 Title . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1.1 Purposes, Rules of Construction . . . . . . . 1
1.1.1 Liberal Construction . . . . . . . . . . . . . . . . . 1
1.1.2 Purposes and Policies . . . . . . . . . . . . . . . . 1
1.1.3 Singular-Plural and Gender Rules . . . . . . 1
1.2 Application of these Regulations . . . . . . . 1
1.3 Severability . . . . . . . . . . . . . . . . . . . . . . . . 1
1.4 Determinations and Findings . . . . . . . . . . 1
1.5 Definitions . . . . . . . . . . . . . . . . . . . . . . . . 1
1.6 Applicable Provisions of
KRS Chapter 45A . . . . . . . . . . . . . . . . . . . 5
Article II
Procurement Organization . . . . . . . . . . 6
2.1 Scope of Superintendentʼs Authority . . . . 6
2.2 Specific Powers of the Board . . . . . . . . . . 6
2.2.1 Acquire Land . . . . . . . . . . . . . . . . . . . . . . 6
2.2.2 Convey Easements . . . . . . . . . . . . . . . . . . 6
2.2.3 Enter into Contracts . . . . . . . . . . . . . . . . . 6
2.2.4 Purchasing Methods . . . . . . . . . . . . . . . . 6
2.2.5 Grants and Contracts with Other
Governments or Entities . . . . . . . . . . . . . . 6
2.2.6 Acceptance of Grants, Gifts and
Like Items . . . . . . . . . . . . . . . . . . . . . . . . 6
2.2.7 Intergovernmental Body Property
Transfers; Disposal of Property . . . . . . . . 6
2.2.8 Economical Operation of Procurement . . 6
2.2.9 Common Item Procurement . . . . . . . . . . . 6
2.2.10 Submission of Bids and Terms and
Conditions . . . . . . . . . . . . . . . . . . . . . . . . 6
2.2.11 Testing and Inspection . . . . . . . . . . . . . . . 6
Contents
2.2.12 Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.3 Issuance and Amendment of
Procurement Regulations . . . . . . . . . . . . . 7
Article III
Source Selection and Contract
Formation . . . . . . . . . . . . . . . . . . . . . . . . 8
3.1 Scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3.2 Competitive Sealed Bidding . . . . . . . . . . . 8
3.3 The Invitation for Bids . . . . . . . . . . . . . . . 8
3.4 Bidding Time . . . . . . . . . . . . . . . . . . . . . . 8
3.5 Bidder Submissions . . . . . . . . . . . . . . . . . 8
3.6 Public Notice . . . . . . . . . . . . . . . . . . . . . . 9
3.7 Bidder Mailing Lists . . . . . . . . . . . . . . . . . 9
3.8 Pre-Bid Conferences . . . . . . . . . . . . . . . . 10
3.9 Amendments to Invitations for Bids . . . . 10
3.10 Modification or Withdrawal of Bids
Prior to Bid Opening . . . . . . . . . . . . . . . 10
3.11 Late Bids, Late Withdrawals and Late
Modifications . . . . . . . . . . . . . . . . . . . . . 10
3.12 Receipt, Opening and Recording
of Bids . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.13 Responsiveness of Bids . . . . . . . . . . . . . . 11
3.14 Mistakes in Bids . . . . . . . . . . . . . . . . . . . 11
3.15 Bid Evaluation and Award . . . . . . . . . . . 12
3.16 Tie Bids . . . . . . . . . . . . . . . . . . . . . . . . . 12
3.17 Documentation of Award . . . . . . . . . . . . 12
3.18 Publicizing Awards . . . . . . . . . . . . . . . . 12
3.19 Competitive Negotiation Procedure . . . . 12
3.20 Procedure for Phase One of the
Competitive Negotiation . . . . . . . . . . . . . 13
3.21 Mistakes During Competitive Negotiation
Procedure . . . . . . . . . . . . . . . . . . . . . . . . 14
II