Purchasing and Public Works: Bids and Contracts - 7321

Mukilteo School District
Financial Management - Series 7000
Purchasing and Public Works: Bids and Contracts - 7321

Whenever in the opinion of the Board the cost of any furniture, supplies, equipment, building, improvements, or other work or purchases except books will equal or exceed the limits specified below, formal bids will be called for by issuing public notice placed in at least one newspaper of general circulation within the District once each week for two consecutive weeks. Complete plans and specifications will be prepared and made available to all vendors interested in submitting a bid. For purposes of this policy, a lease-purchase agreement, whereby the District may own the property at the end of a lease term, will be subject to the same conditions as an outright purchase.

Every purchase of supplies, equipment or furniture except books and electronic data processing and telecommunications systems that is estimated to be greater than $40,000 but less than $75,000, will be on a competitive basis. The Superintendent will establish a written procedure for securing telephone and/or written quotations for such purchases. The procedure will require quotations from at least three different sources to be obtained in writing or by telephone, and recorded for public perusal. Whenever the estimated cost is in excess of $75,000, the public bidding process provided above will be followed.

Every building, improvement, repair or other public works project, the cost of which is in excess of $100,000 will be on a competitive bid process, provided that the Board without giving such notice may make improvements or repairs to the property of the District shop and repair department of such District when the total of such improvements or repairs does not exceed the sum of $75,000.

Whenever the estimated cost of a public works project is $100,000 or more, the public bidding process provided above will be followed unless the contract is let using the small works roster process in RCW 39.04.155 or under any other procedure authorized for school districts. Public works projects may also be executed using the Alternative Public Works contracting procedures per RCW 39.10 including, but not limited to, General Contractor/Construction Manager (GC/CM), Design-Build, and Job Order Contracting. One or more school districts may authorize an educational service district to establish and operate a small works roster for the School District under the provisions of RCW 39.04.155. The District is authorized to enter into an energy savings performance-based contract to procure water conservation services, solid waste reduction services, or energy equipment and services in accordance with RCW 39.35A. If the District chooses to enter into an energy savings performance-based contract in accordance with the procedures outlined in RCW 39.35A, no otherwise applicable statutory procurement requirement applies.

The contract for the work or purchase will be awarded to the lowest responsible bidder as defined in RCW 39.04.350 and RCW 39.26.160 but the Board may by resolution reject any and all bids and make further calls for bids in the same manner as the original call. On any work or purchase the Board will provide bidding information to any qualified bidder or the bidder's agent, requesting it in person.

Bid procedures may be waived by resolution of the Board in the event of any emergency, when the public interest or District property would suffer material injury or damage by delay. The Board reserves the right to purchase through an inter-local cooperative agreement with another governmental agency provided such agency has complied with the bidding requirements that are applicable to the agency.

Competitive bidding requirements may be waived in accordance with RCW 39.04.280 and procedures established by the Superintendent or designee.

The Board will include in each contract a proviso requiring the contractor to prohibit any of its employees who has ever been convicted of or pled guilty to any of the child-related felonies from working where they would have contact with public school children. The contract will also provide that failure to comply with this requirement is grounds for immediate termination of the contract.


Legal References:

RCW 28A.400.330 Crimes against children — Contractor employees — Termination of contract
RCW 28A.335.190 Advertising for bids--Bid procedure--Telephone solicitation, limitations--Emergencies
RCW 39.04 Public Works
RCW 39.04 Alternative Public Works Contracting Procedures
RCW 39.26.160 Bid awards—Considerations—Requirements and criteria to be set forth—Negotiations—Use of enterprise vendor registration and bid notification system
RCW 39.35A Performance-based contracts for water conservation, solid waste reduction, and energy equipment

 

Adoption Date: January 12, 1998
Revised: April 9, 2001
Revised: February 11, 2002
Revised: July 25, 2005
Revised: November 8, 2010
Revised: June 27, 2017
Revised: March 11, 2019
Revised: February 24, 2020