SERIES 3000: OPERATIONS, FINANCE, AND PROPERTY
3300 Facilities, Real, and Personal Property
3301A Purchasing and Procurement with Federal Funds
This Policy applies to purchases of property and services with federal funds that are subject to the Uniform Grant Guidance. All terms in this Policy have the same meanings as defined in federal regulation (2 CFR 200.1-99).
A. State Law Requirements Still Apply
Bidding requirements under Policy 3301 and Policy 3306, as applicable, remain enforceable in addition to any requirements in this Policy.
B. Procurement Methods
When bidding is required, the District must use 1 of the following procurement methods that includes information sufficient to inform all potential bidders about the District’s technical, service, and bid procedure requirements:
- Purchases up to $10,000 (micro-purchases)
a. To the extent District administration determines that the cost of the purchase is reasonable, micro-purchases may be made or awarded without bidding in accordance with this Policy. For purposes of this subsection, “reasonable” means the purchase is comparable to market prices for the geographic area.
b. To the extent practicable, the District will distribute micro-purchases equitably among qualified suppliers.
2. Purchases between $10,000 and $250,000 (small purchase procedures)
The District will use a bidding procedure in Policy 3301 subsection C.1., except that the District may use the bidding procedure in subsection B.1.a, above, for purchases up to the then-current state bid threshold published annually by MDE if the District satisfies the annual certification requirements of 2 CFR 200.320(a)(1)(iv).
3. Purchases over $250,000
a. The District must either receive sealed bids through formal advertising or prepare a comprehensive request for proposals and submit it to at least 5 sources.
b. With either method, the District will perform a price analysis, making an independent estimate of costs before receiving bids.
C. The District will take affirmative steps to assure that minority-owned businesses, women’s business enterprises, and labor surplus area firms are included in bidding opportunities.
D. A person may protest the veracity, conformity, or eligibility of a bid. The District will handle bid protests as follows:
- Within 48 hours of the time bid results are available, the protesting person will submit a written protest to the Superintendent describing in detail the nature of the protest;
- The Superintendent or designee will review the written protest, and the Superintendent may bring it to the Board’s attention in the Superintendent’s discretion; and
- A person’s failure to file a protest as described above is an irrevocable waiver of the bid protest.
Nothing in this Policy reduces or eliminates the District’s rights or protections afforded under the law.
E. The District will retain all bids and formal bid solicitation documents for a period of 6 years after the bid opening date, or longer if required by law.
Legal authority: 2 CFR 200.1 et seq.
Date adopted: 06/19/23
Date revised: 10/16/23
