1. PURPOSE AND PHILOSOPHY
   The purchasing of all equipment, supplies and related services shall be made in compliance with the statutes of the State of Utah.
2. POLICY
   No purchase shall be made and no indebtedness shall be incurred by an officer or employee of any school district without the approval and order of the Board of Education of such district. The approval and order of the Board of Education may be satisfied in one or two methods:
   
   • 1 - The Board may approve in the school district budget and appropriation for identified purchases, and once these appropriations are approved in the budget, the individual purchases do not need to come back to the Board for approval when each purchase is made.
   • 2 - The Board may approve each individual purchase as it is made throughout the fiscal year of the school district. (Section 53A-3-405 Utah Code Annotated)
   
   The Superintendent and the Purchasing Agent shall develop procedures outlining the purchase of goods and services in accordance with the policies of the Board of Education and in the best interest of the educational program of the school district. These procedures will comply with the Utah Procurement Code B Section 63-56 et.seq Utah Code Annotated and Title R33 et.seq Utah Administrative Rules.
   
   In all procurement activities, agents of the Board of Education shall consider the interest of the school system and the betterment of its educational programs.
   
   The District shall endeavor to obtain the greatest value of every tax dollar expended.
3. PROCEDURE
   1. QUANTITY PURCHASING - Whenever possible, goods and services will be purchased in quantities which will result in obtaining discount prices.
   2. LOCAL PURCHASING - Where price, quality and service are equal, preference will be given in awarding of bids or contracts to firms and individuals which maintain a place of business within the boundaries of the Weber School District.
   3. REQUISITIONS - Properly authorized and approved requisitions shall be the only basis for initiating purchasing procedures where are not within the scope of contracts or provided by utilities.
   4. QUALITY PURCHASING - All equipment supplies, and related services shall be of quality and design which will provide a maximum of service with a minimum of maintenance.
   5. STATE CONTRACTS - Supplies, equipment, services and construction items available under State Contracts may be purchased when it is determined to be in the best interest of the District.
   6. PROCUREMENT FILES - Bid files, purchase orders, requisitions and supportive documentation will be retained for a period of five (5) years according to State of Utah Archive Guidelines, at which time they will be properly disposed of.
   7. SOLE SOURCE PROCUREMENT - Sole source procurement shall be used only if goods or services are reasonably available from a single supplier. A requirement for a particular proprietary item does not justify a sole source procurement if there is more than one potential bidder or offeror for that item.
      1. Any request that the procurement be restricted to one potential contractor or vendor shall be made to the Purchasing Department and accompanied by an explanation why no other will be suitable or acceptable to meet the need. Competition shall be solicited through public advertisement. The Purchasing Agent shall make the determination as to whether the procurement shall be made as a sole source and shall conduct negotiations as appropriate, as to price, delivery and terms.
   8. PROPERTY MANAGEMENT DISPOSAL OF PROPERTY - Disposal of all obsolete equipment and furniture shall be made in compliance with “Property Management” of the Utah Procurement Code and Weber School District established policies and procedures.
      1. No district employee shall transfer, sell or trade in any property owned by the district without authorization of the Purchasing Department.
      2. Insofar as feasible and practical, the Purchasing Department will transfer surplus property between schools. Transfer may also be made directly to other units of government, provided the property will be exclusively owned and used by one or more such units. The price of the property transferred to other units of government shall be transferred at the fair market price based, where possible, on previous sales of similar products in the open market and shall be one mutually agreed upon.
      3. Surplus property shall be offered to the general public through competitive sealed bids, public sales, public auctions or on-site sales. On site sales shall have the approval of and will be held under the direction of the Purchasing Department. Sales shall be publicly advertised and follow the Utah State Procurement Code and Weber School District Procurement Policy.
      4. Surplus property may be traded when the procurement department determines the trade in value is expected to exceed the value estimated to be obtained through the sale of such property.
      5. A proper record of transactions of all sales must be maintained by the district purchasing department for auditing purposes.
   9. PURCHASING CARDS - The Weber School District Purchasing Card Program was established to provide a more efficient cost effective method of purchasing and payment for small dollar transactions. All cards shall be issued per the State Procurement Code and District Policies and Procedures.
      1. Application for a Purchasing Card must be made through the Purchasing Department. The approval of the Site Supervisor, Site Administrator and the Program Administrator are required for the issue of any card. All prospective card holders will attend a training session and sign the Purchasing Card Agreement prior to receiving a Card. Card usage shall be audited on an ongoing basis by the Purchasing Department and on an annual basis by the District’s Financial Auditors to ensure proper controls and procedures are followed.
      2. Record Keeping is critical. District Finance and Purchasing Policies require retention of receipts, competitive price quotations, etc. Each department or location will maintain a copy of their billing statements, with attached documentation for all cardholders in their department or location. The number of Purchasing Cards issued by the Purchasing Department shall be determined and limited by the resources available to effectively administer and manage the cards.

 Approved by the Board 10/6/2021