1. School District Policy, as well as Utah State Law, imposes particular requirements for the different dollar amounts of purchases.
2. It is unlawful and a violation of District policy to intentionally structure a purchase to evade any of the thresholds set out in this policy, and such actions are subject to criminal penalties and District disciplinary action. Such unlawful actions typically would involve avoiding a threshold by dividing a procurement purchase into one or more smaller purchase, dividing an invoice or purchase order into two or more invoices or purchase orders, or making smaller purchases over a period of time. It is unlawful and a violation of District policy to intentionally split a purchase of similar items that would typically be purchased at the same time from the same vendor to avoid requiring competitive quotes. (Examples include splitting up the purchase of uniforms, club or athletic equipment, or textbook orders.) this includes dividing the purchases or invoices over a period of time or making separate purchases over a period of time. Caution should be exercised with using purchase cards and employees should not split purchases with such cards to stay under single purchase limits on purchase cards or the established purchasing thresholds. Additional purchases of the same type of item may be necessary if for example, it is determined after an order is placed or received that an insufficient quantity was ordered or that incorrect sizes were obtained. If additional purchases of the same item are necessary for these or other reasons, the employee initiating the purchase must provide a written explanation of the purpose of the purchase and justification as to why it is not considered splitting a purchase. This written explanation should be retained with the vendor invoice.
3. Purchase limits are as follows:
   1.  Small purchase – non-construction
      1. Individual line item procurement threshold $1,000
      2. Single procurement aggregate threshold: $5,000
      3. Annual Cumulative (per vendor) threshold: $50,000
   2. Purchase of line items costing over $1,000 and less than $5,000
      1. Obtain two oral or written competitive quotes
      2. Maintain a record of quotations for five (5) years to include the following:
         1. Name of Company invited to quote
         2. Name of person making the quotation for the company
         3. Date quote was obtained
         4. Price
         5. Use the “Telephone Quote Form” to record the above information
   3. Purchase of line items costing over $5,000 and less than $50,000
      1. Obtain three written quotations
      2. Use “Written Quotation” form
      3. Maintain documentation of quotation for five (5) years
         OR
      4. Submit specifications to the District Purchasing Department for written quotation
   4. Purchase of vehicles
      1. All vehicle purchase must have Board of Education approval
   5. Purchase of items costing over $50,000 shall be formally bid
      1. Submit specifications to the District Purchasing Department for formal bid process
      2. All purchases in excess of $50,000 shall be formally bid in a accordance with the Utah Procurement code.
      3. Must have Board of Education approval
   6. Construction in Schools
      1. Any and all construction performed in the schools must be approved by the Assistant Superintendent of Schools responsible for Building and Grounds before work is started.
4. Formal Bid Procedures
   1. Specification Development Specification for formal bidding shall be drafted by the school department Appropriate director or supervisor and submitted to the Purchasing Department. Specification shall be drafted following the Utah Procurement Code with the objective of clearly describing the requirements and Encouraging competition.
   2. All purchases in excess of $50,000 shall be formally bid in accordance With the Utah Procurement Code. Those purchases in excess of $50,000 shall be formally bid with public notice given in accordance with the Utah Procurement Code and District Policies and Procedures. All solicitations and advertisements to bid shall be issued from the Purchasing Department. The Purchasing Department shall coordinate the receipt opening review and award of all bids.
   3. Bid Files
      1. Pre-Qualified Vendors
         • The Purchasing Department shall maintain a list of pre-qualified Vendors for the various categories of products and services purchased by the District. This list shall incorporate those who request to receive bids as well as those added through the Purchasing Department’s effort to solicit all available sources. All schools or departments should refer prospective vendors to the Purchasing Department for inclusion in the bidder file.
      2. Pending Bid File
         • A file shall be maintained in the Purchasing Department of all “Invitations to Bid” currently pending.
      3. Completed Bid File
         • After the opening of bids, they become public information. A file shall be maintained retaining the bids, bid comparison sheets, other submittals, and rationale in award. These bids shall be made available for the public for a period of ninety (90) days after which time they will be archived for five (5) years.

Approved by the Board 10/6/2021