Board Policy DJE Purchasing - August 10, 2022 - DCSD Board Meeting Archive

while also ensuring an open and fair selection process that engenders public
confidence. Competitive bidding seldom will be the best method for selecting professional
services.

D. Exceptions to Competitive Selection
1. All exceptions to competitive selection must be properly documented in the project
and/or contract file in a manner prescribed by the Superintendent or the Superintendent’s
authorized designee.
2. These exceptions allow staff to select vendors without employing the competitive
selection methods described above. Unless otherwise stated, however, approval at the
appropriate level of authority is still required.
3. Use of the competitive selection measures described above is not required when:

a. Emergency Purchases. The purchase or contract is necessitated by an emergency,
defined as any situation that threatens to jeopardize the health, welfare or safety of
students, staff, the District or the public or the loss of an essential District service,
including but not limited to interruption of the instructional program. Such emergency
purchases shall be made with as much competition as is practicable under the
circumstances. Emergency purchases of $25,000.00 or more require prior approval by
the Superintendent or the Superintendent’s authorized designee and timely
notification to all Board members. Not later than the Board’s next regular meeting
following the emergency purchase, any contract or purchase awarded in an emergency
situation shall be ratified by the Board and the Board shall receive a written report
describing the nature of the emergency, a listing of goods and services procured under
the contract or purchase, the selection process for the provider, the name of the
provider and the amount of the purchase, all of which shall be described in the Board
minutes.

b. Sole Source. The required goods or services can only be obtained from one source in
the marketplace. Such goods or services will usually be of a unique nature and have
performance characteristics that can only be obtained from that source. Written
documentation of such determination, in a manner prescribed by the Superintendent
or the Superintendent’s authorized designee, shall be maintained in the project
and/or contract files. For capital improvement projects, specified equipment and
materials of a proprietary nature will be identified and submitted to the State DOE
Receiving State Capital Outlay Funds 160-5-4-.16(a)(8).

c. Single Source. The required goods or services can only be obtained from one source
among others in a competitive marketplace for a substantial reason such as
compatibility or standardization provided a reasonably diligent search has been made
for other vendors or other appropriate information has been obtained to determine a
vendor’s single source status. Written documentation of such determination, in a
manner prescribed by the Superintendent or the Superintendent’s authorized
designee, shall be maintained in the project and/or contract files. For capital
improvement projects, specified equipment and materials of a proprietary nature will
be identified and submitted to the State DOE Receiving State Capital Outlay Funds
160-5-4-.16(a)(8).
d. The purchase is made through contracts formally solicited and obtained by the
State of Georgia, or any other political subdivision of the State of Georgia, the federal
government, or some other governmental agency. The Purchasing Department shall
be authorized to make purchases through inter-governmental and educational
cooperatives, alliances and consortiums to achieve cost savings and administrative
efficiencies based on economies of scale.
e. The expenditure is for personal employment services rendered by full-time or part-
4
time employees who are under the control of the Board and are paid wages for their
service. Employment of personnel is handled by the Department of Human Capital
Management.

f. The expenditure is for special education services or other student services required
by state or federal law.

g. The purchase is for instructional materials or programs selected in accordance with
Board Policy IFA or selected by qualified professional personnel, based on sound
pedagogical judgment and the best interest of the District, and acting at the direction
of the Superintendent or the Superintendent’s authorized designee. The types of
instructional materials and programs covered by this exception include:
(1) Instructional programs and textbooks;

(2) Supplemental materials needed for instruction in the school such as films,
slides, videotapes, CDs, DVDs, educational kits, posters, displays, games,
computer software, software licenses, subscriptions, newspapers, periodicals,
library books, reference materials, or other instructional material purchased from
the publisher, distributor, or agent.
(3) Test, test preparation, and test scoring services of a standardized
examination purchased from the publisher or licensed agent;
(4) Membership in various educational or related organizations, agencies or
services providing direct benefits to the District;

(5) Instructional material listed in the K-12 Curriculum Supplemental Materials
Catalog;

(6) Professional training programs for staff, the selection of which is left to the
professional judgment of the administrator responsible for the professional
development of the personnel attending or participating; and

(7) Mandated testing, instructional programs, and instructional materials
approved by the Georgia Department of Education (GaDOE). A copy of the
GaDOE approval shall be submitted with the request to purchase these
materials\items.
h. The purchase is a continuation of an existing purchase agreement, bid, request for
proposal, time and material contract, rental, lease, or purchase order duly authorized
by the Board or its agent.
i. The expenditure is for maintenance services from the original vendor or an
authorized agent of the original vendor and these services cannot be competitively
bid.
j. The expenditure is for additional orders of like equipment, materials, supplies,
services, rentals, or leases previously approved, provided the additional order is at the
same or a lower price, or the original contract included an automatic price adjustment
based on the Consumer Price Index or the Producer Price Index for commodities or
services.

k. The contract is for services to be provided by a government agency.
l. The expenditure is for Workers Compensation and Risk Management insurance
claims made under existing legal policy or contract requirements.
IV. REQUIRED LEVELS OF APPROVAL

The appropriate level of approval is required for all contracts and purchases, including those that fit within an

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