Agenda Item
ii. Acquisition of DeKalb County School District Police Vehicles (for an amount not to exceed $1,290,471)
Summary: Presented by: Chief Bradley Gober, Executive Director of the Department of Public Safety, Division of Operations
Request: It is requested that the Board of Education approve the purchase of twenty-seven (27) police vehicles. Fifteen (15) 2023 Dodge Charger passenger vehicles would be purchased from Akins Ford, LLC through State of Georgia Contract 99999-001-SPD0000183-0003 and twelve (12) 2023 Ford Explorer utility vehicles would be purchased from Wade Ford Inc. through State of Georgia Contract 99999-001-SPD0000183-0006 for an amount not to exceed $1,290,471.
Why: Through the Georgia Statewide Contracts 99999-001-SPD0000183-0006 and 99999-SPD0000183-0003, DeKalb County School District Public Safety Department will purchase twenty-seven (27) police vehicles. This purchase will support the increased increase of staff and maintain the fleet lifecycle management plan.
Details: In accordance with Board Policy DJE - lll.D.3.d, exceptions to competitive selection are allowed when the purchase is made through contracts formally solicited and obtained by the State of Georgia, the Federal Government, or some other government agency. The Public Safety vehicles will be procured under the GA Statewide Contract.
On January 04, 2022, the State of Georgia awarded Contract 99999-001-SPD0000183-0006 to Wade Ford, Inc., and Contract 99999-001-SPD0000183-0003 to Akins Ford LLC, Inc., for the purchase of police vehicles, regular and alternatively fueled.
Financial impact: This purchase will be allocated under the general fund from cost code 100.2600.573000.40211.7510.9990.8010.010.0000 for an amount not to exceed $1,290,471.
Contact: Chief Bradley Gober, Executive Director of the Department of Public Safety, Division of Operations, 404.392.0036
Effective: Upon Board approval.
Status: Approved by General Counsel.
Board Policy Manual
DeKalb County School District
Printed: 09/08/2022 04:58 PM
Regulation DJE-R(1): Purchasing Status: ADOPTED
Original Adopted Date: 03/21/2012 | Last Revised Date: 10/07/2019 | Last Reviewed Date: 10/07/2019
Pursuant to Board of Education Policy DJE, the Superintendent or designee is authorized to adopt procedures for the
issuance and use of Purchasing Cards by DeKalb County School District employees and DeKalb County Board of
Education members. Because local school boards are not governed by the State of Georgia purchasing department
guidelines, the Superintendent of the DeKalb County School District has hereby adopted applicable purchasing
department guidelines, per the State of Georgia and applicable federal travel and purchasing guidelines, per the U.S.
General Services Administration.
A. Purchasing Card Restrictions
1. The Purchasing Card may only be used for instructional/office supplies and equipment, and staff travel
expenditures. Special approval by the Finance
Division or the Purchasing Department is required for the following types of purchases within the
approved spending limits:
a. Goods intended for DCSD official work related use which are non-instructional utilizing budgeted
funds.
b. Declared emergencies and natural disaster purchases in cases involving the welfare of the general
public or extreme weather conditions.
2. All purchases must be within the assigned spending limits unless prior, written approval is received to
exceed these limits. All Purchasing Card users have a single transaction and daily limit of $5,000.00.
The maximum monthly charge limit is $20,000.00.
Purchasing cards shall be subject to the following restrictions and prohibitions:
1. No personal purchases or cash withdrawals.
2. No cash advances.
3. No transactions beyond the daily limit as determined by the Purchasing Department and the monthly
expenditure limit of $20,000.00 monthly.
4. No “multiple swipes” to enable a single purchase over $5,000.00. Multiple swipes are defined as multiple
purchases by the same cardholder, on the same day, from the same vendor to enable a single purchase.
The invoice total must correspond to the transaction amount total for each vendor.
5. No equipment purchases exceeding $999.99 are allowed using the Purchasing Card. The P-Card cannot
be used to purchase electronic tablets or computer hardware.
6. No sales tax is to be charged. (The DeKalb County Board of Education tax exempt number is printed on
the front of each PCard. In the event sales tax is charged in error, a reimbursement check must be
submitted immediately by the card holder).
7. No gift card purchases.
8. No furniture purchases.
9. No food or gratuity purchases, with the exception of purchases set forth in Section B, below.
10. Data plans, software, or applications for non-District issued devices.
11. No professional services.
B. Board Members/ Staff Purchasing Card Use
1
1. As an exception to the above regulations and restrictions, DeKalb County School District Board
Members/ Staff may utilize purchasing cards for lodging, food and travel incidentals, during travel related
to school district business as deemed necessary by the Finance Division and/or the Purchasing
Department. If the Superintendent disapproves of incidental expenses, or per diem meal overages, the
staff member shall be notified and required to reimburse the school district for the unapproved items.
2. The U. S. General Services Administration (GSA) per diem rates shall serve as a guide adopted by the
Superintendent for non-executive DCSD personnel regarding transportation and lodging Per Diem Rates.
Meal allowances are set forth in Section 4 below. To ensure compliance with Federal travel guidelines,
per the U.S. General Services Administration, please find below GSA’s website address for lodging and
Privately Owned Vehicle rates. Current Per Diem (Daily) Lodging Rates for travel outside of the Atlanta
Metropolitan area and outside of the State of Georgia are located at http://www.gsa.gov. Rates for
Privately Owned Vehicle (POV) Mileage.
Reimbursement are also located on the U.S. General Services Administration website located at
http://www.gsa.gov.
Board Members/Executive Staff are authorized with the following daily allowance:
1. Breakfast $15.00
2. Lunch $20.00
3. Dinner $40.00
4. Incidentals $10.00
C. Using Purchasing Cards for Travel
The Superintendent may also authorize the Finance Division to establish issuance and use procedures and
make necessary contractual arrangements with a financial institution to provide Travel Cards, in advance, to
Non-Executive school district personnel who are authorized to travel on behalf of DCSD.
D. Unauthorized Purchases
It shall be prohibited for any employee to purchase or contract to purchase any goods or services, or to make
any contract within the provision of this regulation without authorization of the Finance Division or the
Purchasing Department. If any purchase is made contrary to this policy, neither the Board of Education, nor
the Superintendent, shall be bound thereby.
Purchase card holders making inappropriate and/or unauthorized purchases shall be subject to suspension and
termination of account privileges or other disciplinary action, up to and including termination of employment
and other civil or criminal penalties to the fullest extent of the law.
E. Purchasing Ethics
All funds held by the DeKalb County Board of Education and its local schools, regardless of the source, are held
in public trust. Purchasing card holders will approach all purchasing and procurement decisions as responsible
stewards of public funds and shall not engage in unethical behavior or compromising practices in relationships,
actions and communications with present or potential suppliers. Further, purchasing card holders shall avoid
the intent and appearance of unethical behavior or compromising practices in the use of the Purchasing Card.
F. Delinquent Purchasing Card Statements and Disciplinary Actions
Delinquent Purchasing Card reconciliations, as well as outstanding discrepancies involving improper use or
questionable expenditures using state or federal funds will result in the suspension or revocation of Purchasing
Card privileges, as follows:
1. The first violation of this regulation will result in the immediate suspension of Purchasing Card privileges
for 30 days.
2
2. The second violation of this regulation will result in the immediate suspension of Purchasing Card
privileges for 60 days.
3. The third violation of this regulation will result in charging privileges being revoked indefinitely, and
employee(s) shall be subject to discipline up to and including termination.
Policy Reference Disclaimer:These references are not intended to be part of the policy itself, nor do they indicate the basis or authority
for the board to enact this policy. Instead, they are provided as additional resources for those interested in the subject matter of the
policy.
Note: To access the policy references, click here State of Georgia Terms and
Conditions(https://simbli.eboardsolutions.com/SU/amIgTZiB9plushNjl6WXhfiOQ==) and close the LexisNexis tab, which will return you to the policy.
Click on the links below to be taken to each specific code. You should only have to do this one time per session.
State References Description
O.C.G.A. 20-02-0109 Duties of local school superintendents; reporting -
https://simbli.eboardsolutions.com/SU/UawyclBGZyBplus34520esQVg==
Distribution of federal funds; combined purchase of supplies and equipment;
O.C.G.A. 20-02-0168 minimum school year; summer school programs; year-round operation -
https://simbli.eboardsolutions.com/SU/6AyAplusVXeAczA1DJgDXzonw==
Definitions; authority to enter into multiyear lease, purchase or lease
O.C.G.A. 20-02-0506 purchase contracts -
https://simbli.eboardsolutions.com/SU/LXSYui61lGsVPzslshQ8Q5NSA==
Acquiring and disposing of school sites; building, repairing, renting, and
O.C.G.A. 20-02-0520 furnishing schoolhouses -
https://simbli.eboardsolutions.com/SU/KlhURxPdDaDykslshCVQ7hpVg==
Purchases to be at lowest price offered other schools -
O.C.G.A. 20-02-1014
https://simbli.eboardsolutions.com/SU/a8277plusGWtlfXoIan1wVyWA==
Advertisement of bid or proposal opportunities in Georgia Procurement
O.C.G.A. 36-80-0027 Registry -
https://simbli.eboardsolutions.com/SU/Gj1l3OnrlWu6YmHr2VslshXQg==
Written contract required; advertising; competitive sealed bidding; timing of
O.C.G.A. 36-91-0020 addendums; prequalification -
https://simbli.eboardsolutions.com/SU/YFxtKmKbv7Z2AfJdR6I30Q==
Purchases for county boards of education -
O.C.G.A. 50-05-0070
https://simbli.eboardsolutions.com/SU/pN5ZbslshPxUslshopmnq4J2YChQ==
Federal References Description
General procurement standards -
02 CFR 200.318 https://simbli.eboardsolutions.com/SU/l4bglMaxmMtzU1plusFc5Mslsh8A==
Domestic preferences for procurements -
02 CFR 200.322
https://simbli.eboardsolutions.com/SU/U3QEZWgDnB1unYz5X9geSQ==
Procurement-School Nutrition -
07 CFR 210.21
https://simbli.eboardsolutions.com/SU/kzSmr6MhwofKdGGoEclW4w==
3