Competitive Bidding in School Procurement Process
Learn about competitive bidding practices in school procurement, including open and fair principles, regulations on gifts, and bid evaluation criteria to ensure transparency and cost-effectiveness. Explore resources on state purchasing laws and local purchasing policies for North Carolina school boards.
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Stokes County School Board NC Department of Public Instruction E-Rate Coordinators Jeannene Hurley 252-624-9878 Rebecca Martin 303-304-4261 Roxie Miller 980-285-3551 Mike Ramsey 828-278-9770 1
Competitive Bidding WHAT IS COMPETITIVE BIDDING? Open and Fair NO GIFTS! Comply with State Law and Local Policy Perform Scored/Weighted Evaluation 2
OPEN AND FAIR All bidders must be treated the same No bidder can have advance knowledge of the project information There are no secrets in the process such as information shared with one bidder but not with others 3
NO GIFTS! With limited exceptions, service providers and potential service providers cannot give gifts to applicants 4
State Purchasing Laws An overview of Contract Bidding Requirements for North Carolina Local Governments was published September 2007 by the UNC School of Government: https://www.sog.unc.edu/r esources/microsites/local- government-purchasing- and-contracting 5
Local Purchasing Policies http://www.stokes.k12.nc.us/policymanual/6000/6400.pdf 1. obtaining the maximum benefits from all school system monies and furthering the educational goals of the board; 2. conducting all purchasing activities according to applicable laws, rules and regulations, good purchasing practices and ethical principles; 3. providing a climate of fair and open competition for all qualified vendors; 4. requiring satisfactory and proper performance of all contractual obligations of vendors; and 5. providing prompt and courteous service to other school system personnel, other governmental entities and vendors. Legal References: G.S. 14-234, -234.1; 115C-36 6
Constructing a Bid Evaluation Other relevant evaluation factors may include: prior experience including past performance; personnel qualifications including technical excellence; management capability including schedule compliance; Select the most cost effective bid 7
Defending Your Choice E-rate Audits May request meeting notes, bid documents, correspondence, and invoices 10
Defending Your Choice Losing Vendors May file whistleblower with E-rate May file FOIA requests for all the bid documents 11
Questions? Contact information Northeast Region, North Central, Jeannene Hurley, jeannene.hurley@dpi.nc.gov Southeast, Sandhills, Piedmont Triad Rebecca Martin, rebecca.martin@dpi.nc.gov Southwest, Northwest, Western Roxie Miller, roxie.miller@dpi.nc.gov 13
