The Competitive Process
All purchases of goods or services are to be made pursuant to a competitive process unless the situation meets a valid exception. The appropriate competitive process depends on the total dollar amount of purchase.
Purchases less than $2,499.99 - Sites may enter orders to any vendor of choice. The site should obtain two (2) quotes and file it at their site.
Purchases $2,500.00-$29,999.99 which are not under contract should be entered on a requisition. Three (3) quotes must be obtained and filed by the purchasing department. For purchases between $10,000.00 - $29,999.99 the District is required to post the Request for Quote to the District's website and the Georgia Procurement Registry.
Purchases $30,000.00 or more that are not under contract require a formal sealed Invitation to Bid (ITB) or Request for Proposal (RFP). The District is required to post formal sealed solicitations to the Georgia Procurement Registry.
Some exceptions to the competitive process are listed below:
- Sole Source
- Emergency Request for goods and/or service.
- Maintenance Agreements
- Continuation of Existing Obligation
- Additional Purchases at the Same Price
- Copyrighted Material
- Surplus Property
- Governmental Contracts
- Extenuating Circumstances
Exceptions to the Competitive Process
The Purchasing Department recognizes the following situations which necessitate exceptions to full and open competition through competitive solicitation:
Sole/Single Source Purchase
A sole source may exist if the needed good or service is available from only one source. In reviewing an item for sole status, care must be taken that specifications are not unnecessarily narrow.
An exception may exist if the good or service is needed immediately to protect the health, welfare, or safety of students or staff, to continue the instructional program, or to protect school property. In the case of a documented emergency as approved by the Director of Purchasing, a less competitive process may be used. (For example, if a sealed bid process would otherwise be required, three quotations, one quote, or other means may be used as determined by the Director of Purchasing.)
Equipment, supplies, and services contracted for any local, state, or other governmental entity pursuant to that agency’s competitive procurement policies need not be bid by the school system. Examples include the Georgia Department of Administrative Services (DOAS), General Services Administration (GSA), the City of Savannah, the County of Chatham, or other school District’s valid agreements.
Venues and Products for Student Activities for Elementary, Middle & High Schools
The school shall solicit quotes from no less than three vendors (if available) for the purpose of awarding a contract to a vendor to supply yearbooks, rings, invitations, school pictures, and graduation pictures. The principal shall appoint an advisory committee consisting of the president of the PTA or designee, the president of the student council or designee, and a member of the faculty to review the quotes and make a recommendation to the principal. The principal shall submit a summary of the process and his/her final recommendation to the appropriate Executive Director of School Governance. Upon approval of the Executive Director, the principal will be authorized to sign the contract. Each solicitation will be for a specified period of time, not to exceed three school years. The Purchasing Department is available to provide technical advice on this process. A copy of the signed contract should be forwarded to the Purchasing Department.