Effective: Date of Approval Below

Transcription

1 TOWN OF COLCHESTER COLCHESTER BOARD OF EDUCATION PURCHASING POLICY Effective: Date f Apprval Belw Apprved by Bard f Selectmen: 07/16/09 Apprved by Bard f Educatin: 11/19/09 Apprved by Bard f Finance: 08/05/09 Supersedes: All Previus Versins

2 TABLE OF CONTENTS Sectin A: Definitins and General Requirements Definitins Purpse Crdinatin with Other Applicable Laws Objectives Respnsibility fr Cmpliance Cmmunicatin with Vendrs Bulk Purchasing Other Frms f Purchasing Purchase Orders Expenditures Nt Requiring a Purchase Order Request fr Prpsal/Cmpetitive Bid When Request fr Prpsal/Cmpetitive Bid Is Nt Required When Request fr Prpsal/Cmpetitive Bid Is Required Autmatic Adjustment f Dllar Amunt Bid Security Insurance Requirements Sectin B: Prcedures fr Request Fr Prpsal/Cmpetitive Bid Sectin C: Prcedures fr Optinal Request fr Qualificatin Sectin D: Preferred Prfessinal Services Vendr List Sectin E: Acceptance/Rejectin f Bids Sectin F: Waiver f Request fr Prpsal/Cmpetitive Bid Prcess Sectin G: Purchasing in Emergency Situatins r Under Extrardinary Cnditins Sectin H: Mandatry Review f Purchasing Plicy 1

3 SECTION A DEFINITIONS & GENERAL REQUIREMENTS 1. DEFINITIONS The fllwing terms shall have the definitins as set frth belw: First Selectman: as defined in the Charter f the Twn f Clchester. Lcal Vendr: a vendr whse principal place f business is lcated in Clchester. Lwest Qualified Respnsible Bidder: the bidder ffering the lwest price amng thse bidding wh pssesses the skill, ability, and integrity necessary fr the perfrmance f the wrk based n bjective criteria cnsidering, amngst ther factrs, past perfrmance and financial respnsibility. Purchasing Agent: the First Selectman r Superintendent, as applicable, r his/her designee. Request fr Prpsal (RFP): an invitatin fr vendrs t submit a prpsal fr a specific gd r service. Request fr Qualificatin (RFQ): an invitatin fr vendrs t submit a descriptin f relevant qualificatins t perfrm a certain prfessinal service. Superintendent: the Superintendent f the Clchester Schl District. Vendr: smene frm whm a gd r service is purchased. 2. PURPOSE The purpse f this plicy is t establish a systematic and unifrm system fr the prcurement f services and gds required by any department, ffice r agency f the Twn, including the Bard f Educatin. 3. COORDINATION WITH OTHER APPLICABLE LAWS In all respects, the prvisins f this Plicy shall be subject t the terms, cnditins, requirements and ther directives as cntained in any applicable lcal, state r federal regulatin, law, statute, plicy r ther directive, including but nt limited t thse pertaining t affirmative actin and prevailing wages, as applicable. 4. OBJECTIVES The bjectives f this plicy are as fllws: T clearly establish the respnsibility fr the purchasing functin as being vested with the First Selectman and Superintendent r his/her duly appinted representative(s). T prcure services and gds frm the Lwest Qualified Respnsible Bidder. T prvide an expeditius and efficient means f prcuring materials, gds, r services. T ensure that all purchasing functins and practices are cnducted in accrdance with the Twn charter and all ther applicable lcal, state r federal requirements. T ensure that the Twn and Bard f Educatin make its purchases frm lcal vendrs whenever it is in the best interests f the Twn and is cnsistent with this plicy. 2

4 5. RESPONSIBILITY FOR COMPLIANCE Cmpliance with this Purchasing Plicy shall be mnitred as fllws: a. The First Selectman and/r Superintendent, as applicable, shall bear primary, nn-delegable respnsibility fr ensuring cmpliance with this plicy. b. The Purchasing Agent shall be respnsible fr establishing specificatins and prcedures fr prcuring gds r services, as applicable. c. All emplyees, including department heads, supervisrs, principals, directrs and any thers authrized t make purchases fr the Twn r Bard f Educatin are respnsible fr fllwing the prvisins utlined in this plicy when making purchases with Twn r Bard f Educatin funds. d. The Chief Financial Officer r his/her designee will establish frms and prcesses t carry ut the plicies and prcedures cntained in this Plicy, subject t the apprval f the First Selectman and/r Superintendent, as applicable. 6. COMMUNICATION WITH VENDORS All cntracts between the Twn r Bard f Educatin and the vendr's representative shall be negtiated thrugh the Purchasing Agent. The Purchasing Agent will refer catalgs r ther advertising materials t the departments and/r schls cncerned with the subject matter therein. The Purchasing Agent shall be cpied n all crrespndence riginating frm such department and/r schl t/frm vendrs. 7. BULK PURCHASING Whenever pssible, the Purchasing Agent shall cnslidate purchasing t btain a mre ecnmical purchase and t avid purchase f unnecessary r duplicative items. The Purchasing Agent shall institute systematic scheduled buying prcedures fr items which are used n a vlume basis. Departments and schls shall cmply with the rdering schedules distributed by the Purchasing Agent. 8. ENVIRONMENTALLY-PREFERABLE PURCHASES Whenever pssible, cnsideratin shall be given t purchasing Envirnmentally Preferable Prducts. Fr purpses f this Plicy, Envirnmentally Preferable Prducts are thse prducts r services that have a lesser r reduced effect n human health and the envirnment when cmpared with cmpeting prducts r services that serve the same purpse. Such prducts r services may include, but are nt limited t, thse which cntain recycled cntent, minimize waste, cnserve energy r water and reduce the amunt f txins dispsed f r cnsumed. 9. OTHER FORMS OF PURCHASING The Purchasing Agent is authrized t emply all methds f sliciting gds r services, including but nt limited t, cperative purchasing, n-line auctins, reverse auctins and all ther methds as allwed by applicable authrity. 10. PURCHASE ORDERS AND BLANKET PURCHASE ORDERS All purchases r cntracts, ther than thse specifically exempted in this Plicy shall be made by an authrized purchase rder. The functin f a blanket purchase rder is t establish a cntract with a specific vendr fr a type f gd r service bught n a recurring basis where the cst f prcessing the individual purchase rders 3

5 wuld frequently exceed the value f the item r service but whse cumulative value fr the year is a significant amunt. A blanket purchase rder will be issued by the Chief Financial Officer at the beginning f a calendar quarter t a particular vendr fr an estimated dllar amunt t be purchased during that calendar quarter. The blanket purchase rder will allw the user department t draw against the purchase rder when rdering required gds during a calendar quarter. Only authrized individuals will be allwed t pick up gds r materials. N single item ver $250 in price will be chargeable n a blanket purchase rder. Issuance f a blanket purchase rder des nt negate the need t utilize the qute r bid prcess where applicable. 11. EXPENDITURES NOT REQUIRING A PURCHASE ORDER Specific expenditures may be prcessed fr payment withut submitting a Requisitin/Purchase Order. Expenses f this nature are usually recurring bligatins f the Twn r Bard f Educatin, and the amunt t be charged is nt knwn until after the service has been perfrmed r until after a specified billing perid has elapsed. The fllwing items d nt require purchase rders: Utilities Pstage Legal ntices Advertising Mileage r travel expenses related t Twn r Bard f Educatin business Prfessinal dues and subscriptins Payrll deductins Judgments and claims Interfund transfers Debt payments Such ther items as determined by the Purchasing Agent. 12. REQUEST FOR PROPOSAL/COMPETITIVE BID Fr purpses f this sectin, if the gds r services fr which the bid r prpsal is invited will be purchased repeatedly ver a perid f twelve (12) mnths, the aggregate prjected expenditure fr the entire twelve (12) mnth perid shall be calculated in rder t determine the ttal value f the purchase. a. WHEN A REQUEST FOR PROPOSAL/COMPETITIVE BID IS NOT REQUIRED - Purchases r cntracts with an anticipated value f up t $2,500 will nt require qutes r bidding. - The purchase f cnsumable, nn-equipment gds required fr the day-t-day peratin f a department r schl may be made withut cmpetitive qutes, prpsals, r bids by said department r schl prvided said expenditures are within the department r schl s budget and such purchases are made at r belw cntracted cnsrtium, reginal, State, r Federal gvernmental bid qutes fr the particular cmmdity with the apprval f the Purchasing Agent. 4

6 b. WHEN A REQUEST FOR PROPOSAL/COMPETITIVE BID IS REQUIRED - Purchases r cntracts with an anticipated value f $2,500 and up t $5,000 shall require verbal qutes frm a minimum f three (3) vendrs. Verbal qutes must be summarized n the apprpriate frm and submitted with the purchase requisitin. - Purchases r cntracts with an anticipated value f $5,000 and up t $7,500 shall require written qutes frm a minimum f three (3) vendrs. ed r faxed qutes signed by an authrized cmpany representative n cmpany letterhead are acceptable, as are prduct catalgs and nline vendrs. Written qutes must be submitted with the purchase requisitin. - Purchases r cntracts with an anticipated value f $7,500 r mre shall require use f either the Request fr Prpsal/Cmpetitive Bid Prcess unless waived per Sectin F f this Plicy. - Fr purpses f this Paragraph (b), if a vendr declines the invitatin t participate that refusal shall qualify as a respnse. c. AUTOMATIC ADJUSTMENT OF DOLLAR AMOUNT - The dllar amunts specified in paragraph (b) abve shall be autmatically adjusted in accrdance with any statutry amendments t CGS 7-148v, r ther statutes, as applicable. 13. BID SECURITY If required by the Purchasing Agent, bids must be accmpanied by security in ne f the fllwing frms: certified check, cashier s check, persnal mney rder, letter f credit, r bid bnd. The requirement fr and amunt f the security must be set frth in the bid advertisement. All security presented must shw the Twn f Clchester as the payee. 14. BIDDERS LIST The Twn and Bard f Educatin d nt maintain a frmal bidders list. 15. INSURANCE REQUIREMENTS An insurance certificate will be required frm firms emplyed by the Twn r Bard f Educatin t perfrm wrk n buildings, prperty, r in the name f the Twn r Bard f Educatin. Such certificate shall hld the Twn r Bard f Educatin harmless as additinal insured under said plicies. The amunt f such required cverage shall be apprved by the First Selectman r Superintendent after review by the insurance cnsultant and/r carrier and prir t preparatin f the bid specificatins. 5

7 SECTION B PROCEDURES FOR REQUEST FOR PROPOSAL/COMPETITIVE BID 1. PREPARATION Whenever a Request fr Prpsal/Cmpetitive Bid is required in accrdance with the requirements in Sectin A: Definitins & General Requirements, the department/schl shall request a bid number frm the Purchasing Agent prir t preparing the specificatins. The date f the bid pening will be determined in crdinatin with the Purchasing Agent's ffice. A bid flder, labeled with the bid number and gds, will be prepared by the Purchasing Agent. 2. SPECIFICATIONS The department/schl will prepare the bid specificatins in a frmat apprved by the Purchasing Agent, incrprating the bid number and date f bid pening in the specificatins. The cmpleted specificatins shuld be returned t the Purchasing Agent at least ten business days prir t the anticipated date f legal ntice publicatin. Bid specificatins must include: Detailed descriptin f gds/services t be purchased. Requirements regarding quality f gds/services t be purchased. Vendr r cntractr qualificatin requirements. Requirement that all cmmunicatins be in writing. A draft cntract if the purchase requires entering int a cntract. Frmat f submissin. Number f cpies f bid t be submitted. Deadline and address fr submissin. Insurance requirements. Bid security requirements, if applicable. Name, phne number, and address f cntact persn respnsible fr all cmmunicatins with prspective bidders. Criteria fr selectin. Swrn statement f identity f all wners and fficers Infrmatin n pre-submissin meeting(s), if any. Certificatin f bidder cmpliance with terms, cnditins, requirements and ther directives as cntained in any applicable lcal, state r federal regulatin, law, statute, plicy r ther directive, including but nt limited t thse pertaining t affirmative actin and prevailing wages, as applicable. Any additinal infrmatin needed fr submissin. N bid shall be prepared t ne vendr s exact specificatins t exclude anther cmparable r preferred vendr. 3. NOTIFICATION OF REQUEST FOR PROPOSAL/COMPETITIVE BID A legal ntice inviting sealed bids shall be published by the Purchasing Agent in a newspaper f general area circulatin r any type f media deemed t be applicable at least twenty-ne days prir t the bid pening. The ntice shall cntain a general descriptin f the gds r services being bid; the cntact persn; the day, hur, and place f the bid pening; where and when bid packages may be btained; bid security, if required; and ther infrmatin relating t the bid. An affidavit f publicatin will be prvided when required by the Purchasing Agent. 6

8 N earlier than the date f legal ntice publicatin, the Purchasing Agent will send the invitatin t bid t all firms and persns as requested by the user department/schl, the Preferred Vendr List fr services required, and any additinal firms and persns the Purchasing Agent determines are qualified. A list f the firms t which the bid was sent will be included in the file fr this bid. Additinal cpies f the cmplete specificatins will be prepared fr firms t pick up in respnse t the bid advertisement. 4. BID OPENING & AWARD All bids, and bid security if applicable, must be submitted t the Purchasing Agent in sealed envelpes and shw n the face f the envelpe the bid number, the title f the bid, and the bidder s name. All envelpes will be date and time stamped as received. At the date and time stated in the legal ntice, all bids will be pened in public, read alud (vendr name and bid amunt nly) and recrded. N bids shall be accepted r pened that were nt submitted in cmpliance with the prcedures set frth in the ntice advertising the bid. The award shall be made t the bidder whse bid meets the requirements, terms and cnditins cntained in the bid specificatins, and is the lwest amng thse bidders pssessing the skill, ability, and integrity necessary fr faithful perfrmance f the wrk based n bjective criteria cnsidering past perfrmance and financial respnsibility (the Lwest Respnsible Qualified Bidder ). Bid award is nt based slely n the lwest fee prpsal submitted, but includes all ther cnsideratins listed belw in Lwest Respnsible Qualified Bidder. Within a reasnable time fllwing the bid pening, the bids will be reviewed in detail by the department head/schl administratrs and Purchasing Agent t ensure the apparent lw bidder meets all specificatins f the Lwest Respnsible Qualified Bidder. If this bidder des nt meet the specificatins, r is nt judged respnsible, the next lwest bidder's bid will be reviewed fr cmpliance with the specificatins. The freging prcess will be fllwed until the Lwest Respnsible Qualified Bidder is fund. In determining the Lwest Respnsible Qualified Bidder, the fllwing criteria will be cnsidered, as applicable: The ability and capacity f the bidder t perfrm the wrk based n an evaluatin f the character, integrity, reputatin, and experience f the bidder. Cnsideratin shall be given t previus wrk perfrmed by the bidder fr the Twn r the Bard f Educatin r fr ther agencies, including the quality and degree f satisfactin with the wrk perfrmed. The financial resurces f the bidder and the bidder s ability t secure any required bnds and/r insurance. Cmpliance by the bidder with all applicable federal, state, and lcal laws, including any licensing requirements. Delivery r cmpletin time. Cst. Invlvement in litigatin. 5. CONSIDERATION FOR LOCAL VENDORS Any Lcal Vendr wh has submitted a bid nt mre than 5% higher than the lwest qualified respnsible bidder may be awarded the bid if such lcal vendr agrees t accept the award at the amunt and specificatins f the lwest qualified respnsible bidder, and meets all ther cnditins and requirements. Such Lcal Vendr shall be required t submit cnfirmatin f its acceptance f the lwer bid amunt n later than 5 days after ntificatin frm the Purchasing Agent. The prvisins f this sectin shall nt apply when the Lwest Qualified Respnsible Bidder is a Lcal 7

9 Vendr. 6. PROCEDURES IN THE EVENT OF A TIE BID If there is a tie bid between r amng vendrs, the Purchasing Agent shall award the bid in ne f the fllwing manners: shared equally by the tied vendrs, r award the bid n a rtating basis, r by draw in the presence f three r mre witnesses. 7. BID AWARD Once the Lwest Qualified Respnsible Bidder is determined and an award f the bid is authrized, the Purchasing Agent shall prepare r cause t be prepared: (i) a purchase rder t cnfirm the bid award and; (ii) when required, a cntract. If required, the Purchasing Agent will bring the recmmendatin frward t the Bard f Selectmen r Bard f Educatin fr apprval as required by the Twn Charter, State statutes, Bard f Educatin plicy, and this plicy. 8. POST BID NEGOTIATION Mdificatins in the prpsed scpe f the bid may be made after bid penings prvided that the basic bid is still in its essential frm and that all bidders have the same pprtunity t submit new prices in writing fr thse changes being cnsidered. Shuld all bids be in excess f funds available, the Purchasing Agent may wrk with the Lwest Respnsible Qualified Bidder t negtiate reductins in scpe until csts are within the amunt f funds available. 9. BID FILE The cmpleted bid file fr each Request fr Prpsal/Cmpetitive Bid specific bid will cntain: Cmpleted recrd f bids Cpy f the bid specificatin. Affidavit f publicatin r clipping f the bid. List f all firms invited t participate in the bid. List f all firms actually participating in the bid. All bids submitted. All crrespndence related t the bid. Award ntificatin Ntice t prceed 8

10 SECTION C PROCEDURES FOR OPTIONAL REQUESTS FOR QUALIFICATION Whenever the Request fr Prpsal/Cmpetitive Bid invlves Prfessinal Services, the Purchasing Agent may require that all bidders als cmply with a Request fr Qualificatin prcess. Fr purpses f this sectin, Prfessinal services invlve the furnishing f judgment, expertise, advice r effrt by persns ther than Twn r Bard f Educatin emplyees, and d nt invlve the delivery f a specific end prduct which can be defined by bid specificatins and requires prfessinal expertise. Examples f prfessinal services include, but are nt limited t, in-service instructinal leaders, pupil services, tutrs, interpreters, architects, engineers, land surveyrs, sil scientists, twn planners, attrneys, banking and financial advisrs, insurance brkers, actuaries, auditrs, temprary agencies, repair services fr prperty, equipment, and vehicles where the nature f the repair cannt be defined in advance by bid specificatins and the prfessinal expertise f the service prvider is critical. The Purchasing Agent, with the assistance f the department/schl needing service, will develp the scpe f Prfessinal Services being sught in accrdance with the requirements in Sectin A: Definitins & General Requirements. 1. SPECIFICATIONS In additin the requirements in Sectin B, the fllwing must als be included in the RFQ: Prject title, backgrund, detailed descriptin, and plans/sketches if applicable. Frmat f submissin. Number f cpies t be submitted. Infrmatin n pre-submissin meeting(s), if any. Criteria fr selectin. Requirement that the fee prpsal be submitted in a separate sealed envelpe and nt be reflected in any part f the prpsal respnse. Fee prpsal envelpe must cntain prject cst; methd f payment, i.e. lump sum, percentage, hurly rates, etc.; and distributin f the fees by phase if applicable. Deadline and address fr submissin. Name, phne number, and address f cntact persn. Any additinal infrmatin needed fr submissin. 2. RESPONSES TO RFQ When an RFQ prcess is utilized, respnses must be accmpanied by a statement f prfessinal qualificatins cntaining the fllwing infrmatin: Backgrund statement n the firm, principals, staff availability, lcatin, and financial stability. Qualificatins and psitin with the firm f thse key individuals wh will be assigned t the prject. List f similar prjects and at least three references including cntact infrmatin fr wrk dne within the last five years. Shrt descriptin f vendr s apprach t the prject and a general time line fr cmpletin, including phases if any. Shrt descriptin f typical fee structure. Fee infrmatin is nly fr assessing the firm s understanding f the prject. Statement as t why the vendr is the best qualified t meet the needs f the Twn r Bard f Educatin. 9

11 3. EVALUATION & AWARD WHEN REQUEST FOR QUALIFICATION PROCESS IS UTILIZED At the date and time stated in the ntice advertising the bid, all prpsals will be pened in public and recrded. N prpsals shall be accepted r pened that were nt submitted in cmpliance with the prcedures set frth in the ntice. The Purchasing Agent will cnvene a review panel f nt less than three individuals which will rank prpsal submissins as fllws: experience with similar prjects; wrk apprach; wrk schedule; staff qualificatins; ability t meet requirements, terms, and cnditins utlined in the RFQ; and firm s resurces and stability. A list f the mst qualified firms will be develped. An interview will be cnducted with a minimum f the tp three qualified firms based n rankings. Fees are nt t be taken int cnsideratin as part f this determinatin. After determinatin f the mst qualified firms, the panel will pen sealed envelpes cntaining fees. The panel will recmmend a firm based n the ranking cmbined with the fee and will ntify the Purchasing Agent by mem f its recmmendatin. The Purchasing Agent will bring the recmmendatin frward t the Bard f Selectmen r Bard f Educatin fr apprval as required by the Twn Charter, State statutes, Bard f Educatin plicy, and this plicy. A recrd f all prpsals submitted, giving the names f the bidders, the amunts f the bids, and indicating the successful bidder shall be preserved by the Purchasing Agent in accrdance with State law. 10

12 SECTION D PREFERRED PROFESSIONAL SERVICES VENDOR LIST It is the intent f this prcess t develp a list f pre-qualified vendrs fr specified prfessinal services that will be available fr hire by the Twn r Bard f Educatin during the cntract perid. Twn r Bard f Educatin departments and schls may use vendrs n this list when services are needed and when pre-apprved by the First Selectman r Superintendent. This list in n way requires the departments r schls t utilize vendrs frm the list nr des it preclude the ability f any department r schl t initiate the RFP prcess. The Purchasing Agent shall utilize the Request fr Prpsal prcess t develp the list and will maintain the list f all selected vendrs as well as the date f inceptin f the list. The list shall be viable fr three years frm date f inceptin. Selected vendrs shall remain n the list frm the date selected until the expiratin date f the list unless remved by the Purchasing Agent. At that time, a vendr may resubmit fr inclusin thrugh the prcess. Vendrs may be placed n the list using the Request fr Qualificatin prcess in Sectin C: Prcedures fr Optinal Requests fr Qualificatin. Any vendr may be remved frm the list at any time by the Purchasing Agent. The fllwing statement must be included in materials fr the Request fr Prpsal and Cmpetitive Bid prcesses: Submissin f a respnse t this RFP r bid may result in yur placement n ur Preferred Vendr List. Inclusin n the list is nt a guarantee f wrk being awarded. Any vendr may be remved frm the list at any time by the Purchasing Agent. 11

13 SECTION E ACCEPTANCE/REJECTION OF BIDS The Purchasing Agent may reject any and all bids r qutatins in whle r in part. Bids may be rejected fr, but nt limited t, the fllwing reasns: if there is any reasn t believe that cllusin exists amng the bidders; irregularities f any kind, including, withut limitatin, alteratin f frm, additins nt called fr, cnditinal bids, incmplete bids, and unexplained erasures; if past perfrmance is such that the First Selectman r Superintendent feels that the bidder cannt prvide satisfactry service; r failure t act respnsibly in dealings with the Twn, Bard f Educatin, r ther custmers. The Purchasing Agent shall nt accept a prpsal submissin frm any vendr if the vendr, its sle prprietr, partner(s), r cmpany fficer(s) are in default n the payment f taxes, licenses, fees, r ther mnies due t the Twn.. The Purchasing Agent retains the right t waive any insubstantial irregularities in the bids received (i.e. typgraphical errrs, errrs in frmatting, etc.). In accrdance with CGS 7-148w, the Twn may, by rdinance f its legislative bdy, establish a prcess fr disqualificatin f any cntractr, fr up t tw years, frm bidding n, applying fr, r participating as a subcntractr under, cntracts with the Twn r Bard f Educatin fr ne r mre causes set frth under subsectin (c) f that sectin. Such rdinance shall establish prcedures fr disqualificatin which shall include ntice and an pprtunity fr a hearing t the cntractr wh is the subject f the prceeding. Nthing in this sectin shuld be cnstrued t limit in any way the right f the First Selectman r Superintendent r his/her designee t reject any and all bids. 12

14 SECTION F WAIVER OF REQUEST FOR PROPOSAL/COMPETITIVE BID PROCESS In certain situatins the bidding, qutatin, and prpsal prcesses described in this dcument may be waived even thugh the estimated cst exceeds the dllar threshld established in Sectin A: Definitins & General Requirements. The frmal prcess may be waived fr any f the fllwing reasns: Only ne (1) reasnable r qualified surce can be identified, including thse furnished by a mnply utility. The Purchasing Agent will make the final determinatin f single surce purchases. Time is a critical factr. A frmal prcess wuld result in substantially higher csts t the Twn r Bard f Educatin, r inefficient use f persnnel, r cause substantial disruptin f Twn r Bard f Educatin services. Tuitin and ther services as determined by Planning and Placement Team (PPT). Thse exempted r determined by law. The First Selectman r Superintendent may grant a waiver fr any f the abve-listed reasns. Upn granting such a waiver, the First Selectman r Superintendent must, in writing, state the reasn(s) fr granting such waiver and shall ntify the Bard f Selectmen r the Bard f Educatin as applicable f such actin by electrnic means. If within tw business days fllwing such ntificatin tw members r mre f such bard as applicable bjects t the granting f such waiver then the waiver shall be suspended pending apprval f the waiver by the full bard. N bids shall be awarded pursuant t this prcess until tw business days have elapsed. A waiver fr any reasn ther than thse abve requires the apprval f the Bard f Selectmen r the Bard f Educatin as applicable. Fr a requesting department r schl t btain a waiver, a written waiver request including specific reasns fr the waiver shall be prvided t the First Selectman r Superintendent. The request must be signed by a department head, principal, r directr. Upn receipt f the waiver request, the First Selectman r Superintendent will ntify the requestr if the waiver has been granted. 13

15 SECTION G PURCHASING IN EMERGENCY SITUATIONS OR UNDER EXTRAORDINARY CONDITIONS The frmal prcess may be waived fr any f the fllwing reasns: In the pinin f the First Selectman r Superintendent r his/her designee, an emergency requires the purchase f gds r services t avid injury r damage t human life r prperty. T meet a public emergency as determined and apprved by the First Selectman. Emergency situatins shall be defined as situatins in which: the peratin f a department wuld be seriusly hampered; r life, limb r prperty may be endangered; r the health r welfare f the general public is seriusly threatened. Extrardinary cnditins shall be defined as cnditins which: are nt knwn until after an peratin has cmmenced; r require unanticipated parts, equipment r materials t be btained in rder t cmplete the peratin. Under cnditins enumerated abve, the First Selectman/Superintendent r his/her designee, may authrize purchase f necessary gds and/r services. At the time f the purchase, the department r schl will secure a sales ticket, delivery slip, r invice fr the material frm the vendr. Within the timeframe determined by the Purchasing Agent fr the specific emergency r extrardinary cnditin, a Requisitin will be prepared in the usual manner. The nature f the cnditins necessitating such a purchase shall briefly be prvided n the Requisitin. The Chief Financial Officer will then frmally issue the purchase rder t the vendr which will be marked "Cnfirming Order - D Nt Rerder". Purchases f this nature will be kept t an abslute minimum. 14

16 SECTION H MANDATORY REVIEW OF PURCHASING POLICY Beginning five years frm final adptin f this plicy and n less frequently than every five years thereafter, the Bard f Selectmen, Bard f Educatin, and Bard f Finance shall frm a wrk grup cnsisting f tw members f each f the bards and the CFO t review this plicy and recmmend mdificatins as needed. 15