The following Purchasing and Contracting Policy shall apply to the Davis Cemetery District, its governing Board, and all employees. Any reference in the policy to action taken by an employee shall be construed to apply equally to any member of the governing Board. Every employee of the Davis Cemetery District should seek to obtain the best value for each dollar expended and uphold the public’s trust by processing public purchasing in an open and honest environment.
Purchases Over $1,000 But Less Than $10,000
The Superintendent or his/her designee is authorized to make purchases of between $1,000 and $10,000 after having received at least three verbal or written price quotes, which include any applicable delivery and set up charges. A purchasing log will be maintained to record all verbal quotes. The purchaser will select the vendor quoting the lowest price, assuming quality and quantity of the quoted goods or services are comparable. The requirement for a three-bid minimum is waived only in the case when less than three vendors can be found.
Purchases Exceeding $10,000
Purchases exceeding $10,000 require at least three written price quotations and are subject to Board approval. Quoted costs must include any applicable delivery and set up charges. The requirement for a three-bid minimum is waived only in the case when less than three vendors can be found.
In determining the best proposal, the Board or Superintendent may consider the price, quality, availability, and functionality of the product/service as well as the character, reputation, financial stability and integrity of the bidder.
Purchases Exceeding $25,000 (NO CHANGE)
Purchases exceeding $25,000 require a formal bidding process. Notice inviting formal bids shall be posted and published at least 14 calendar days before the date of opening the bids. Notice shall be published at least twice, not less than five days apart, in a newspaper of general circulation in the District. A copy of the notice shall be posted from 14 calendar days before the date of opening the bids until the close of the bidding period at or near the door of the District’s office. The District shall also give notice to all qualified contractors on the District’s contact list. In addition, the District may give such other notice as it deems proper under the circumstances. All notices shall state the time and place for the receiving and opening of sealed bids.
The Board shall, in open session, open and examine the bids and declare the same. At its discretion, the District may reject any bids presented. The Board may also withdraw the work from competitive bidding at any time prior to the award of the contract. If a contract is awarded, it shall be awarded to the lowest responsible bidder. Bids may be received, and contracts awarded on a unit basis, that is, bids compared upon the basis of estimates of the quantities of the work to be done.
Construction Contracts (NO CHANGE)
Construction contracts shall be let only to a holder of a valid state contractor’s license unless such work is exempt from such licensing requirement by any other provision of law.
Before entering into any contract for a construction project, the District shall prepare full, complete, and accurate plans and specifications and estimates of costs, giving such directions as will enable any competent builder to carry them out. Plans and specifications shall be sufficiently certain and definite upon all the details of the work which affect its cost to apprise bidders of all the essential and substantial parts of the work and enable them to know with reasonable accuracy the outlay they will have to make in performing the work to be contracted for. The plans, specifications, and estimates shall be approved by the Board and the original draft filed permanently in the District office before further action is taken.
In the case of an emergency, the Board may adopt a resolution by 4/5 vote of all the members of the Board declaring that the public interest and necessity demand immediate expenditure of public money to safeguard life, health, or property. The Board may expend any sum required in the emergency for the construction or completion of any building, structure, or improvement without submitting the expenditure to bid.
Current Request for Proposal and Bidding Opportunities: