4:60 - Purchases and Contracts

Policy 4:60

Operational Services

Purchases and Contracts

The Superintendent shall manage the District’s purchases and contracts in accordance with State law, the standards set forth in this policy, and other applicable Board of Education policies.

Standards for Purchasing and Contracting

Adoption of the annual budget authorizes the Superintendent or a designee to purchase budgeted supplies, equipment, and services, provided that State law is followed. (No purchase or contract shall be made or entered into as a result of favoritism, extravagance, fraud, or corruption.)

When presenting a contract or purchase for Board approval, the Superintendent or designee shall ensure that it complies with applicable State law, including but not limited to, those specified below:

  1. Supplies, materials, or work involving an expenditure in excess of $25,000 must comply with the State law bidding procedure, 105 ILCS 5/10-20.21, unless specifically exempted.
  2. Guaranteed energy savings must comply with 105 ILCS 5/19b-1 et Seq.
  3. Third party non-instructional services must comply with 105 ILCS 5/10-22.34c.
  4. Goods and services that are intended to generate revenue and other remunerations for the District in excess of $1,000, including without limitation vending machine contracts, sports and other attire, class rings, and photographic services, must comply with 105 ILCS 5/10-20.21. The Superintendent or designee shall keep a record of: (1) each vendor, product, or service provided, (2) the actual net revenue and non-monetary remuneration from each contract or agreement, and (3) how the revenue was used and to whom the non-monetary remuneration was distributed. The Superintendent or designee shall report this information to the Board by completing the necessary forms that must be attached to the District’s annual budget.
  5. The purchase of paper and paper products must comply with 105 ILCS 5/10-29.19c and Board policy 4:70, Resource Conservation.
  6. Construction, lease, or purchase of school buildings must comply with state law and Board policy 4:150, Facility Management and Building Programs.
  7. Any contract to purchase food with a bidder or offeror must comply with 105 ILCS 5/10-20.21(b-10).
  8. Each contractor with the District is bound by each of the following:
    1. In accordance with 105 ILCS 5/10-21.9(f): (1) prohibit any of its employees who is or was found guilty of a criminal offense listed in 105 ILCS 5/10- 21.9(c) and 5/21B-80(c) to have direct, daily contact at a District school or school-related activity with one or more student(s); (2) prohibits any of the contractor’s employees from having direct, daily contact with one or more students if the employee was found guilty of any offense in 5/21B-80(b) (certain drug offenses) until seven years following the end of the employee’s sentence for the criminal offense; and (3) require each of its employees who will have direct, daily contact with student(s) to cooperate during the District’s fingerprint-based criminal history records check.
    2. In accordance with 105 ILCS 5/24-5: (1) concerning each employee who begins providing services in the District after June 16, 2014, provide the District with evidence of physical fitness to perform the duties assigned and freedom from communicable disease if the employee will have direct, daily contact with one or more student(s); and (2) require any new or existing employee who has and will have direct, daily contact with one or more student(s) to complete additional health examinations as required by the District and be subject to additional health examinations, including tuberculosis screening, as required by the Illinois Department of Public Health rules or order of a local health official.
  9. After 1-1-23, any pavement engineering project using a coal tar-based sealant product or high polycyclic aromatic hydrocarbon sealant product for pavement engineering-related use must comply with the Coal Tar Sealant Disclosure Act.
  10. Purchases made with federal or state awards must comply with 2 C.F.R. Part 200 and 30 ILCS 708/, as applicable, and any terms of the award.

The Superintendent or designee shall: (1) execute the reporting and website posting mandates in state law concerning District contracts, and (2) monitor the discharge of contracts, contractors’ performances, and the quality and value of services or products being provided.

Change Order Authorization

A Change Order Authorization form shall be included with each change order presented to the Board of Education for approval. If the Change Order exceeds $10,000 or modifies the projected completion date by 30 days or more, following Board authorization, a copy of the form shall be signed by the Board President and Board Secretary and then filed in a permanent Change Order file by the Secretary of the Board of Education.

Adopted: April 20, 1998
Revised: January 20, 2009; September 26, 2011; February 25, 2019; February 28, 2022

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