Authorized Signatures

Policy Date: 06/10/2024

ASD File: DJ

AUBURN SCHOOL DISTRICT
PURCHASING and PAYMENT PROCEDURES/VENDOR RELATIONS/LOCAL PURCHASING/BIDDING REQUIREMENTS/AUTHORIZED SIGNATURES

The acquisition of supplies, equipment, and services will be centralized in the business office,
which functions under the supervision of the Superintendent, and through whose office all
purchasing transactions are conducted.

The Board assigns the Superintendent and/or designee the responsibility for the quality and
quantity of purchases made. The prime guidelines governing this responsibility are that all
purchases fall within the framework of budgetary limitations and that they be consistent with the
approved educational goals and programs of the district.

The Superintendent and/or designee will be solely responsible for the final approval of all
purchases. No purchase is final until the purchase order has been authorized by the
Superintendent of Schools.

PURCHASING PROCEDURES (Language formerly Policy DJB)
Purchasing procedures will be designed to avoid assumption of risk and to ensure the best
possible price for the desired products and services.

Procedures for purchasing will be developed by the Superintendent or his/her designee.

These procedures will require that all purchases are made on properly approved purchase orders
and that for items not put to bid, price quotations will be solicited.

Special arrangements may be made for ordering perishable and emergency supplies.

VENDOR RELATIONS (Language formerly Policy DJG)
In all purchasing activities, agents of the School Board shall:

1. Consider first the interests of the school system and the betterment of its educational
program.

2. Endeavor to obtain the greatest value for every tax dollar expended.

3. Give responsible vendors consideration in determining whether their products meet
specifications and the educational needs of the school system.

LOCAL PURCHASING (Language formerly Policy DJF)
It shall be the policy of the Auburn School District to purchase locally provided goods when
possible.

BIDDING REQUIREMENTS (Language formerly Policy DJE)
All contracts for and purchases of supplies, materials, equipment, and contractual services in the
amount of $25,000 or more shall be based, when feasible, on at least three competitive bids. All
purchases less than $25,000 but more than $5,000.00 in amount, may be made in the open
market but shall, when feasible, be based on at least three competitive written quotations. All
purchases made in the open market of less than $5,000 shall be completed after careful pricing
and good purchasing practices.

When bidding procedures are used, bids shall be advertised appropriately. When specifications
are prepared, they will be mailed to all merchants and firms who have indicated an interest in
bidding.

All bids must be submitted in sealed envelopes, addressed to the Board, and plainly marked with
the name of the bid and the time of the bid opening. Bids shall be opened at the time specified
and all bidders and other persons shall be invited to be present.

The Board reserves the right to reject any or all bids and to accept that bid which appears to be
in the best interest of the district. The Board reserves the right to waive any informalities in, or
reject, any or all bids or any part of any bid. Any bid may be withdrawn prior to the scheduled
time for the opening of bids. Any bids received after the time and date specified shall not be
considered. The Board also reserves the right to negotiate with a bidder when all bids exceed
the budgeted appropriation.

The bidder to whom the award is made may be required to enter a written contract with the
district.

AUTHORIZED SIGNATURES (Language formerly Policy DGA)
Checks drawn on the general fund or any special fund will require the signature, electronic or
otherwise, of the Auburn School District Treasurer, who is authorized to sign only after approval
of manifests by the Auburn School Board.

Electronic, ACH, and wire transfers of funds (electronic payments), for payment of accounts
payable and all payroll manifests, may be approved by the School District Treasurer, or by the
Business Administrator as delegated by the School District Treasurer, provided the School Board
has approved a manifest authorizing the payment.

In keeping with the district’s desire for efficient fiscal management, the following procedure for
payment of its liabilities is in effect:

1. All manifests, supported by original invoices, will be approved and signed by the
majority of the School Board.

2. The School District Treasurer’s signature will be on all checks from the central office.

Checks drawn on an activity fund will require one signature after approval by the advisor and
school principal or assistant principal. Checks drawn on an activity fund shall require the
signature of the school principal or assistant principal. (Language formerly Policy DK)

Adopted: February 8, 2000
Revised: June 10, 2024