The board supports economic development in Iowa, particularly in the local community. As permitted by law, purchasing preference will be given to Iowa goods and services from a locally-owned businesses located within the school district or from an Iowa-based company that offers these goods or services if the cost and other considerations are relatively equal and they meet the required specifications. However, when spending federal Child Nutrition Funds, geographical preference is allowed only for unprocessed agricultural food items as a part of response evaluation. Other statutory purchasing preferences will be applied as provided by law, including goals and reporting with regards to procurement from certified targeted small businesses, minority-owned businesses, and female-owned businesses.
Goods and Services
The board shall enter into goods and services contract(s) as the board deems to be in the best interest of the school district. It is the responsibility of the superintendent to approve purchases, except those authorized by or requiring direct board action or approval as described below or as provided by in law. The superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories, or attachments with an estimated cost of $50,000 or more.
Purchases for goods and services shall conform to the following:
- The superintendent shall have the authority to authorize purchases without prior board approval and without competitive request for proposals, quotations, or bids for goods and services up to $10,000
- For goods and services costing at least $10,001 and up to $100,000 the superintendent shall receive proposals, quotations, or bids for the goods and services to be purchased prior to board approval. The quotation process may be informal, and include written or unwritten quotations.
- For goods and services exceeding, $100,000 the competitive request for proposal (RFP) or competitive bid process shall be used and received prior to board approval. RFPs and bids are formal, written submissions via sealed process.
In the event that only one quotation or bid is submitted, the board may proceed if the quotation or bid meets the contract award specifications.
The contract award may be based on several cost considerations including, but not limited to the following:
- The cost of the goods and services being purchased;
- Availability of service and/or repair;
- The targeted small business procurement goal and other statutory purchasing preferences; and
- Other factors deemed relevant by the board.
When using federal Child Nutrition funds to purchase goods and services, dollars spent annually must be estimated. It is acceptable to categorize (e.g. groceries, milk, produce, small equipment, large equipment, supplies, and chemicals). A formal sealed bid procurement process is required when annual spending in the category exceeds $101,000 annually. An informal process is used for all other purchases under the threshold annually. Documentation of informal procurement activity is kept on file.
The board may elect to exempt certain professional services contracts from the thresholds and procedures outlined above.
The thresholds and procedures related to purchases of goods and services do not apply to public improvement projects.
Procurement Involving Employee-Owned Businesses
To maintain integrity in public contracting and prevent conflicts of interest pursuant to Policy 402.1, all procurement transactions involving businesses owned, controlled, or substantially operated by district employees or their immediate family members must adhere to the following safeguards:
- Mandatory Ownership Disclosures: Prior to submitting any bid, quotation, or proposal, vendors must disclose whether any district employee or immediate family member holds an ownership interest, executive position, or financial stake in the vendor's business entity.
- Employee Disclosure: Employees may be requested by the Superintendent to complete a Conflict of Interest Disclosure Form, in accordance with Board Policy 402.1. Such disclosures must be submitted on Form 402.1E1.
- Mandatory Recusal: Any district employee who holds a personal financial or pecuniary interest in a prospective vendor, or whose immediate family member holds such an interest, shall immediately recuse themselves from all aspects of the purchasing process. This includes drafting specifications, issuing requests for proposals, evaluating bids, recommending awards, or managing contract execution.
- Prohibition Against Dual Representation: No employee shall act as both the contracting party (or vendor representative) and the district representative in the same transaction. An employee who owns or represents an outside business entity is strictly prohibited from signing contracts, approving purchase orders, or inspecting deliverables on behalf of the school district for transactions involving that entity.
- Independent Review and Approval of Contract Awards: Any proposed procurement or contract award exceeding $2,500 involving an employee-owned business must undergo independent review by the Board Secretary or Superintendent to verify competitive market pricing and ensure compliance with Policy 402.1 before work commences or purchases are authorized. If the contract directly involves the Superintendent, the Board of Directors must conduct the independent review and approval.
- Prohibited Procurement Categories: Consistent with Policy 402.1, under no circumstances may employees sell textbooks or general school supplies to the district as outside vendors, nor may vendor contracts utilize confidential district customer/client information obtained through employment.
Public Improvement Projects
The board shall enter into public improvement contract(s) as the board deems to be in the best interest of the school district. ‘Public improvement’ means “a building or construction work which is constructed under the control of a governmental entity and for which either of the following applies: (1) has been paid for in whole or in part with funds of the governmental entity; (2) a commitment has been made prior to construction by the governmental entity to pay for the building or construction work in whole or in part with funds of the governmental entity. This includes a building or improvement constructed or operated jointly with any public or private agency.”
The district shall follow all requirements, timelines, and processes detailed in Iowa law related to public improvement projects. The thresholds regarding when competitive bidding or competitive quotations are required will be followed. Competitive bidding is required for public improvement contracts exceeding the minimum threshold stated in law. Competitive quotations are required for public improvement projects that exceed the minimum threshold amount stated in law, but do not exceed the minimum set for competitive bidding. The board shall approve competitive bids and competitive quotes. If the total cost of the public improvement does not warrant either competitive bidding or competitive quotations, the district may nevertheless proceed with either of these processes, if it so chooses.
For goods and services utilized in public improvement projects, as defined under Iowa law, costing $81,000 (or as outlined by law) or less, the superintendent shall receive quotes of the goods and services to be purchased prior to approval by the superintendent or the board.
For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than $81,000 (or as outlined by law) and less than $196,000, the superintendent shall receive competitive quotations of the goods and services to be purchased prior to approval by the board. The purchase will be made from the party submitting the lowest responsive, responsible quotation based upon total cost considerations including, but not limited to, the cost of the goods and services being purchased, availability of service and/or repair, delivery date, and other factors deemed relevant by the board.
For goods and services utilized in public improvement projects, as defined under Iowa law, costing more than $196,000 (or as outlined by law), the superintendent shall receive competitive sealed bids of the goods and services to be purchased prior to approval of the board. The purchase will be made from the party submitting the lowest responsive, responsible bid based upon total cost considerations including, but not limited to, the cost of the goods and services being purchased, availability of service and/or repair, delivery date, and other factors deemed relevant by the board.
The board and the superintendent will have the right to reject any or all bids, or any part thereof, and to re-advertise. If it is determined that a targeted small business which bid on the project may be unable to perform the contract, the superintendent will notify the Department of Economic Development. The board will enter into such contract or contracts as the board deems in the best interests of the school district.
The district shall comply with all federal and state laws and regulations required for procurement, including the selection and evaluation of contractors. The superintendent or designee is responsible for developing an administrative process to implement this policy, including, but not limited to, procedures related to suspension and debarment for transactions subject to those requirements.
Approved November 26, 2018
Reviewed August 19, 2026
Revised September 16, 2026
