DJ: PURCHASING

FILE: DJ
 
The School Committee declares its intention to purchase competitively without prejudice and to seek maximum educational value for every dollar expended.
 
The School Committee shall appoint an individual with responsibility for all goods and services, Chief Procurement Officer, who will meet all state requirements for such a position and have been delegated as such by the Town Manager who serves as the Town Chief Procurement Officer and as such must also make delegation of authority. The School Chief Procurement Officer will develop and administer the Purchasing Program for the schools in keeping with all federal, state, and local legal requirements and within the adopted school budget.
 
All purchases, including electronic and procurement card payments or orders will be made with prior approval of the Chief Procurement Officer before goods or services are received.
 
Acquisition of all goods and services will be made using school standardized contracts, official purchase orders and/or town-issued procurement cards. All requisitions will be approved for submission by the appropriate budget manager (Principal, Dept Head, Program Leader) designated by the Superintendent, with such exceptions as may be made by the latter for emergency purchases.
Purchasing compliance within budget and grant guidelines is the responsibility of the department head or published budget manager/administrator.
 
School Committee requires all budget managers to:
  1. Ensure that sound business practices are used by faculty and staff when making goods and services purchase requests; Use state procurement contracts, national collaborative purchasing contracts, or
  2. evaluate best value prices;
  3. Consider using SOMWBA certified Minority and Women-Owned Business Enterprises (M/WBEs);
  4. Procure goods and services that conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products; and
  5. All purchases shall be in compliance with:
i. district curriculum adoption procedures set forth by Offices of K-12 Curriculum Instruction and K-12 Educational Technology or by the Special Education Department
ii. Family Educational Rights and Privacy Act ("FERPA"), 20 U.S.C. Section 1232g (collectively, the "FERPA Records"),
iii. 16 CFR 312 Children's Online Privacy Protection Rule,
iv. 201 CMR 17.00: Standards For The Protection of Personal Information of Residents of the Commonwealth, and
v. 603 CMR 23.00 Student Records
 
Unauthorized purchase of goods and services requires budget managers to provide explanation as to why School Committee Purchasing Policy or Administrative Directives were not followed. School Committee reserves their legal right to direct the budget manager to return the goods or not approve payment. Vendor will be informed of School Committee Purchasing Policy and MGL Chapter 41, Section 56, which protects the department for paying for unauthorized expenses.
 
LEGAL REFS.:
M.G.L. 7:22A; 7:22B; 30:39M; 30B; 41:56; 71:49A; 149:44A-J

Lexington Public Schools, Lexington MA
Adopted by Lexington School Committee: July 2015