Norwich Free Academy
Norwich Free Academy, (hereinafter, “NFA”), recognizes its obligation to deal fairly in its purchasing practices. NFA and its employees will not knowingly extend favoritism to any vendor. Each transaction will be conducted on the basis of quality, price and delivery. Past service may be a factor in the vendor selection process when other considerations are equal.
NFA, at its discretion, will use local vendors if all factors are within comparable parameters. Competitive bidding open to the public or to select vendors may be practiced wherever feasible and to the advantage of NFA.
This policy will also apply to purchases for extracurricular school or other student activities.
No member of the Board of Trustees or employee of NFA shall accept, either directly or indirectly, any gifts from any person, firm or other corporation doing, or desiring to do business with the school.
Definitions for this policy:
Quotation: A notice, either oral or written, whereby a vendor informs the purchaser of the conditions and price under which supplies, material, equipment or services are to be furnished to the purchaser.
Bid: A notice, in writing and in a sealed envelope, delivered to the purchaser by a specified date. In accordance with the specifications set forth by the purchaser, the vendor will inform the purchaser of the conditions and price under which supplies, material, equipment or services are to be furnished to the purchaser.
Goods and Services: Intangible products including, but not limited to, labor, architectural, and design work, and the goods required to perform the contracted service.
Goods: Tangible products including, but not limited to, furniture, custodial and office supplies, parts and equipment.
All purchases, when possible, feasible, and to the advantage of NFA, shall be based on at least three competitive quotations or prices. Quotations should be submitted with the purchase order, or be on file in the appropriate office. When there are instances where a product is proprietary and three quotations cannot be obtained, they must be approved by the Superintendent/Head of School or the Chief Financial Officer, or, in their absence, the designee as appointed by the Superintendent/Head of School.
Transactions must be by purchase order requisition. The Superintendent/Head of School or the Chief Financial Officer, or, in their absence, the designee as appointed by the Superintendent/Head of School shall approve purchase order requisitions and contracts.
The name and address for delivery of bids to the appropriate corporation is:
Chief Financial Officer
Norwich Free Academy 305 Broadway
Norwich, CT 06360
Bids must be submitted in sealed envelopes and appropriately marked on the outside of the envelope. After the bids have been opened and tabulated, they will be available for those interested to copy or examine. The bids shall not be removed from the Finance, Facilities or other appropriate office. NFA reserves the right to reject any or all bids or portions thereof, and reserves the right to waive any informalities in any bid. When requested, the vendor must supply current evidence of insurability, bonding, references, etc. Signing of insurance indemnification clauses may also be required.
Purchases for less than $10,000
All purchases under $10,000 must be approved via the purchase order process prior to the receipt of goods or services. The purchaser shall solicit an oral or written quotation, but may dispense with bidding, if it is not to the advantage of NFA to secure bids
Purchases over $10,000
All purchases over $10,000 shall be bid and have at least three quotations in accordance with the direction of the Superintendent/Head of School or Chief Financial Officer. If three bids can’t be procured, documented declination from vendors is required. When possible, solicitation for bids shall be from a list of authorized vendors, maintained in the Finance Office.
All purchases over $10,000 for services or combined goods and services must be approved using the purchase order process prior to their receipt and require a formal NFA contract/service agreement.
Purchases for goods over $10,000 do not require a formal NFA contract/service agreement, all other bidding requirements apply.
Purchases over $40,000
All purchases over $40,000, not approved in the budget, shall be brought to the Board for approval.
In an emergency situation, the process for specific purchases may be eliminated. The Superintendent/Head of School or Chief Financial Officer, or in their absence, the designee as appointed by the Superintendent/Head of School shall make the decision as to whether a given situation is an emergency situation.
Policy Adopted: November 10, 1993
Policy Revised: January 21, 2003
May 22, 2007
November 21, 2017
April 24, 2018