VendorsHow to Do Business Construction Bid Qualification Bid Opportunities Bid Results Board Minutes |  How to Do Business with the Davenport Community Schools PURCHASING POLICIES LOCATION The Purchasing Department is located on the third floor of the Administration Service Center, 1606 Brady Street, Davenport, Iowa, 52803. Phone (563) 336-5000. OFFICE HOURS The Purchasing Department hours are from 8:00 a.m. to 4:00 p.m. local time, Monday through Friday with the exception of legal holidays. AUTHORIZED PURCHASING OFFICIAL The Buyer is the primary person responsible for purchasing for the Davenport Community School District. All purchases by the School District require the “Official Purchase Order” of the District signed by an authorized official. AFFIRMATIVE ACTION POLICY The Davenport Community School District has an active Affirmative Action Policy that according to Federal and State laws protects each individual against discrimination by reason of race, religion, sex, color, national origin or ancestry, or physical handicap. In accepting a Purchase Order with the Davenport School District, all vendors will have an approved Affirmative Action Plan. TAXES The District is exempt from all Federal, State of Iowa and other states taxes on the purchase of materials and/or services purchased or rented to complete their contract. Contractors shall bill the District for any sales tax for contractors pertaining to the alterations, construction of, repair of real property. Upon final payment the District will send the contractor a form, which will be filled out in its entirety and returned to the District per the instructions on the form. The District shall then contact the State of Iowa for tax reimbursement. DELIVERY OF EQUIPMENT AND SUPPLIES Prices shall be quoted F.O.B. Destination Davenport, Iowa with delivery to be made to the District Receiving Department located at 1008 West Kimberly Road Davenport, Iowa 52806, unless specified differently on the purchase order. METHODS OF BIDDING - FORMAL An invitation to bid is a formal procedure using sealed bids. This process is advertised in the Quad City Times newspaper two times and at least fifteen days prior to the date that the bids are due. All bids are to be sealed before acceptance by the Purchasing Department and shall have written on the outside of the envelope the name of the product or service being bid. Faxed bids will not be excepted. Vendors may stay for the opening but it’s not required. This type of bid is opened publicly and read aloud at the time specified in the invitation to bid. Action on the bids will be submitted to the Davenport Community School District Board of Directors, who will hold a public hearing before awarding the bids or contract. INFORMAL BIDS/QUOTATIONS Requests for bids and or quotations that do not require formal procedure will be sent to the responsible vendors for supplies and services. This type of quotation is to be submitted in a sealed envelope that will be opened at the designated time and tabulated in accordance with standard procedures. Vendors need not be present for opening. It is the responsibility of the vendors to make sure that all bids and or quotations are in the hands of the designated recipient by the time advertised or requested. All bids and or quotations received after the designated time will be returned to the vendor unopened. All documents including tabulations will be kept on file in the Purchasing Department. Documents will be available for inspection at any time during business hours. An advance appointment is preferred. VENDORS BID LIST The Purchasing Department maintains a file of approved vendors, classified according to the type of material, supplies, equipment or services they provide. In order for a vendor to be approved, they must submit their request on their company letterhead with the type of supplies or services provided. A copy of your letter will be forwarded to the appropriate department. INSURANCE For projects over $57,000.00 we require insurance in these amounts and need to have on file a certificate of insurance before a contract is issued.
REMOVAL FROM VENDORS LIST The Buyer may recommend the removal or suspension of a bidder from our “Vendor List” providing evidence is available for such action. The following shall be sufficient grounds for debarment or suspension: 1) Delivery of supplies or service which do not comply with specifications. 2) Failure to accept orders offered that are based on firm bids 3) Failure to respond with either a bid or an indication of No Bid to our requests. 4) Failure to make applicable adjustment or replacements of damaged goods. The above list is not all -inclusive and serves only as a guideline for qualifying vendors. COMPLAINTS AGAINST CONTRACTED SERVICES PROVIDERSAll contractors/subcontractors/vendors will be held liable for any and all aggrieved complaints made against their employees. All correspondence between the contractors/subcontractors/vendors and the District will be in writing. Failure to comply can result in the removal of your contract. PURCHASING POLICIES Our Board of Directors and the laws of the State of Iowa guide purchasing Policies for the Davenport Community School District. It is the policy of the school district to: 1) Conduct all purchasing in accordance with Federal and State laws and in compliance with the policies of the Davenport Community School District. 2) Award of the contract: The contract will generally be awarded on the basis of the lowest responsible bid and bidder, taking into consideration the price, quality, delivery and ability, past work history, and any other factors the District determines to be relevant. The decision to award the Contract shall be final. Our Board of Directors reserves the right to reject any and all bids if it is in the best interest of the School District. 3) Provide all qualified vendors the right and the opportunity to sell their products and services to the Davenport Community School District. 4) Treat all responsible vendors equally and fairly. 5) Maintain the integrity of the purchasing process and protect the public interest. PURCHASING EXPECTATIONS OF VENDORS The Davenport Community School District expects its vendors to: 1) Uphold high ethical standards such as honesty, sincerity, and fairness and is considerate of customer’s time. 2) Become familiar with and adheres to district’s purchasing procedures and policies. 3) Utilize a sales approach that does not pressure but highlights strong points of product versus negative aspects of competitors. 4) Supply us with current catalogs and updates product literature as changes occur. 5) Be well in-formed and knowledgeable about product lines (s). 6) Is willing to demonstrate and /or provide training or in-services on products when needed. 7) Ensure deliveries arrive in good order, complete and according to the timelines as agreed upon. 8) Send accurate invoices that clearly state products, all charges and submitted a timely manner. 9) Be competitive in pricing. 10) Be timely in response and places priority on unresolved issues with follow-through. WHAT VENDORS CAN EXPECT OF DISTRICT The vendor can expect the district will: 1) Maintain the basic belief that purchasing exists to serve our district needs. Our district is defined as the people we represent 2) Inform companies of our district procedures and policies and we will be consistent in following them, resulting in fair treatment to all our vendors. 3) Fulfill our professional responsibilities with honestly and integrity. 4) Select quality products that meet our needs at the lowest possible price available. 5) Strive to communicate our needs to vendors with clearly defined specifications. 6) Allow ample and realistic timelines for vendors to respond to our needs. 7) Provide timely payment for goods and services when district procedures are followed. If you are applying for construction projects please return the information called for to:
If you are applying for supplies or small equipment return the information called for to:
For questions call:
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