It is the policy of the Kearsarge Regional School District that all contracts for, and purchases of supplies, materials, equipment, and contractual services, with the exception of those available from single source suppliers, in the amount of $10,000 or more shall be based, unless otherwise exempted by the Superintendent and the Finance and Audit Committee, with a recommendation to the full board when necessary, on competitive bids.  

The Kearsarge Regional School Board reserves the right to reject any or all bids and to accept other than a low bid if it serves the best interest of the School District. Any bid may be withdrawn prior to the scheduled time of opening.  Any bid received after the time and date specified shall not be considered.

When appropriate, requests for bid documents will be referred to the Superintendent of Schools’ Office for conformity to requirements, analysis, and recommendations prior to notice of award.

When bidding procedures are used, bids shall be advertised appropriately.  Suppliers shall be invited to have their names placed on mailing lists to receive invitations to bid.  When bid documents are prepared, they will be mailed to all merchants and firms who have indicated an interest in bidding. The Board may have the opportunity to review the bid prior to advertisement.

All bids must be submitted in sealed envelopes, addressed to the Kearsarge Regional School 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 are invited to be present. KRSD may provide a “look back” opportunity to any or all bids. “Look back” is defined as a provision, that once the bids have been opened, bidders may be requested to review their proposal for any final considerations.

The Board reserves the right to, upon recommendation of the Superintendent or Business Administrator, award purchase contracts to the qualified bidder whose contract or service will best serve the interest of the School District and may not simply reflect the lowest bid.  

Food and Nutrition Service (FNS) Program Procurements:

Kearsarge Regional School District may use the simplified acquisition procedures for small purchases up to the threshold set by 41 U.S.C. 403(11), which is $150,000. This increase in the threshold will allow for more small purchase procurements to be conducted using relatively simple and informal methods for securing services, supplies, or other property [7 CFR §3016.36(d)] provided that each procurement, regardless of amount, is conducted in a manner that ensures free and open competition.

Federal Program Procurements:

All federal procurements will follow Policy DAF-3. 

Legal Reference(s):
41 U.S.C. 403(11)[7 CFR §3016.36(d)]

Date Adopted:  September 23, 1993, 
Revised:  November 17, 2008, December 5, 2013, February 8, 2018, February 22, 2022
Last Review: February 22, 2022