DJB - Purchasing Procedures

Policy DJB allows for flexibility when conditions warrant an emergency purchase given the following conditions: 

a.      the substantial likelihood of an imminent adverse effect on the health, welfare or safety of District students, staff or the general public;

b.      the substantial likelihood of imminent destruction or substantial damage to property; or

c.      the substantial likelihood that a delay in purchasing particular goods and/or services will create an excessive financial risk or liability exposure for the District.

In cases where an emergency requires the immediate purchase of goods and/or services, the responsible District official shall have the authority to make necessary purchases, while considering best interest of the District and may, but doesn’t require, the foregoing of documented price quotes, competitive bidding or competitive proposals. The District official shall submit written explanation of all relevant information concerning the emergency, and reviewed by the executive director of finance, who shall report thereon to the superintendent and, for emergency purchases of $250,000 ormore, to the Board of Education.

The following Purchases equaling or exceeding $250,000 were made under DJB emergency provisions and are now being reported to the Board of Education by the Executive Director of Finance as required.

• 6,000 Lenovo Chromebooks and 280 laptop carts for K-2 students,including warranty and accidental damage coverage, like those provided for the District’s broader technology refresh plan for grades 3-12.The pricing was included as part of the technology refresh for the District’s normal technology refresh cycle. The total purchase was $2,158,595 and expenditures are charged against the District’s COVID Response Reserve.  
  
  
• 6,387 Lenovo Windows-based machines, including warranty and accidental damage coverage. This purchase is part of the District’s normal 3-12 technology refresh program.  The total purchase was $2,813,473 and expenditures are charged to the District’s technology refresh budget.
  
  

• 1,250 iPad devices. Apple devices are only offered by Apple for educational discounts and are considered a Sole Source exception allowed under Policy DJB. The total purchase was $521,518, and expenditures are charged against the District’s COVID Response Reserve.
  
  
• 1,992 Dell Latitude 3310 devices were purchased as part of the District’s technology refresh program (P376685 issued in May - $1,045,800.00 - previously approved by BOE).
  
  
•  2,020 Mifi devices from T-Mobile and another 50 from Verizon were selected primarily based on their ability to ship immediately; pricing was based on State price agreements.  This approach allowed the District to navigate the enormous national demand for Wi-Fi connectivity.  The total purchase is estimated to be $550,000, which includes annualized monthly service charges.  Expenditures will be charged against the District’s COVID Response Reserve.
  
  
• 210 Handheld and 70 backpack electrostatic sprayers with accessories, based on sanitation needs for schools and buses. The total purchase was $332,494 and expenditures are charged against the District’s COVID Response Reserve.

While none are currently anticipated, any future emergency purchases will be reported to the Board as contemplated in policy DJB.