Overview

  • The School District of Springfield R-12 located in Springfield Missouri, intends purchasing to be conducted in accordance with state laws and district policies so that the taxpayer receives full value for each dollar of public funds spent. SPS is the largest fully accredited school district in the State of Missouri with a student population of 25,000.  As one of the largest employers in the cit of Springfield, the District contributes significantly to the economic base of the area, employing approximately 3,500 full-time and j850 part-time employees.  district procedures also conform to open, ethical, and sound procurement policies. Qualified suppliers are invited to compete for the districts business, which consists of a variety of goods and services.

    The Purchasing Department carries out its responsibilities according to Missouri State Statutes, professional procurement practices and procedures, and rules and regulations adopted by the Board of Education. The Purchasing Department has the responsibility for administering procurement procedures on behalf of the school system and is the first point of contact for vendors wishing to present or demonstrate products.

    The purchasing manager has the authority to issue purchase orders for the procurement of goods and services.  Contracts for the district are awarded on the basis of best value to the district - price, quality, and other prescribed selection factors considered. This web site is intended to provide valuable information about the necessary steps in doing business with district - including the bidding processes. Please refer any questions you may have to the appropriate buyer handling the commodities or services you sell. Click here for a list of buyer and commodity and services they are responsible for. 

Vendor Visits

  • The Purchasing Department welcomes and encourages visits by vendors or their representatives. In order that the staff and vendors may schedule their time most productively, Buyers are generally available Monday through Friday from 8:30am-11:30am for vendor visits. Appointments may be scheduled with a Buyer at other times by mutual agreement.

Vendor Self Service/Bidders List Registration

  • The Purchasing Department uses an on-line bids/quotes software system. Prospective bidders can register to automatically to receive on-line bidding opportunities by Clicking Here and completing the registration. Vendor self service will allow the vendor to maintain accuracy of its contact information, access to District invoice payment information and electronic bid notifications for upcoming solicitations. Step-by-step instructions on how to register your business and submit bids in Vendor Self Service can be found by Clicking Here. All qualified bidders will be afforded equal opportunity to quote/bid and will compete on equal terms.

Brand Names

  • Unless otherwise provided in the solicitation, the name of a certain brand, make, or manufacturer does not restrict bids or proposals to the specific brand, make or manufacturer named. It is not intended to exclude other products but to convey the general style, type, functional characteristics, and quality of the item desired. Any item which Springfield Public Schools, in its sole discretion, determines and approves to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, will be considered. The award will be made to the lowest responsible bidder submitting the functional equivalent of similar quality to the brand name described in the solicitation. Thus "equal" products of other manufacturers may be considered if detailed explanation of claim of equivalency is contained in or accompanies the bid or proposal.

Samples

  • The submittal of bid samples may be a requirement of the solicitation and must be furnished at no cost to Springfield Public Schools. Each individual sample must be labeled with the bidder's name, manufacturer's brand name and number, solicitation number and item referenced. Samples submitted by the successful bidder may be held for comparison with merchandise furnished.

Bid Submission/Opening

    • Small Purchases: The Purchasing Department will receive and accept facsimile bids prior to the time and date designated for bid submission for unsealed bids only, Request for Quotations
    • Formal Sealed Bids: The Purchasing Department will not receive or accept facsimiles for formal sealed bids, IFB's.
    • Receipt of bids or proposals are to be received by the Purchasing Department on or before the specified date and hour indicated in the solicitations.
    • Sealed bids are publicly opened and read aloud at the time and date specified. Vendors are invited to attend bid openings. Once the bid/proposal opening session is concluded, committee evaluations and competitors solicitation response will not be discussed with vendors until after the award is made. Individual vendors may be contacted for further information concerning their solicitation response.

Solicitation Results

  • The Purchasing Department, upon evaluation of solicitation results, and unless all responses are rejected will issue a purchase order if the amount is less than $25,000. If $25,000 or more, the Purchasing Manager will recommend the award to the Board of Education for approval at a public Board of Education meeting. If approved, the Purchasing Department will subsequently issue the purchase order. The Purchasing Department does not routinely notify unsuccessful vendors or mail bid recaps.  Any bidder may question the award or decision to award a contract by submitting concerns in writing to the Director of Purchasing no later than seven (7) calendar days after the award is made. The Director of Purchasing will review and reply, as well as initiate any appropriate action, within seven (7) calendar days of receipt.

Vendor Assistance

  • Springfield Public Schools encourages vendors to supply line cards, catalogs, and price lists of the goods or services they provide in addition to providing the District assistance in the development and writing of specifications.

Procurement Methods

    • Small Purchases - Request for Quotation (RFQ): Where the total cost of goods or services is $24,999.99 or less, the Purchasing Department is authorized by the Board of Education to issue a purchase order based on written quotations obtained through an informal process.
    • Sealed Competitive Bidding - Invitation for Bid (IFB): Where the estimated total cost of goods or services is $25,000.00 or more, sealed competitive bids will be solicited from vendors who have requested in writing that their names be placed on the Purchasing Departments vendor bid lists. The Purchasing Department may add names of prospective vendors who are known to the Purchasing Department. In addition, the Purchasing Department may advertise for bids in newspapers. Generally, bid notices will be posted on the Purchasing Department bulletin board at least 10 days prior to the date set for receipt of the bids. All purchases of $25,000 or more must be approved by the Districts Board of Education before a purchase order will be issued. Bids which do not conform to the bid terms will not be considered.
    • Competitive Negotiation - Request for Proposal (RFP): If it is determined that the competitive sealed bidding is either not practicable or fiscally advantageous, the Purchasing Department will use a formal competitive negotiation process.
    • Emergency Purchases: An emergency situation may arise involving a threat to personal safety, life or property; i.e. a sudden and unexpected occurrence of a serious, urgent and threatening nature that demands immediate action to avoid termination of essential services or dangerous conditions. In such cases, the Purchasing Department may issue a purchase order without formal competitive bidding or competitive negotiation.
    • Sole Source Procurement: The requisitioner must:
      • Define the purchase (item, service, description, brand, model or part number)
      • Obtain approval from expert/departments on requisition (Information Services, Engineering, Curriculum, etc.)
      • Research and obtain signed justification from a competent expert in the field in which the product will be used. The statement from the USER expert must indicate that in the professional opinion of the certifying individual.
      • This is the only product that can be used to accomplish the task necessary in an appropriate manner and must list the specific reasons why this is the case.
      • This product is available only from the source indicated – there are no distributors who sell the products.
      • A written quotation from vendor is recommended verifying the actual list price and appropriately allocated discount.
      • Upon determination in writing that only one (1) source exists for a specific good or service, a purchase order may be negotiated and awarded to that source without competitive sealed bidding, subject to prior approval by the Board of Education if the anticipated cost is $25,000 or more.

Delivery of Goods/Payment

    • Delivery of goods must be made to the location indicated on each Purchase Order. Springfield Public Schools receives warehouse deliveries of goods between the hours of 8:00 a.m. and 3:00 p.m. Monday through Friday. The vendor shall prepay all shipping charges unless an exception is specifically agreed to in advance of shipment. Springfield Public Schools will not accept COD orders. All shipments must be accompanied by appropriate packing slips containing the shipper's name, exact contents, and Purchase Order number.
    • Vendors must address all invoices to the Accounts Payable Department address shown on each Purchase Order. Failure to do so may delay payment. Payment is not made until the purchase order is filled complete. Invoices that do not reference an authorized Purchase Order will be rejected.
    • Springfield Public Schools is exempt from federal and state taxes. A Tax Exempt Letter will be provided by the Purchasing Department upon request by the vendor.