Page 19 - The EDGE Spring 2022

Doing Business with School Districts
CONTINUED FROM PAGE 16

"A word of caution – don’t contact Why do districts have to get multiple quotes when
there is only one vendor who can meet their needs?
a grocery store if you’re looking The answer is that the sole source procedure

for an industrial copy machine." eliminates the need for competitive quotes or
bids, but its use must be based on performance,
programmatic or operational requirements, not a
to respond with a quote. If a vendor doesn’t respond preference for a particular product or provider.
within the specified time, a so-called no quote can AASBO members were cautioned that completing a
be documented by the district. What happens if a sole source purchase can be more difficult and take
district is unable to get three quotes? They were longer than trying to get quotes.
told they need to document their effort, including
that they contacted vendors that had a reasonable The most common mistakes that districts make
opportunity to provide a quote. A word of caution – include not allowing enough time for the procurement
don’t contact a grocery store if you’re looking for an or PO process, not asking the right questions
industrial copy machine. The requirement for three “up front,” incomplete documentation, receiving
quotes is designed to ensure and verify that school materials or services before a purchase order is
districts are spending taxpayers’ money wisely. issued, failing to inspect and confirm an order upon
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Proud Supporter of

Benson Systems is a provider of Life Safety, Security, Low AASBO and the
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a complete suite of services including Design, Installation, Future of Education
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Support, and Maintenance.
Support, and Maintenance.
Benson Systems is a provider of Life Safety, Security, Low
a complete suite of services including Design, Installation,
Support, and Maintenance.
Voltage Building Technologies, and HVAC systems, offering
a complete suite of services including Design, Installation,

Support, and Maintenance.

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19

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