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Committee approves forwarding Policy 3323 on bidding thresholds and exceptions
Summary
The committee recommended Policy 3323, which sets competitive‑bidding thresholds ($15,000 and $25,000), lists exceptions including sole‑source and state‑vetted vendors, and asks staff to clarify application to activity accounts and emergency purchases.
The Danbury School District Finance/Policy Committee voted to forward Policy 3323, which sets competitive‑bidding thresholds and describes exceptions for sole‑source items and state‑vetted vendors.
Policy 3323 states that “all contracts for purchases of supplies, materials, equipment, and contractual services in the amount of 15,000 or more shall be based when possible on at least 2 competitive bids,” and that purchases at or above the next threshold “25,000 will require 3” competitive bids when possible, according to Chief Financial Officer Mike Weaver.
Weaver explained exceptions in the draft policy: professional services (defined as services performed by a licensed profession), sole‑source vendors (when only one vendor produces an item — in which case staff would collect a vendor’s sole‑source letter and also prepare a district sole‑source letter for audit documentation), and vendors on the Connecticut statewide vendor list. Weaver said the statewide vendor list has been vetted and functions as a procurement marketplace; he offered to share the link with committee members.
Committee members pressed for clarity on several points. A committee member asked whether Policy 3323 applies to school activity accounts; Weaver said his position was that the policy refers to monies coming into a grant or appropriated through the city, and not to school activity accounts, but that staff should be explicit in the language. Another committee member asked why $25,000 is the marker for sealed bidding; Weaver cited Connecticut General Statute 7‑148 in connection with sealed bidding thresholds.
Members also asked whether emergency authorization language should be included; Weaver said emergency authority is present in other district policies and agreed it “doesn’t hurt to also include it in here” for clarity. The committee discussed posting and secure bidding procedures for larger contracts such as school lunch and special education transportation, and mentioned internal vendor lists the district maintains.
A motion to recommend Policy 3323 for first reading was made, seconded and approved by voice vote; the transcript records ayes but does not list a roll‑call vote. Committee members suggested formatting changes to list exceptions numerically to improve readability and asked staff to add cross‑references to related policies where appropriate.
The committee chair said staff plans to continue reviewing roughly 20 policies in the 3,000 series during the fall to complete updates.
