BP176 – Procurement of Classroom Furniture and Instructional Equipment for New Schools

Effective: 8/27/1969
Revision: 11/29/12
Reviewed: 3/26/2013

Board Directive
Acknowledging that physical facilities do affect the learning environment, the Board is interested in the procurement of classroom furniture and equipment that will enable administrators and teachers to conduct effective instructional programs. In so doing, the Board charges the Administration with the following responsibilities:
1. Working within established budget limits
2. Striving for economy
3. Obtaining a balance between quantity and quality
4. Achieving efficiency and effectiveness in the process of equipping schools.
Administrative Policy
The responsibility for preparing standard lists, developing specifications, arranging displays, and recommending for purchase the classroom furniture and instructional equipment for new schools is delegated to the Purchasing Department.
1. The Purchasing Department shall:
  1. Prepare and maintain standard lists of equipment which will reflect adequate school planning and curriculum requirements.
  2. Prepare and follow procedures that will allow opportunities for equipment firms to display and to discuss furniture and equipment.
  3. Work to retain a reasonable balance of furniture and equipment in all schools, ensuring all students have similar educational opportunities.
  4. Submit recommended lists of furniture and equipment to the area Administrators of Schools for approval.
2. The success of instructional programs is dependent upon many factors and conditions among the most important of which are the following:
  1. Well-trained teachers
  2. A variety of teaching approaches
  3. A balanced curriculum
  4. Quality teaching supplies
  5. Adequate facilities and equipment
  6. Proper classroom furniture, technology, and instructional aids, and equipment
3. To provide the proper and necessary classroom and instructional equipment for new schools, administrators, instructional staff members, and teachers should collaborate with members of the Information Services, Custodial and Purchasing Departments. In a team effort, members of the District Administration and local school administrators have the primary responsibility to identify materials needed in schools, and members of the Purchasing Department have the primary responsibility to procure the designated furniture and equipment items.
4. As an administrative team, leaders of District Administration, local school administration, Business Services and the Purchasing Department shall:
  1. Work within established budget limits
  2. Strive for economy
  3. Obtain a balance between quantity and quality
  4. Achieve efficiency and effectiveness in the process of equipping schools.
5. Classroom Furniture
  1. Classroom furniture shall include the standard furniture pieces which are common to all schools. These include the basic classroom tables, chairs, teacher desks, computers, audio-visual equipment, auditorium seats, and floor covering.
  2. The area Administrators of Schools, department administrators, and school principals shall prepare and maintain lists of standard classroom furniture.
  3. The Administrator of Auxiliary Services, working with the Directors of Facility Services, Custodial and Energy Services, and Information Systems shall conduct periodic technical evaluations of classroom furniture used in the various schools and make recommendations for changes in the standard lists.
  4. The Purchasing Department shall:
    1. Notify business firms of furniture bids and arrange necessary exhibits.
    2. Work with the school principal, Directors of Facility Services, Custodial and Energy Services, Information System s, and the area Administrators of Schools in examining exhibit pieces and preparing recommendations for purchase.
    3. The Purchasing Department shall prepare specific recommendations reflecting the choices agreed upon by collaborating with teachers, instructional staff members, principals, and department directors for furniture and equipment required of all newly constructed schools, and submit these recommendations to the area Administrators of Schools for approval.
6. Instructional Equipment
  1. The Purchasing Department, in collaboration with department administrators, shall prepare and maintain lists of instructional equipment to be used in all new schools.
  2. The instructional staff members (directors, consultants, and coordinators) and the Purchasing Department shall work with sales representatives in reviewing materials and obtaining information regarding cost and supporting data.
  3. The school principals, working with the instructional staff members, shall submit requisitions to the area Administrators of Schools for desired equipment items.
  4. The area Administrators of Schools shall review and approve the requisitions and submit the recommendations to the Purchasing Department for processing.
7. Bids and Price Quotations on Classroom Furniture and Instructional Equipment
  1. When appropriate, state cooperative contracts may be used to procure classroom furniture and instructional equipment. If pricing, terms, or timelines of delivery offered under a state cooperative contract are found not to be in the best interest of the District, then requests for proposal, bids or quotations will be solicited by the Purchasing Department.
  2. All solicitations for classroom furniture and instructional equipment shall be made by the Purchasing Department. Results and analysis from the solicitation shall be furnished to those responsible for making decisions on furniture or recommendations for choices of specific classroom furniture.
  3. Procurement of instructional equipment shall comply with the following procedure:
    1. The Purchasing Department shall solicit price quotations or bids on various types of equipment for school use. This information shall be made available to those responsible for making specific choices of equipment.
    2. Where there is no difference in the quality or service of specific items, the Purchasing Department shall be responsible to see that the lowest bid or quotation is accepted.
    3. Where price quotations on similar pieces of equipment are different, local school administrators shall be consulted in making choices of specific items.