Policy Statement 

Lakeway Christian Schools (LCS) is committed to ensuring that procurement processes are conducted in a manner that promotes transparency, fairness, and cost-effectiveness. This Competitive Bid Policy outlines the principles and procedures for competitive bidding to achieve the best value for goods and services procured by LCS.

Best Value Procurement: 

All personnel involved in the procurement process shall seek to obtain goods and services that represent the "best value," which considers factors beyond the purchase price. Best value includes compliance with technical or functional specifications, product availability, ordering and invoicing processes, service standards, accounting compliance, and regulatory requirements. Personnel are responsible for evaluating and documenting the cost and justifying the economic, research, or educational need for the procurement decision.

Competitive Bidding for Multi-Year Commitments: 

Purchases involving multi-year commitments or those designated by the Finance Committee shall undergo a competitive bid process. This process includes an assessment of the market and supply base, the creation of a written "scope of work" and "award criteria," drafting and distribution of a Request for Proposal (RFP) to potential vendors, analysis of vendor responses, and the execution of a written contract or purchase agreement before awarding the contract.

Minimum Bids: 

A minimum of three bids shall be solicited and obtained for each procurement subject to this policy. Bids must be sealed to maintain confidentiality during the evaluation process. If fewer than three bids are received for a particular project after a reasonable amount of time, the responsible person or committee may request approval from the Finance Committee to proceed with the bids obtained. The Finance Committee will retain bid data to support purchases, keeping it for at least the duration necessary for the Board to review the intended procurement, and until the end of the fiscal year.

Ensuring Free and Open Competition: 

All procurement transactions shall be conducted to ensure free and open competition to the maximum extent practicable. Any financial interests that LCS personnel, including faculty, staff, administration, or board members, or their family members, may have in businesses doing business with LCS must be fully disclosed in writing. The person's duties or responsibilities at LCS shall not require them to make decisions influenced by these interests. Any such business relationships must be reviewed and approved by the Finance Committee and subject to the oversight of the Board.

Insurance Requirements: 

All subcontractors engaged in work with LCS shall provide a Certificate of Insurance that lists LCS as an Additionally Insured party.

Implementation and Compliance:

This policy shall be implemented consistently across all procurement activities at LCS. Compliance with this policy is mandatory for all personnel involved in the procurement process. Any exceptions or deviations from this policy must be documented, approved by the Board.