RATIONALE/OBJECTIVE:

(1) The Cobb County Board of Education recognizes that graduation paraphernalia for high school students represents a sizeable expenditure of nonappropriated funds. Therefore, the principals shall be responsible for giving vendors equal opportunity to compete for the endorsement by the school for such goods and services.

(2) Endorsement by a school every three years will not restrict the student from making purchases elsewhere during that period. The opportunity for vendors to compete for the school endorsement for the three (3) year period will terminate upon the official approval by the school principal.

RULE:

The following directive shall be observed regarding the purchase of graduation paraphernalia:

(1) A vendor for class rings, graduation announcements, and caps and gowns shall be selected by the principal of each school in consultation with a student committee once every three years.

(2) After a vendor has been selected, its representative will meet with a committee of sponsors and students to assist in all design detail required by the school.

(3) The class ring selected shall be maintained for a period of three years, until the next selection is made. The vendors approved for caps and gowns and graduation announcements shall be asked to give a price on an item which they shall supply for a one-year period, and also for a three-year period. This agreement between the school and the vendor shall stipulate that a variance from price for the items of ten percent or more constitutes rebidding for caps and gowns and graduation announcements, should the school so elect. The Director of Purchasing shall be responsible for placing the appropriate advertisement in the legal organ of the county during the month of October every three years.

(4) All vendors interested in bidding should submit their intent in writing to the school principals during the month of November.

(5) All requests submitted by the vendors in writing will be reviewed by the school principal during the month of November or December.

(6) All vendors making this request will be given time to appear before the principal during the months of January and February.

(7) Samples, when required, must be furnished free of expense to the school and available for review during the months of January and February.

(8) The principal, after a thorough review, will notify vendors submitting bids of the final results during the month of March.

(9) The Purchasing Department shall furnish sample evaluation forms for schools to use in assessing the performance of vendors.

(10) All quotations must be made on the appropriate bid forms and must meet all the designated timelines. Failure to do so will constitute grounds for rejection of a quote or possible removal from the list of bidders.

(11) Schools shall enter into an agreement with the vendor which will specify, but is not necessarily limited to, the following items:

(a) Service and Warranties
(b) Time of Delivery
(c) Price

(12) A written evaluation including the rationale for making the decision will be provided by the principal and will be available at each local school. A copy of this information shall be forwarded to the Purchasing Department by April 1.

Adopted: 3/8/72
Reclassified an Administrative Rule: 9/1/04
Reviewed: 7/74
Revised: 1/12/77; 7/28/83; 8/8/84; 9/14/88; 10/20/88; 6/28/01