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Rockwood School District

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Purchasing Manual

We are pleased to take this opportunity to formalize the procedures and guidelines in conducting business with Rockwood School District. This manual will serve to acquaint both new and prospective suppliers to our district’s procurement process, as well as familiarize current suppliers to the policies, procedures, and philosophies governing our business relationship.

By providing the following information we hope to share with you an understanding of how we conduct our purchasing activity in an effort to gain maximum value for our expenditures.

The following information is provided to assist suppliers in understanding the policies and regulations that govern our purchasing activity. This brief outline is intended to be a general overview and not a complete summary. For additional details please  contact the Rockwood School District Purchasing Department at 636-733-2045.

Purchasing Authority

Purchasing authority within the district rests with the district’s Superintendent and/or their designee(s). These designees include the Chief Financial Officer, Director of Finance, and Coordinator of Purchasing.

Purchasing Procedures and Regulations

Construction/Renovation Projects

For construction or renovation of district facilities where the purchase may equal or exceed $50,000, a request for sealed bids will be publicly advertised for two successive weeks in a newspaper of general circulation located in St. Louis County. All bids will be publicly opened and will be kept on file in the Facilities Department for a period of not less than five (5) years after expiration/completion of work.

Purchasing up to $1,000

Bids may or may not be taken for these purchases depending on the judgment of the Superintendent or his/her designee. If bids are taken, they will be kept on file for a period of at least three (3) years in the respective department.

Purchases greater than $1,000 up to $7,500

Bids will be taken and may be written or telephone bids. Bids will be kept on file in the respective department for a period of at least three (3) years.

Purchases greater than $7,500

Written bids from qualified bidders will be taken. (The written bid procedure may be waived if the Purchasing office can determine that a state or local cooperative purchasing organization has conducted bids and can offer a competitive price.) All such purchases shall be approved by the Superintendent or designee and recommended to the Board for appropriate action. These written bids will be kept on file for a period of at least three (3) years.

Purchases with Cooperative Purchasing Programs

The Rockwood School District strives to participate in cooperative purchasing programs to the extent that the items purchased meet the district’s specifications and needs. The bids taken by these cooperative organizations shall satisfy the district’s bidding requirements for the period of time the cooperative bid is accepted.

Supplier Relations

Relations shall be maintained with all vendors in a spirit of cooperation and in a manner, which promotes continued goodwill and fair competition for the school district’s business. Prospective
suppliers should be financially sound and able to perform fully according to the specifications, delivery requirements, services and other stipulations contained in the Request for Proposal (RFP), if
applicable, at the price(s) bid.


All purchasing personnel within the Rockwood School District and the suppliers they deal with, are expected to conduct their business in accordance with the Purchasing Code of Ethics.

The Purchasing Process

  • The Rockwood School District attempts to maintain a current listing of suppliers by category either based upon current or past business relationships or supplier’s request to be added to our supplier listings.
  • Suppliers interested in being added to our database should register on the Bonfire Procurement Portal for future consideration.
  • The Rockwood School District relies on open and honest communication in dealing with any suppliers. Quality, price, delivery and service are of the utmost importance.
  • Suppliers responding to any Request for Information (RFI), Request for Quote (RFQ), or Request for Proposal (RFP) should pay close attention to the details of any such requests. Rockwood School District seeks to choose suppliers based upon strict adherence to our requests and overall quality of proposals that are in the best interest of the District.

Purchase Authorization

Signed purchase orders and purchases made through the use of Rockwood School District purchasing cards are the only authorized methods for acquiring goods and services for the Rockwood School District. No other method of purchase will obligate Rockwood School District for payment.


All invoicing submitted to Rockwood School District must reference the purchase order number before payment can be made. All billing should be sent to:

Rockwood School District
Accounts Payable Department
111 East North Street
Eureka, MO, 63025-1229