Enhancing Procurement and Purchasing Functions in Texas School Districts

WELCOME BACK! Procurement Training Procurement Training Secretaries In Secretaries In- -Service August 8, 2024 August 8, 2024 Service "Alone we can do so little; "Alone we can do so little; together we can do so much. together we can do so much. - - Helen Keller Helen Keller

Procurement and Purchasing Functions Procurement and Purchasing Functions The purchasing function is a major management process supporting financial accountability in Texas School Districts Procurement Procurement Purchasing Office/US Purchasing Office/US Meeting all Federal, State, and Local laws including Board policies, ensuring compliance in the obtainment of the best product at the lowest cost to the end user Fair competition among bidders Full opportunity for all bidders to bid for the BISD business on an equal basis Full understanding of District product/services needs Constantly seeking to identify and implement strategies and techniques that will enhance the level of service and integrity provided by the Purchasing Department

Procurement and Purchasing Functions Procurement and Purchasing Functions The purchasing function is a major management process supporting financial accountability in Texas School Districts Purchasing Purchasing End End- -Users/YOU Users/YOU Identify the product/service needed Identify awarded vendor to meet the need Gather necessary quote(s) from the identified vendor based on the price point and following set Purchasing Levels Issue Purchase Request Gather necessary approvals on the on-line requisition system Ensure that Purchase Order is issued by the Purchasing Department Ensure receipt of products/services prior to receiving on the on-line receiving system Evaluation of products/services and notify Purchasing Department if product/service did not meet established need

District Purchasing Levels District Purchasing Levels Micro Micro - $0.01 - $10,000 require one (1) written vendor quote Small Small - $10,001 -$49,999.99 require (3) written vendor quotes Competitive Competitive - $50,000+ require one (1) vendor quote from District approved vendors Cooperative Cooperative Up to $49,999.99 require one (1) vendor quote Cooperative Cooperative - $50,000+ require three (3) vendor quotes

District Purchasing Levels District Purchasing Levels Sole Source Sole Source - $0.01 - $49,999.99 require a notarized Sole Source Affidavit Form that must have the Purchasing Director s approval Sole Source Sole Source - - $10,000+ require a notarized Sole Source Affidavit Form, any additional TEA forms as required by funding source and Board approval Catalog/Percentage Catalog/Percentage Discount Bid Purchases Discount Bid Purchases - $10,000+ require two (2) vendor quotes

IMPORTANT INFORMATION REGARDING QUOTES All purchase requests must have a quote or quotes attached, unless you are using the General Merchandise or Grocery bids, catering, or an on-line ordering systems/punch-out Quotes are ONLY good for 30 days; unless stated differently on the quote Ensure that all pages from the quote(s) are attached to the Purchase Request

IMPORTANT INFORMATION REGARDING QUOTES Quote must include bid number OR co-op contract number AND percentage discount OR a note stating that it is already included with price OR that the discount is 0%

IMPORTANT PURCHASING REMINDERS Purchase Orders using the General Merchandise and Grocery bids, for meals, certifications, fees, trainings and registrations will continue to be sent to the End- Users If a valid e-mail is not indicated on the PR, then the PO will be sent to vendor through US Mail If a purchase has not been filled within a normal timeframe, please contact vendor to ensure that the PO has been received

IMPORTANT PURCHASING REMINDERS Once a PO has been either mailed or emailed, there is a 10 business day waiting period to resend to vendor if vendor has not received PO If vendors have not received PO, please contact us and give us a valid email before the re-issuance of PO to vendors. The Purchasing Department will not release POs to End-Users to release to vendors to avoid duplicate orders

Emergency Purchases Emergency Purchases An emergency purchase is the procurement of goods, materials, supplies, and services which are of such importance that the District will suffer financial or operational damage AND AND both the students and staffs safety and welfare may be jeopardized if these products/services are not purchased immediately.

Emergency Purchases Emergency Purchases In such cases the following will apply: Upon determination that an emergency exists, the affected location Senior Leadership/Director/Principal or designee will contact the Purchasing Department to ensure the needed commodity is procured following all procurement policies and procedures Regardless of the emergency purchase all needed products/services must be acquired only after a PO or Emergency PO has been authorized and issued by the Purchasing Department

Whats New in 2024 What s New in 2024- -2025? 2025? Escalation of workflow process with Power School Working with Wal-Mart to bring them on as a punch-out vendor Working with our e-bidding system to provide an approved vendor search engine that will be able to provide price comparison from other awarded vendors

THANK YOU! Have an amazing 2024 Have an amazing 2024- -2025 School Year School Year Rosario Pe a Purchasing Director 2025 956 548-8361 rpena@bisd.us https://www.bisd.us/departments/l-w/purchasing