Irving ISD Purchasing Guidelines
This document outlines the purchasing process for administrators at Irving ISD, including requisition, purchase order, delivery, invoicing, and payment procedures. It emphasizes compliance with district policies and the prohibition of ordering without a purchase order. Additionally, it covers centralized purchasing functions, contract review, collaboration with internal departments, and maintaining supplier lists. The guidelines also address monitoring purchasing categories for compliance and conducting department-wide training sessions.
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Purchasing for Administrators Irving ISD Jerome Director of Purchasing jpilgrim@irvingisd.net Phone Number 972-600-5440 x5493
Purchasing Process = Request to Purchase Obtain Legal Quote/Bid/RFP Requisition Purchase Order Delivery Receiving Invoicing Payment Ordering without a Purchase Order is a violation of district policy (CH local). Violating this policy result in criminal penalties and possible termination. District employees shall not be permitted to purchase supplies, services, or equipment for personal or nonschool use.
Purchasings Primary Functions Centralized Purchasing - Establish District-wide Agreements and Contracts for the Purchase of Goods and Services; Ensure compliance with Federal, State, and Local laws and District Policy. Process Formal Procurements (over $50,000) Review, Negotiation, and Approve of certain Contracts for signature.
Other Purchasing Functions, Review contracts prior to submittal to Legal Services. Collaborate Requirements: Legal, Risk Management, Accounts Payables. with Internal Departments on Purchasing Maintain District-Side Annual Contract and Award List (12 Month Agreements). Maintain District s Purchasing Website Maintain List of Approved Suppliers, Vendors, and Contractors Process Requisitions to Purchase Orders
Other Purchasing Functions, Maintain Original Contract documentation and files Monitor Purchasing Categories for compliance with - $50,000 Aggregation rule Conduct Purchasing Training per department and District- wide
Purchasing Management Tools Purchasing Procedures Manual Bid Processing Guidelines and Procedures Standardized Solicitation Templates (RFP, RFQ, RFCSP, etc.) Bid Renewal Calendar Notifies when to begin renewal/bid process Contract Renewal & Expiration Report Electronic Bidding Purchasing Categories Monitoring Board Agenda Submittal Schedule
Aggregation $50,000 or more in the aggregate for each 12-month period All school district contracts for the purchase of goods and services, except contracts for the purchase of produce or vehicle fuel, valued at $50,000 or more in the aggregate for each 12-month period shall be made by the method Valued at $50,000+ (Individual / One Time Contracts/one category code) (Districtwide) $50,000 or more in the aggregate for each 12-month period (Multiple purchases in the same category, districtwide over 12 months)
Method of Compliance (MOC) MOC is an internal term used to describe a legal Method of Purchase. Required on ALL Ouotes / Requisitions / Purchase Orders / and Contracts IISD Approved Methods of Compliance: a. Request for Quote -------------------(Category Code less than $50,000 districtwide) b. Competitive Sealed Bid ------------(for Purchases 50,000+ single or in aggregate) c. Request for Proposal----------------(for Purchases 50,000+ single or in aggregate) d. Request for Competitive Cooperative Quote (for Co-op Purchases $50,000+ single or in aggregate) e. Request for Qualifications---------($50,000+ single or in aggregate) f. Sole Source g. Construction Contracting per Govt. Code 2269. Collaborate with Purchasing first to determine the appropriate Purchasing Method, prior to collaborating with vendors, even if the item or service was procured in the past. Except for construction and professional services, the Superintendent or designee shall select the method of procurement from the methods authorized by Texas Education Code 44.031(a) that will provide the best value to the District.
Purchasing Methods Purchasing Method per Dollar Threshold a. Purchases under $10,000 Request for one (1) Quote b. Purchases over $10,001 but less than $50,000 (Written Request for Quote from 3 Qualified Approved Vendors) Request quote from Approved Vendor List first before going to unapproved vendor. an c. (Contact Purchasing before obtaining quotes from unapproved vendor). d. Purchases over $50,000 (Must obtain 3 or more formal proposals) Competitive Bid or Request for Proposal, Competitive Coop, Sole Source (if appropriate)
Purchasing Award Approval Final acceptance of bids, offers, proposals, awards, and contracts over $100,000 must be authorized or approved by the Board (Except for Coop Purchases and Approved Interlocal Agreements the Board approval is $500,000+). Board approval required for: Purchases made by the Following Methods: a. Competitive Sealed Bids b. Request for Proposals c. Request for Qualifications d. Sole Source e. Construction Contracting per Govt. Code 2269
The Competitive Procurement Process (RFP) Department provides Scope / Specifications to Purchasing Purchasing Establishes Procurement Schedule Purchasing Develops Bid / RFP Document Purchasing Post Legal Notice / Advertisement and Issues Bid Pre-Proposal Meeting (If applicable) Vendors submit Questions Purchasing issues Addendum to respond to Questions Vendors submit Proposals prior to Deadline Purchasing Reviews Proposals for Responsiveness Department Evaluate Proposals and submit Recommendation for Award to Purchasing
Competitive Procurement Process Purchasing finalizes the Award process, including prepare and Submit Board Agenda (if applicable) Purchasing and Department negotiate with vendor if a Contract is involved. Purchasing finalizes award with Vendor
Professional Services Contracting Sec. 2254.002. DEFINITIONS (2) "Professional Services" means services: (A) within the scope of the practice, as defined by state law, of: (i) accounting; (ii) architecture; (iii) landscape architecture; (iv) land surveying; (v) medicine; (vi) optometry; (vii) professional engineering; (viii)real estate appraising; or (ix) professional nursing; or
Professional Services Contracting (B) provided in connection with the professional employment or practice of a person who is licensed or registered as: (i) a certified public accountant; (ii) an architect; (iii) a landscape architect; (iv) a land surveyor; (v) a physician, including a surgeon; (vi) an optometrist; (vii) a professional engineer; (viii)a state certified or state licensed real estate appraiser; or (ix) a registered nurse.
Annual Contract Renewal / Expiration Process Purchasing maintains Contract Renewal / Expiration List (Districtwide) (Posted on Purchasing Website) Purchasing Notifies Department of Contract Expiration (90 - 120 days prior) Department submit Renewal Memo or Revised Specifications to re-bid Purchasing executes Renewal Documentation or initiates New Bid process New Awards and Renewals are processed per policy Dollar Thresholds
CONTRACTS SIGNATURE AUTHORITY Who signs Contracts a. NEVER sign a Contract or Agreement with a vendor or consultant b. All contracts MUST be first routed to Purchasing for review and signature. Only the authorized administrators from Irving ISD may sign contracts (Refer to Purchasing Website for (Contract Signature Approval Matrix) Magda Hernandez - Superintendent of Schools Juan Carlos Martinez Jeanine Porter Gary Micinski Chief Financial Officer David Bunger - Chief Legal Counsel Jerome Pilgrim - Director of Purchasing (Purchase Orders) Board Approval required for certain contract awards exceeding $100,000 Any other signature may not be considered binding to the District. Entering into purchases and contracts verbally or without appropriate authorization is prohibited and a violation of district policy 16
Contracts Processing Most Contracts require a Method of Compliance: The rules of Competitive Procurement applies to Contracts the same as with other purchases, unless exempt by Tx Gov t Code 2254. Contract Routing begins at Purchasing: a. Contract Submittal & Review Forms b. The Vendor s Contract c. Service Provider Agreement d. Attachment A Scope of Services (Contract Details) 1. 2. directly for review or signature. Contracts should NOT be submitted to Legal Services or the Superintendent s Office 3. Overview of the Contract Submission / Routing / Signature process a. Obtaining a Contract b. Submitting a Contract c. Reviewing a Contract d. Routing a Contract e. Signing of a Contract 3. CONTRACT SIGNATURE APPROVAL MATRIX REFER TO PURCHASING WEBSITE FOR FORMS: 17
Points to Remember Purchase Order First Always Don t Sign Contracts/Agreements Use Approved Vendor List First 3 Written Quotes for All Purchases over $10,000 Purchasing involvement first for Purchases over $50,000 Obtain Purchasing concurrence and involvement before going to the Board with: Contract Awards Contract Amendments and Modifications Contract Renewals
