PURCHASING DEPARTMENT PROCUREMENT TRAINING 9.26.2018

Changes Federal Funds Micro Purchases Small Purchases Simplified Acquisition Threshold (SAT) Purchases Purchase Requisitions Purchase Order modifications limited to small changes Purchase Order fund increases post creation FF&E Disposal Sole Sources (avoid at all cost)

Purchasing Resources

Forms & Resources

Purchasing Cooperatives

Questions to Ask during the Purchase Process Funding Type? Local or State Federal/Grant How much do I plan to spend? $10k or above $15k or above $25k or above $50k or above What am I purchasing? Goods Services When do I need this? Next Board Meeting Can I find a competitively bid contract?

Purchases Using Local or State funding Purchases < $15k Do not require formal or informal competition Single quote & create Purchase Requisition Purchases > $15k & < $50k Require multiple quotations/informal competition Attach multiple quotes to Purchase Requisition If > $25k, Board approval is required Purchases => $50k (over a 12 month period) Require formal competition to include RFP, IFB, RFSB, RFO, etc. 60 to 90 Day lead time Requires Board approval

Federal Fund Purchases (EDGAR) Fund 211 – Title I Micro-Purchases < $10k Does not require formal or informal competition Single quote & create Purchase Requisition Small Purchases > $10k & < $250k Require multiple quotations/informal competition Attach multiple quotes to Purchase Requisition If > $25k, Board Approval is required Purchases > $250k (Simplified Acquisition Threshold) Requires Independent Cost Estimate (ICE) Requires formal competition to include RFP, IFB, RFSB, RFO, etc. 60 to 90 Day lead time Requires Board approval

Bonfire Procurement Portal

Bonfire Public Contracts

Creating a requisition (Reminder) Supporting Documents Price Quotation(s) Reference Cooperative Contract Number Board Approval Documents Professional Services Agreement (Local Funds) Requisition Comments Board approval date (if applicable) Coop. Contract Number Bid No. Field HISD Contract Number Coop. Abbreviation (BUYBOARD, TCPN, CTPA, Itemization Avoid “See Attached”

Creating a requisition (Con’t)

SAMPLE Purchase Order

SAMPLE Purchase Order

Challenges Creating a Purchase Order prior to any procurement action Reference “USCOMM” in the Bid. No field for Amazon Reference “TCPN” in the Bid. No field for Office Depot Double check Approved Purchasing Coop list for vendors If there’s a green dot next to your PR (WWH6145), there’s a comment that you should read Please get email addresses for all new vendors Coordinate with Information Services all tech purchases 3 quotes are required purchases above $15k & below $49.99k when not using an existing contract of Coop

FF&E Disposal – Non-Fixed Assets All Information Services (IS) related surplus FF&E to be picked by Warehouse. Create Work Order in Eduphoria & attach Property Transfer Form All IS related equipment to be handled by Technology HISD has 2 vendors that handle the disposition of all Technology related equipment.

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