Brownsville Independent School District PROCUREMENT GUIDE A Review of Established District Legal, Local, Administrative, and Texas Education Agency Policies and Procedures with Updates 2014

What is the Procurement Process? Used for all purchases Governed by Education Code Method does not change or altered between District, locations, areas, or departments

Procurement Law Government Code Must be competitively purchased using 1 of 9 methods (i.e. Bidding, Proposals, and Qualifications) Exemptions Government Code 2254 (professional services) Professional services selection should be made on basis of qualifications

Procurement Methods $1,000-$9,999 three (3) Verbal Quotes $10,000-$24, (3) Written Quotes $25,000 or greater are subject to competitive procurement process $25,000 or greater that are “sole sources” must be Board approved prior to purchase

Established Procurement Policies and Administrative Guidelines CH (Legal) CH (Local) Employee Handbook under Purchasing Procedures Texas Education Agency Financial Accounting System Guide Purchase Orders

Procurement Guidelines All requests for purchases must be on an on-line purchase request No purchases, charges, or commitments will be made without a properly authorized purchase order The District will not reimburse employees or assume responsibility for purchases made without a purchase order Employees are not permitted to purchase items for personal use

Future Purchases Purchase orders should be processed prior to receiving any invoices for all “future” purchases or services that the District has not yet benefited from Existing software/hardware maintenance support agreements Software licensing fees Professional memberships Subscriptions Prepayments (travel & meals) In-district mileage reimbursements All travel reimbursements

Emergency Purchases Purchases which are of such importance that if not secured immediately the District will suffer financial or operational damage Both the students’ and staffs’ safety and welfare may be jeopardized if these purchases are not secured immediately Will be approved by Area Assistant Superintendent and Chief Financial Officer

Failure to Comply with Established Procurement Guidelines 1 st Infraction- 1 st Infraction-Verbal Discussion of Failure to Comply with Procurement Process by the immediate supervisor. 2 nd 2 nd Infraction-Letter of Concern from the Chief Financial Officer, copy sent to cited employee, employee’s supervisor, and Area Assistant Superintendent/Assistant Superintendent. 3 rd Infraction-Letter of Warning from Chief Financial Officer, copy sent to cited employee, employee’s supervisor, Area Assistant Superintendent/Assistant Superintendent and Superintendent.

Failure to Comply with Established Procurement Guidelines 4 th Infraction-Notice of Warning from Chief Financial Officer, signed by cited employee, employee’s supervisor, Area Assistant Superintendent/Assistant Superintendent, Human Resource Department and Superintendent. A copy of this Letter of Warning will be placed in the employee’s personnel folder for future reference.

Failure to Comply with Established Procurement Guidelines 5 th Infraction- As per CH (LOCAL) under RESPONSIBILITY FOR DEBTS: Person making unauthorized purchases shall assume full responsibility for all such debts and will reimburse District for unauthorized expenditure.