1 Edgewood I.S.D. Foreman Review Purchasing Review and Updates FY 2015 – 2016

Purchasing Department Staff Felix Lopez, Purchasing Agent Ext: 4553 Edward Romero, Lead Buyer t Ext: 4589 Kim Tocci, Purchasing Buyer Clerk Ext: 7655 Amelia Mendoza, Purchasing Specialist Ext: 7089 Nora Macias, Purchasing Specialist Ext:

PURCHASING DEPARTMENT MISSION STATEMENT 3 To support the educational goals of the Edgewood Independent School District by acquiring the necessary resources through prudent purchasing practices and excellent customer service.

Purchasing Function The Purchasing function is decentralized; this means the schools and departments determine what they need and when they need it. The final commitment of District funds can only occur by the Purchasing Department. The purchasing department shall oversee and approve the purchase of all materials, supplies, equipment, and services for the District. 4

Purchasing Ethics State law and applicable Board policy prohibits the following type of purchases listed below: Sequential Purchases – District employees shall not make purchases of items, over a period of time, that in normal purchasing practices would be made in one purchase. Component Purchases – District employees shall not make purchases of the component parts of an item that in normal purchasing practices would be made in one purchase. Separate Purchases – District employees shall not make purchases separately in order to circumvent board approval of items that in normal purchasing practices would be made in one purchase. * Separate, sequential, and component purchases are illegal and can subject a district official to possible criminal prosecution as a Class B misdemeanor, an offense involving moral turpitude. 5

Things to Know One thing to remember is that you always need to get an approved Purchase Order before you buy anything. Purchases without an approved Purchase Order are not allowed The District has the option of not paying for materials and supplies if a Purchase Order was not approved Validation Memos can only be used for emergency. This year the Business Office we will be monitoring the number of Validations being used by Department and Schools Open PO’s are allowed but can only be obtained for one month 6

Thing To Know Continued The District does not allow: A. Cash to be used as rewards or incentives for students. B. Gift cards as incentives for students to retailers who sell alcohol, tobacco, etc… C. The district does not allow raffles Items A, B, C above also pertains to Student Activity funds. The District is phasing out desktop printers. Ordering of ink cartridges is no longer allowed. Any exception will be evaluated on a case by case basis. It is the responsibility of the originator/requestor of the requisition to send a copy of the Purchase Order to the vendor. Purchasing does not send PO’s to the Vendors. On the requisition when buying from a Co-op Vendor please indicate in the “Bid Nbr:” _____ field the contract number related to the Co-op Vendor. (Examples: Region 20 #5027 or Buy Board #520-13) When using the District credit card you are still required to get a Purchase Order for the purchase. You are not allowed to solicit or receive gifts of any kind from any Vendor 7

Budget Codes – Maintenance Supplies & Materials coded – Repair parts for vehicles 6317 – Grounds Materials 6319 – Other Supplies, Materials, Small Hand Tools, etc… – Office Supplies coded – Small Office Equipment coded – Equipment over $5,000 - coded 6639 – On a requisition do not combine supplies 6399 with small office equipment 6395 or with large equipment 6639 – 6395-Chairs, filing cabinets, desk and other small equipment need to be on a separate requisition for tagging. – 6399 Supplies can be shipped to the campus or department – Small equipment 6395 and large equipment 6639 requisitions will be shipped to our receiving department for inventory tagging 8

Requistion Number and Purchase Order Number – There is a distinct difference between a 6 digit Requisition number and a 6 digit Purchase Order number. 1.Requisition number: Is a 6 digit number that begins with a 06 (Example: ). Next year the requisition number will start with 07xxxx – The requisition number is assigned by TxEIS when you complete inputting you requisition and you click on “submit” – A requisition has not been approved by Purchasing until it goes through the approval path 2. Purchase Order number: Is a 6 digit number beginning with a 19 (Example: ). Next year PO’s will start with 20xxx – A PO number is assigned when it has gone through the entire approval process 9

Texas Education Agency Section Vendor Gifts School district employees cannot accept anything of value from a vendor such as personal gifts or gratuities, which may be construed to have been given to influence the purchasing process. This includes – – Money – Meals – Trips – Tickets for Entertainment – Gifts of Any Value Note: “Gifts to a Public Servant” is a Class A misdemeanor offense if the recipient is a government employee who exercises some influence in the purchasing process of the governmental body. 10

When the 6 digit Purchase Order number is assigned, the originator will receive an automated message from TxEIS in your outlook inbox. 11

Vendor Information W-9 Form A W-9 Form is required for all New Vendors. We use the W-9 to set up Vendors on our Vendor Master File. If a vendor has a change of address or a legal change in name then an updated W-9 is needed. The W-9 Form is on the EISD website under >Departments >Purchasing>Vendor Information>Vendor Documents. 12

W-9 Must be: Signed, dated, and legible Provide vendor contact information if available (i.e. phone #, fax #, ) In past years a W-9 is “not required” for: Employees Students Parents Only need an address for mailing purposes All W-9’s must either have: Social Security number if it’s an individual or EIN Number if it’s a company 13

W-9 Purchasing Assignments by Vendor Name: A-G Amelia Mendoza H-O Nora Macias P-Z Kim Tocci Send your W-9 by to the respective clerk listed above based on the Vendor name. 14

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Very Important If a Requisition is submitted into TxEIS and there is no supporting documentation in laser fiche-- THE REQUISTION WILL BE RETURNED Purchasing will no longer hold the requistion waiting for support to be scanned into laser fiche 16

PURCHASING METHODS If the product you are buying is less then $3,000 dollars you can purchase the item from any vendor If the product you are buying exceeds $3,000 dollars then 3 competitive quotes are required If the product you are buying exceeds $3,000 dollars and the Vendor is a member of a Purchasing Co-operative (Co-op) three quotes are not required 17

Three Quote Vendor Form BID Elevator Maintenance Vendor #1Vendor #2Vendor #3Vendor #4 Company NameTHYSSENKRUPP ELEVATOREMR ELEVATORSCHINDLER ELEVATORAMERITEX ELEVATOR Contact PersonDoyle BylerHope EvansAbel SanchezJerry Matheny Phone Number(210) (817) (210) (210) Date of Proposal2/26/2015 Other Information DescriptionQtyUnit MeasureAnnual Total ELEVATOR MAINTENANCE SERVICE PROVIDED26EACH $ 45, $ 36, $ 36, , MONTHLY. THE DISTRICT HAS A TOTAL OFPer Elevator TWENTY SIX (26) ELEVATORS AT TWENTY ONE (21) DIFFERENT LOCATIONS. GRAND TOTAL: $ 45, $ 36, $ 36, $ 49,

Board Approved Cooperatives An “APPROVED VENDOR” is a Vendor that is a member of a Co-op. If you buy items from an Co-op vendor bids are not required regardless of the dollar amount Go to Purchasing Website at and “SIGN IN” to view Awarded Co-operative Vendors. 19

Purchasing Methods Continued … This year we have implemented a new Sole Source Affidavit Form A Sole Source Affidavit may be used to buy goods and services without quotes. The item being purchased has a copyright or patent and cannot be purchased from any other vendor (in the Universe). Make sure that the Sole Source Affidavit you submit has not expired. The Sole Source Affidavit is only acceptable for a 1 year period which means that a new a new Sole Source Affidavit must be submitted every year. Remember to scan the Sole Source Affidavit to Laser Fiche as documentation for the requistion. Sole Source Affidavit must be signed by the secretary and the Administrator or Director for verification. 20

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Board Approval For Purchases over $25,000 (EISD CH LOCAL POLICY) A.Effective November 18, 2014 Board Policy was updated. B.The Board must “Approve” ALL single purchases $25,000 or more. C.The Board must “Approve” ALL purchases in the aggregate if the total year to date paid to the Vendor is $25,000 or more. Once again purchases cannot be broken up into separate, component, or sequential purchases to avoid getting Board approval. 22

IMPORTANT REMINDER MOVE ALL YOUR REQUIRED DOCUMENTATION INTO LASER FICHE BEFORE YOUR SUBMIT YOUR REQUISTION TO TXEIS. This will move your requisition through the approval process faster 23

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Purchasing Resources and Customer Service Purchasing Website: Go to >EISD web site: Click on >Departments Click on >Purchasing Click on >Purchasing Presentation June 9, 2015 Purchasing Forms – All Forms are available on District Website under Departments >Purchasing>District Resources Delegation of Signature Authority Vendor Quote Form (must provide three quotes) TxEIS Training Handbook TxEIS User Request Form Statement of Work (SOW) and Consultant Services Request Travel Checklist District Vehicle Reservation Purchasing Contact Information Form Region 20 Bid Results 25

26 ANY QUESTIONS?