1. PURCHASING 101: Bid/Quote Process, 410 fund accounts
Region IV IMCAT Meeting
May 10, 2017

2. Best value

3. Bidding Processes

4. Texas Education Code 44.031 PURCHASING CONTRACTS
(a) Except as provided by this subchapter, 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, of the following methods, that provides the best value for the district:

5. Tec CONTINUED
(1) competitive bidding for services other than construction services;
(2) competitive sealed proposals for services other than construction services;
(3) a request for proposals, for services other than construction services;
(4) an inter-local contract;
(5) a method provided by Chapter 2269, Government Code, for construction services;
(6) the reverse auction procedure as defined by Section (d), Government Code; or
(7) the formation of a political subdivision corporation under Section , Local Government Code.

6. TEC continued
(b) Except as provided by this subchapter, in determining to whom to award a contract, the district shall consider:
the purchase price;
the reputation of the vendor and of the vendor's goods or services;
the quality of the vendor's goods or services;
the extent to which the goods or services meet the district's needs;
the vendor's past relationship with the district;

7. TEC continued
the impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses;
the total long-term cost to the district to acquire the vendor's goods or services;
for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner:
has its principal place of business in this state;
or employs at least 500 persons in this state; and
any other relevant factor specifically listed in the request for bids or proposals.

8. Districts can purchase from these
STATE BIDS
Districts can purchase from these

9. EMAT IMA purchases
Requisitions – Instructional materials purchased directly from the vendor in EMAT
Easiest way to purchase
Shipping is included in the order
Disbursement – Instructional material not in EMAT or “off list” purchases
Must ask TEA for approval
Lengthier process - could take up to one month during busy times
Requires a quote from the vendor
Shipping must be requested

10. Emat disbursements and 410 accounts
Instructional materials ordered through a disbursement must be tracked using a 410 Fund account
410 Fund accounts include:
Instructional Materials
Technological Equipment
Technological Services (including salaries and professional development)
Overages must be tracked locally
Must have a process to purchase
Purchases versus reimbursements – check with your Finance Department on the proper process

11. Bid PROCESS Requirements
Create specifications/Timeline
Advertise and release
7 days later, advertise again
10 days or more, open bid at the exact time stated
Create tabulation
Evaluate and make recommendation
Prepare Board papers for award by the Board of Trustees

12. SOLE SOURCE
(j) Without complying with Subsection (a), a school district may purchase an item that is available from only one source, including:
(1) an item for which competition is precluded because of the existence of a patent, copyright, secret process, or monopoly;
(2) a film, manuscript, or book;
(3) a utility service, including electricity, gas, or water; and
(4) a captive replacement part or component for equipment.

13. COOPERATIVES BuyBoard, TCPN, PACE, Tips/Tap
They have done the bid process for Districts

14. After the bid process you can always get a better deal - - Just not worse than WHAT was bid. Just ask for a quote for a better price, Discount, free product with order, or reduced shipping.

15. 1295
New conflict of interest law passed by the last legislative session. Enforced by TEA
Required by all vendors who are taken to the Board for approval
1295 form is online and it must be notarized

16. New FEDERAL edgar procurement standards
MICRO-PURCHASE = Below $3,000 in aggregate
VERY few Sole Source accepted by TEA.
WHAT TO DO? ? ? ? ?

17. Questions ?

18. What Should I be doing at this time of year?
Meeting with campus coordinators
Preparing for end of the year audits
Developing a plan for out of adoption books
Hiring summer help (if you can afford it)
Develop a plan for summer deliveries
Ordering new adoption
Class counts for next year
Order additional books for continuing adoptions
Fast Growth Districts - Preparing for new campuses