1. Purchasing Review and Updates September 13, 2017 FY 2017 – 2018

2. Purchasing Department Staff
Felix Lopez, Purchasing Agent Ext: 4553 Kim Tocci, Lead Buyer Ext: 4589 Amelia Mendoza, Purchasing Clerk Ext: 7089 Nora Macias, Purchasing Clerk Ext: 7022

3. PURCHASING DEPARTMENT MISSION STATEMENT, GOALS, AND OBJECTIVES
To support the educational goals of the Edgewood Independent School District by acquiring the necessary resources through prudent purchasing practices and excellent customer service.
Goals
To provide quality products, services, and material to the District, at the best value, in accordance with State, Federal and Board policies.
To foster good vendor relations and a strong competitive environment.
Objectives
To assist in the prudent use of District resources though efficient use of competitive bidding, proposals (RFP’s/RFQ’s), and purchase order process.
To promote and apply ethical business practices.
To educate and train District personnel.
To improve processes and implement the best purchasing practices.
To provide “World-Class” customer service to our end users.
Motto
“Procuring quality products for the World Class education of our students.”

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.

5. 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.

6. Texas Education Agency Section 3.2.2.4 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 Pubic 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.

7. Things to Know
One thing to remember is that you always need to get an approved Purchase Order before you buy anything. Even if you are ordering on-line or using the District card
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
The District does not allow:
A. Cash to be used as rewards or incentives for students.
B. Gift cards to retailers who sell alcohol as incentives for students
C. The district does not allow raffles
Items A, B, C also pertains to Student Activity funds.

8. Things To Know Continued…
Validation Memos can only be used for emergency.
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.
(Example: Region 20 # or Buy Board #520-13)
You are not allowed to solicit or receive gifts of any kind from any Vendor

9. PURCHASING METHODS
If the product you are buying is less than $3,500 dollars you can purchase the item from any vendor. You should get 1 quote for your information and scan this quote into laser fiche along with your requisition
If the product you are buying exceeds $3,500 dollars then
3 competitive quotes are required
If the product you are buying exceeds $3,500 dollars and the Vendor is a member of a Co-operative (Co-op) three quotes are not required
If you are buying from a Sole Source Vendor then 3 quotes are not required
If the amount you are buying exceeds $50,000 then the item requires a formal Request for Proposal (RFP)
This dollar cut off for getting quotes was changed on July 1, 2015 to $3,500 dollars to follow the Federal guidelines of EDGAR

11. Three Quote Vendor Form

12. Purchasing Methods Continued …
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).
Services that are not considered Sole Source vendors (ex. Motivational speakers and Consultants).
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.
Send the notarized Sole Source Affidavit to Purchasing as documentation for the requistion
A Sole Source Letter from the vendor is no longer being accepted
Sole Source Affidavit must be signed by the secretary, the Administrator or Director, and must be signed and notarized by the Vendor

14. Board Approval (Purchases over $50,000)
The Board must “Approve” ALL purchases if the total paid to Vendor is $50,000 or more for a single purchase (RFP/RFQ required) or in the aggregate for the current school year.
If you are buying from a Co-op Vendor then Board approval or is not required even if the item is over $50,000 dollars
C. Board approval is required if you are buying $50,000 or more from a single purchase or in the aggregate for the current school year from a Sole Source Vendor
D. Once again purchases cannot be broken up into separate, component, or sequential purchases to avoid getting Board approval.

15. 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 to view Awarded Co-operative Vendors.

16. eCommerce Lakeshore Office Depot R.W. Gonzalez Office Products
All requisitions for on-line orders must have the confirmation/order number(s) associated with the items on the requisition in the “Long Description” field.
Currently we have 5 approved e-commerce sites with EISD bid pricing
Lakeshore
Region 20 Contract; 3-5 day delivery date on most items ordered
Office Depot
TCPN Contract; Next day delivery date on most items ordered
R.W. Gonzalez Office Products
Reliant Business Products
Choice Partners Contract; Next day delivery date on most items ordered
School Specialty
TCPN Contract; 3-5 day delivery date on most items ordered
Staples
BuyBoard Contract; Next day delivery date on most items ordered
* Please note: it is YOUR responsibility to place your own orders. Purchasing will
review and approve on-line orders

17. Requisition Processing General Information
All requisitions and supporting documentation needs to be scanned into Laserfiche using the requisition number. (i.e. RS )
B. Requisitions must contain all pertinent information for the purchase and delivery of the item(s) and/or service(s) being purchased.
1. All requisitions should include freight costs if applicable.
A. You must call the company to confirm your freight costs
before you submit your requisition.
B. Freight costs should be a separate line item on the requisition.
C. Allow 10 working days for a requisition to be approved by Purchasing.
D. Requisitions may be returned if not in Purchasing Departments approval path 5 working days before the check run. This includes travel.

18. Budget Codes 6395, 6399, 6639 Office Supplies are coded -6399
Small Office Equipment coded
Equipment purchased over $5,000 coded
On a requisition do not combine office supplies 6399 with
small office equipment 6395 or with large equipment 6639
6395-Examples are :Chairs, filing cabinets, desk and other small equipment need to be on a separate requisition for tagging.
6399 Supplies needs to 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
Computer Software
Technology Requisitions are routed to Technology Director for review/approval.
Technology reviews and ensures the item is in compliance and compatible with existing equipment and software.

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

20. Requistion Number and Purchase Order Number
A requisition is NOT a Purchase Order and should not be used for the purchase of goods and services. A requisition is a request to get an approved Purchase Order
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 10
(Example: ) for the
The requisition number is assigned by TxEIS when you complete inputting you requisition and you click on “submit” or “save.”
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 30
(Example: ).
A PO number is assigned when it has gone through the entire approval

21. When the 6 digit Purchase Order number is assigned you will receive an automated message from TxEIS in your outlook inbox. If this is going to your junk mail call Purchasing and we can fix this problem

22. Travel responsibility in Purchasing
Kim Tocci, Lead Buyer, is responsible for processing all Student Travel and Staff Travel Districtwide. It important to submit your travel request in a timely manner.

23. Travel Requisitions
Travel Forms can now be accessed through Laserfiche on-line
All requisitions for employee and student travel must have the following information listed below:
When traveling there are usually four(4) separate requisition that need to be entered:
1. Requisition for the traveler for meals (per diem)
2. Requisition for the hotel accommodation
3. Requisition for the registration fee
4. Requisition for Transportation
For item #1 Refer to U.S. General Services Administration Website for approved hotel and per diem amounts
GSA Web Site:

24. What is needed on travel requisition(s)--
1. You must indicate the date that a check is required.
In the “Bid Nbr:” field of the requistion, type “Pre Pay 10/31/2017”. This date indicates to Accounts Payable when the check is needed.
2. In most instances purchase order numbers can be used for registration fees.
3. On the requisition or in the comments section include:
Name of person traveling
City where the conference is being held
Dates of the conference
Name of the conference
Hotel confirmation number
What you need to scan into Laser Fiche
1. The requisition
2. Any type of brochure, agenda pamphlet, or flyer, showing conference dates, classes, and events.
3 Hotel confirmation number or related event information showing the date/location/cost for lodging.
4. Travel Authorization Form approved by the Traveler and Supervisor

25. Travel Requisitions – Federal Funds
When using Federal Funds on travel requisition(s):
Travel allowances are not allowable from federal funds.
Federal funds may be advanced based on estimated expenditures but should not be committed until the date of travel.
In the “Bid Nbr:” field of the requisition type “Pre Pay Advance”.
MUST register with check on site when conference or meeting begins. Early bird or any other form of pre-paid registration is not allowable from federal funds.
MUST refer to U.S. General Services Administration Website for approved travel amounts:
1. Requisition for meals (per diem) rates
2. Requisition for the hotel lodging rates

26. Other Travel Information:
Travelers are encouraged to stay at the hotel hosting the
event to avoid additional charges for cab fare and parking.
Student Travel – Must Include a current roster of students
and contact phone number of students who will be
going on the trip
All out of state travel for “employees” must be authorized and approved by the Superintendent in laserfiche.
All out of state travel for “students” must be authorized by the Board of Managers. Overnight student travel must be approved by Superintendent
* Failure to scan required travel documents into Laser Fiche delays your requisition; If your travel requisition is not submitted in a timely manner (10 working days to Purchasing) then the traveler will have to pay travel cost up front and will then be reimbursed when travel settlement form is submitted.

27. Mileage Requisitions
Edgewood ISD has 6 District vehicles for use by district personnel when traveling out of the District or the City.
District vehicles are reserved through the Transportation Department as far in advance as possible and employees are encouraged to use District vehicles when traveling instead of using their own personal vehicles
The District vehicle can be reserved using the on line Transportation Work Order Website:
b. Mileage reimbursement is at .53 cents per mile when using a personal vehicle.
c. Use a mapping system like MapQuest to show actual miles traveled.
d. Mileage will not be split among employees. Every effort must be made to carpool if employees are going to the same location.

28. Consultant Contracts & Agreements
All Consultant Contracts will now be handled by Kim Tocci, Lead Buyer in Purchasing.
Signed contracts are required for Consultants who provide “continuous service” to the District in any school year and when payment is $5,000 dollars or greater.
All MOU’s, Inter-Local Agreements, Contracts, and Agreements on behalf of the District must be signed by the Superintendent .
The Superintendent is the only authorized person who can obligate District money to contracts and agreements. Under no circumstances should any employee or Administrator enter into any binding agreement on behalf of the District.
All consultant and seminar presenters must agree to accept purchase orders and send invoices to the Accounts Payable for payment. They must also agree to sign a standard EISD contract.
The District is not required to provide checks to consultants and presenters on the same day the presenter provides his seminar. If this is not possible then find another presenter who accepts Purchase Orders.

29. Consultant Contracts Work-flow
Originator
Campus/Department submits Statement of Work (SOW) with support into Laser fiche Forms
SOW form submitted by requestor for contracts greater than $5,000
Include quote/proposal
Include resume or qualifications if needed(ex. Certifications, licenses, etc…)
Purchasing
Assigns contract number in excel file
Creates contract and s to requestor for consultant’s signature
Consultant returns signed completed contract to requestor to to purchasing
Consultant schedules fingerprinting with Texas DPS if direct student contact (Senate Bill 9)
Purchasing receives Criminal History Information (CHI) from Texas DPS
Background check clearance determined from results (i.e. Title 5 Felony Offense)
Contract sent to Superintendent’s office for signature (Amelia Portillo)
After everything is signed; contract is ed to requestor to send copy to consultant
Contract scanned into laser fiche “Contracts” folder.
Requestor submits requisition and scans all support including signed contract into laser fiche
PO number is assigned and an automated TxEIS notification sent to originator
 Creates/Submits requisition in TxEIS when contract is received with all signatures

30. PUR- Consultant Statement of Work Form

31. PUR- Consultant Statement of Work Form

32. 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 TxEIS Vendor File.
If a vendor has a change of address or 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.

33. W-9 Must be:
Signed, dated, and must be legible
Provide vendor contact information if available (i.e. phone #, )
W-9’s are “not required” for:
Employees
Students
Parents
Only need an address if we are mailing them a check
All W-9’s must have:
Social Security number if it’s an individual
Employee Identification Number (EIN) if it’s a business or organization

34. W-9 Purchasing Specialist Assignments are by
vendor name.
A-M- Amelia Mendoza
N-Z- Nora Macias
Send your W-9 by to the respective clerk listed above based on the Vendor name

36. 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. Failure to include pertinent information will daily approval of your requisition.

37. PURCHASE REQUISITION TRAINING
TxEIS Purchasing System training available for new users and one on one training for existing users on specific topics.
All new employees to EISD are required to attend one on one training sessions in Purchasing
Training Topics:
Create/Modify Requisitions
Requisition Status Inquiry
Receiving Purchase Orders
Travel Requisitions
How to scan into Laser Fiche
Consultant Contracts
Approval or Return of Requisitions (Administrators) 37

38. Purchasing Resources and Customer Service
Purchasing Website:
Go to >EISD web site:
Click on >Directory
Click on >Purchasing
Purchasing Forms –
All Forms are available on District Website under
Departments >Purchasing>District Resources
Purchasing Levels & Requirements Guide
Purchasing Card Procedures
Purchasing Card Bank Reconciliation
Delegation of Signature Authority
District Vehicle Reservation
Region 20 Bid Results
Travel Checklist
Travel Approval/Settlement Form
TxEIS Requisition Training Handbook
Vendor 3 Quotes Form (must provide three quotes)

39. ANY QUESTIONS?