1. EDGAR RULES AND PROCEDURES TRAINING
July 23 – 24, 2018

2. WHAT IS EDGAR AND WHY SHOULD I CARE?
EDGAR stands for Education Department General Administrative Regulations
EDGAR provides the rules and procedures for the spending of ALL federal funds.
You should care about EDGAR rules and procedures because all of you in this room deal with federal funds!!!!

3. EDGAR DEFINITIONS
Micro-Purchase: The acquisition of supplies OR services, that in the aggregate (school fiscal year) do not exceed $3,500.
Small Purchase: The acquisition of supplies OR services, that in the aggregate (school fiscal year) are more than $3, but less than $50,
Large Purchase: The acquisition of supplies OR services, that in the aggregate (school fiscal year), are more than $50,
Cost/Price Analysis: Regulations require documentation for every procurement action at OR above $150, and an independent estimate¹ must be completed before receiving bids or proposals.
Single Source Vendors: According to EDGAR there is no such thing as a single source vendor unless approved by the governing agency (in this case – Texas Education Agency).

4. EDGAR PROCEDURES
Micro-Purchases: May be submitted WITHOUT soliciting competitive quotations (a “Spot” purchase packet² is required by the district). The vendor quote is required to be attached to the requisition. (cannot be a shopping cart or screen shot of a website – an official vendor quote is required that includes any discounts we may receive and shipping & handling charges).
Small Purchases (A): If the aggregate amount spent with a vendor is less than $3,500, the purchase may be submitted WITHOUT soliciting competitive quotations, BUT a Spot Purchase packet² will be required by the district.
Small/Large Purchases (B): If the aggregate amount spent with a vendor is over $3,501, the district REQUIRES the vendor to respond to a current RFP. The purchase may be submitted when multiple quotes (at least three (3) + a price comparison worksheet³ are attached to the requisition).

5. EDGAR COMPLIANCY PROCEDURES
The BIG question: WHERE DO I BEGIN IN COMPLETING THE REQUIREMENTS FOR EDGAR?
1) Determine whether or not federal funds CAN be used for the purchase of goods/services you are requesting.
2) The person who is asking you to order items needs to give you an OFFICIAL quote from the vendor they want to use. (If using Amazon.com, Staples, Office Depot or School Specialty, the vendor shopping cart is sufficient).
3) Google is your friend. If you are unsure of where to obtain your multiple quotes, simply do an internet search and see what vendors display based on your search.

6. EDGAR COMPLIANCY PROCEDURE STEPS
Step 1: Complete a quote form(s)¹ª for the items/services you need. The quantity, part number (use the manufacturer part numbers or ISBN numbers for the items – do not use the vendor part number), and item description needs to be listed. You need to determine a due date and time for the quote (please allow at least a week for the vendors to fill out the form(s).
Step 2: Send an request²ª to the vendors that you have chosen. You can obtain addresses from Skyward or you can use the “contact us” feature on most vendor websites. The format you need to use is in your packet of materials.

7. EDGAR COMPLIANCY PROCEDURE STEPS
Step 3: Start working on your price comparison worksheet³ – you can list all of your items and quantities on the worksheet. When you start receiving vendor responses, you can fill in the information. It is better to do this in pieces rather than wait until all of the quotes have been returned to start the process.
Step 4: Gather all of your vendor responses. Please keep ALL of the vendor responses as one (1) file. Please place them in the same order as how they are listed on the price comparison worksheet³. Please make sure you keep any “No Bid” responses you receive also.
Step 5: Attach the original quote, , vendor responses, and price comparison worksheet to your requisitions before submitting them for approval.

8. TIPS AND HELPFUL HINTS
When you requisition the items, refer to the price comparison worksheet³ for vendor part number, etc. It is easier to do this than referring back to all the vendor responses.
The requisition you enter MUST match the price comparison worksheet³ exactly. For instance, if you requested five (5) of an item, but only ordered three(3), I will need for you to correct either the price comparison worksheet³ or the requisition, accordingly.
The items on the requisition need to be entered in the same order as they are listed on your price comparison worksheet³.

9. TIPS AND HELPFUL HINTS
If a two or more vendors supply the same price for an item, a tie bid drawing needs to be held. You do this by writing each vendor name on a piece of paper and have someone “draw” a name out of a hat. The company that is chosen “wins” the item. This information needs to be reflected on the price comparison worksheet³ as “tie bid awarded vendor” next to the line item or next to the price field.
If a vendor supplies an item which does not meet your campus/department specifications, you will need to mark the line item with an “*”, the price and then the reason why the product/service does not meet specifications. It must be a valid and justifiable reason in the event it is ever questioned.

10. TIPS AND HELPFUL HINTS
If you have a package difference between what you asked for and what a vendor bid, then you will need to make sure your total pricing is reflective of the correct packaging. For instance, if you order 8 boxes of tissue that come 5/pack – you are needing a total of 40 boxes. One vendor may supply you with an each price instead of a pack price – please make that entry on the line item and change the total amount to reflect the correct pricing.
As previously stated, there is no such thing as a single source when dealing with EDGAR. You will need to locate a vendor or vendors that can sell something “similar” to what you want. Even if the vendors respond with a “no bid”, this can still be considered a valid response.