1. PURCHASING DEPARTMENT
PROCUREMENT TRAINING

2. Staff Purchasing Benjamin S. Mora, Purchasing Manager
Olivia Scaramell, Administrative Assistant
Nora Rodriguez, Bid Clerk
Warehouse
Sergio Arredondo, Warehouse Foreman

3. District Successes
HISD staff have more procurement options than ever before
Use of paper purchase orders approaching extinction
Nearly all HISD term contracts can be found online
3rd wave of procurement training for affected District staff nearing completion
The Bonfire Procurement Portal is approaching 4,000 registered vendors

4. Purchasing Resources

5. Forms & Resources

6. Purchasing Cooperatives

7. Questions to Ask during the Purchase Process
Funding Type?
Local or State
Federal/Grant
How much do I plan to spend?
$10k or above
$15k or above
$50k or above
What am I purchasing?
Goods
Services
When do I need this?
Next Board Meeting
Can I find a competitively bid contract?

8. How do I satisfy Competition requirements?
(3) Quotations
HISD Bid (Bonfire)
Purchasing Cooperative
Board Approved Interlocal Agreement, MOU, Contract with State Agency or Non-Profit Organization (Does not apply to Federal funds)

9. Purchases Using Local or State funding
Purchases < $15k
Do not require formal or informal competition
Single quote & create Purchase Requisition
Purchases > $15k & < $50k
Require multiple quotations/informal competition
Attach multiple quotes to Purchase Requisition
Purchases => $50k (over a 12 month period)
Require formal competition to include RFP, IFB, RFSB, RFO, etc.
60 to 90 Day lead time
Requires Board approval

10. Federal Fund Purchases (EDGAR) Fund 211 – Title I
Micro-Purchases < $10k
Does not require formal or informal competition
Single quote & create Purchase Requisition
Small Purchases > $10k & < $250k
Requires multiple quotations/informal competition
Attach multiple quotes to Purchase Requisition
If > $50k, Board Approval is required
Purchases > $250k (Simplified Acquisition Threshold)
Requires Independent Cost Estimate (ICE)
Requires formal competition to include RFP, IFB, RFSB, RFO, etc.
60 to 90 Day lead time
Requires Board approval

11. Bonfire Procurement Portal

12. Bonfire Public Contracts

13. Creating a requisition (Reminder)
Supporting Documents
Price Quotation(s)
Reference Cooperative Contract Number
Board Approval documents (if needed)
Signed Professional Services Agreement (Local Funds)
Requisition Comments
Board approval date (if applicable)
Coop. Contract Number
Bid No. Field
HISD Contract Number
Coop. Abbreviation (BUYBOARD, OMNIA, CTPA)
Itemization
Avoid “See Attached”

14. Creating a requisition (Con’t)

15. SAMPLE Purchase Order

16. SAMPLE Purchase Order

17. Challenges
There’s no such thing as an “approved vendor list”. We only have approved contracts for services and goods
Creating a Purchase Order prior to any procurement action
Reference “OMNIA” in the Bid. No field for Amazon
Reference “OMNIA” in the Bid. No field for Office Depot
Double check Approved Purchasing Coop list for vendors
Please get addresses for all new vendors
Coordinate with Information Services for all tech purchases
3 quotes are required purchases above $15k & below $49.99k when not using an existing contract of Coop or HISD contract

18. Promotional Products Purchases outside these methods is prohibited
The Board has approved promotional product vendors for FY19/20, IFB Promotional Products
The Board has also approved the purchase of promotional items via an approved Purchasing Cooperative
Staff may revisit IFB in the Fall of 2019
Interested vendors must register with Bonfire and must register their proper “commodity code” to receive notification

19. Resources HISD’s Bonfire Public Contract Portal
HISD’s Board Approved Vendor Cooperatives 19

20. Feedback & Questions