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Purchasing Best Practices Purchasing Training 09/30/08; 10/02/08

Purchasing Best Practices Purchasing Training 09/30/08; 10/02/08. Purchasing Department – 235-1017 Randy Montgomery Anna Rogers Purchasing Agent Purchasing Buyer rmontgomery@wfisd.net amrogers@wfisd.net x13004 x13003 Joan Jimenez Courtney Reames

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Purchasing Best Practices Purchasing Training 09/30/08; 10/02/08

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  1. Purchasing Best PracticesPurchasing Training09/30/08; 10/02/08 Purchasing Department – 235-1017 Randy Montgomery Anna Rogers Purchasing Agent Purchasing Buyer rmontgomery@wfisd.netamrogers@wfisd.net x13004 x13003 Joan Jimenez Courtney Reames Associate Buyer Purchasing/Records Clerk jjimenez@wfisd.netcreames@wfisd.net x13001 x13007

  2. District Policies & Regulations • CH Legal • Lists legal requirements, laws, and codes • Methods, penalties, exceptions, and rules for specific products • Bid over $25k • Formal quote process $10k-25k http://www.tasb.org/policy/pol/private/243905/pol.cfm?DisplayPage=CH(LEGAL).html

  3. District Policies & Regulations • CH Local • BOT approval requirements • If purchase exceeds $100k • If awarded to other than low bidder • Contracts not in the current budget • All contracts that state law requires the BOT to approve. http://www.tasb.org/policy/pol/private/243905/pol.cfm?DisplayPage=CH(LOCAL).html

  4. District Policies & Regulations • CH Regulation • Quote all orders over $1k (Maintenance - $2k) • District Funds: Purchase order required for $40 and above • Activity Funds: Purchase order required for purchases $500 and above; payment of personal / professional services where a 1099 is required

  5. Texas Education CodeProcurement Annual Threshold • $20,000 School Bus Lease/Purchase • $25,000 Public Works Contract Real Property • $25,000 Personal Property • $25,000 Nonprofessional Services • $25,000 Energy Management Systems • $10,000-$25,000 – Competitive Quotes Texas Education Code, Section 44.031

  6. TexasEducation Code 44.031(Methods) • Competitive Bidding • Request for Proposals, other than construction • Inter-Local Contracts*** • Design-Build Contracts • Contract to Construct, construction manager • Competitive Sealed Proposals • Catalog Purchases, (CPA) DIR Vendors*** • Job Order Contract • Reverse Auction • Formation of a political subdivision corporation*** ***Do not require advertisement.

  7. Athletics Custodial Food Service Instructional-Capital Instructional-Supplies Maintenance Transportation Bank Depository Printed Forms Non-Professional Services Real Property Insurance Competitive Procurement Categories…in the aggregate for a 12 month period. TEC 44.031 (a) Reference: Texas Education Agency – Financial Accountability System Resource Guide http://www.tea.state.tx.us/school.finance/audit/resguide12/purchase/

  8. Bid, Proposal, or Quote Process(Information provided by end user) • Define the task to be performed by vendor or define item(s) to be purchased • Establish criteria for selection of bid or proposal • Determine relative importance of criteria • Identify potential vendors

  9. Bid, Proposal or Quote Process(Purchasing) • Set timelines (mutually developed) • Advertise (if required) • Pre-Proposal conference (optional) • Define required criteria percentages (requires input from end user) • Receipt of bid or proposal • Bid or proposal evaluation (requires input from end user) • Negotiation with vendor(s) • Award of contract • Contract monitoring (requires input from end user)

  10. BEST VALUEEvaluation/Recommendation BIDS MUST INCLUDE PERCENTAGES FOR: • Purchase Price • Reputation of Vendor & their goods or services • Quality of goods or services • Meet the District needs • Vendor’s relationship with District • Comply with laws/policies HUB • Long-term cost to the District • Any other relevant factor listed in request for bid or proposal (Total = 100%) Texas Education Code, Sections 44.035, 44.039 & 44.040

  11. Interlocal Contracts • Requires BOT resolution prior to agreement • Examples: Texas Comptroller of Public Accounts (CPA), TASB BuyBoard, The Cooperative Purchasing Network (TCPN), Texas Department of Information Resources (DIR), another school district, Education Service Centers. • Follow procedure defined by Co-Op • Strive to obtain “Best Value”

  12. Catalog Purchases:Texas Department of Information Resources (DIR) Texas Administrative Code 113.19 http://www.dir.state.tx.us/servlet/dirStore#searchcisv • Products or services that are associated with automation (computers) or telecommunication systems. Includes hardware, software, programming, maintenance, repair, and installation of systems. (Computers, printers, network services, etc.)

  13. Catalog Purchases:Texas Department of Information Resources (DIR) Texas Administrative Code 113.19 Best Practice: • Obtain minimum of 3 quotes • Verify that vendors are currently active members of Department of Information Resources (DIR) • Retain documentation

  14. Booster Clubs Follow UIL rules for all purchases Direct to Purchasingif: Fixed asset Item already on bid facility improvements Activity Funds Direct to Purchasing if: Item already on bid $500 & above Personal / Professional Service requiring 1099 Other Funding Sources

  15. RESOURCES • Purchasing Department (Purchasing Manual) • Finance Department • Internal Auditor • Campus Secretary • Internet • WFISD - wfisd.net/departments/purchasing • Texas Education Agency (FASRG) - http://www.tea.state.tx.us/school.finance/audit/resguide12/purchase/ • DIR - http://www.dir.state.tx.us/servlet/dirStore#searchcisv Revised 9/29/08 rm

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