SOMERSET INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT th Street/B-Wing Somerset, TX ext 6011

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1 PURCHASING DEPARTMENT th Street/B-Wing ext 6011 Vendor Information Thank you for inquiring about doing business with Somerset ISD. Somerset ISD encourages and welcomes all vendors to become an approved vendor. The is responsible for the acquisition and contract of all supplies, materials, equipment and services for the District in accordance with Texas purchasing law and local/legal policy. Therefore, no purchases of goods or services should be processed and/or shipped without a valid purchase order number. Orders placed without a properly drawn purchase order shall not be honored by the District. Additionally, the purchase order number must appear on all invoices before payment will be issued to your company Please complete the attached vendor application if you are interested in doing business with Somerset ISD. Send completed documentation to the by: (preferred): purchasing@sisdk12.net (Note: Forms ed to the Purchasing Coordinator or Purchasing Agent will not be considered) Fax: Mail/Deliver: PO Box 279 Room 26 Note: Please allow 10 business days to review and process all submissions. Submission of this form does not guarantee that vendor will be added to the approved vendor list. Thank you, Herlinda Cope Purchasing Agent

2 Vendor Information-- ORDERING INFORMATION REMIT INFORMATION OTHER INFORMATION Company/Individual Name (as shown on Income Tax Return) Company/Individual Name (as shown on Income Tax Return) Federal ID # Dba (Doing Business As) Dba (Doing Business As) Organization Type: (Corporation, Partnership, Individual, Non-Profit, Government Entity) Mailing Address Mailing Address Are you part of Co-op? Yes No If so please indicate below City, State, Zip City, State, Zip Phone #: Phone #: Which one: (Buyboard, TCPN, Toll Free #: Toll Free #: TIPS, Region 20, TPASS, HGAC, Fax #: Fax #: US Communities, etc) Address: Address: REFERENCES Provide school names, contact person, and phone number, and address of schools in the San Antonio area with which you have done business within the last three years School Contact Person Phone Address Type of Product Somerset ISD assumes no liability for payment obligations except those incurred according to its purchasing policies. Please contact the with any questions. Submission of this form does not guarantee that vendor will be added to the approved vendor list. Registering with the District does not guarantee any purchases by the District. Signature: Date Title: Please attach Business Card and W-9 Purchasing Approval: Date: Purchasing Agent Signature

3 Purchase Order Terms and Conditions The Somerset ISD is exempt from all Federal Excise and State Taxes. DO NOT include tax in your price or invoice. Orders placed without a properly drawn purchase order shall not be honored by the District. Somerset ISD will supply a tax exemption certificate at seller s request. All invoices shall be net 30 days. Somerset ISD will issue purchase orders as the only method of all business transactions. Purchase order number should be indicated on all invoices. All original invoices must be mailed to: Somerset ISD Accounts Payable PO Box 279 Reconciliation of an invoice and purchase order is necessary before payment will be made. No back orders or COD shipments. All prices must be F.O.B. Destination Somerset ISD unless specified otherwise on this order. The buyer reserves the right to cancel this order, or any part thereof, and to reject any and all materials and supplies which do not conform to the description or specifications, or if Purchase Order is not filled within 60 days. Vendor must detail return policy on purchases. No substitution will be accepted without the approval. Price increase must be pre-approved by calling the at ext Vendors are encouraged to be a part of any of the various purchasing cooperatives ( Buyboard, Region 20, TCPN, TIPS, TXSMARTBUY, US Communities, etc) prior to doing business with Somerset ISD. Please see letter for bid information on website. The District does bid out in several categories. Please contact the for any questions. Vendors are required to provide Material Safety Data Sheets (MSDS) from the manufacturers for all products covered by the Hazard Communication Act. It is the vendor s responsibility to determine which products are covered by the Act and provide MSDS with the initial shipment. Salesmen are not to call on individual schools without prior approval from the. Approval will be given only after the has consulted with the campus principal or department administrator. Pursuant to Board Policy (CHE Local) Solicitors, vendors, collectors, or salespersons shall not be permitted to confer with students or employees during school hours without the prior approval of the Superintendent and principal. The appropriate District approval form must be presented. Under no circumstances shall such persons be permitted to interrupt classes or conduct personal business with employees. Vendors shall submit completed forms as requested by the such as W-9, Conflict of Interest, Felony Conviction Notice, Contractor/Subcontractor Certification Statement Form, etc as stated in law and policy. Any other terms and conditions as specified in Somerset ISD policy, request for proposals, and request for quotes and requests for qualifications.

4 TH Street * P.O. Box 279 * Somerset, Texas Dear Current Vendor, Somerset ISD is transitioning to a paperless method of payment to vendors. Therefore, Somerset ISD will offer electronic ACH, Automated Clearing House, payment by processing vendor payments via electronic funds transfer (EFT). These payments will be deposited directly into an account specified by the vendor. There is no fee for this service. To set up for ACH, simply follow these steps: Complete the ACH Vendor Payment Authorization Agreement Attach a voided check which clearly shows the bank account holder s name, account number financial institution s name and routing number. Send the signed agreement and voided check to: o Somerset ISD 7791 Box 279 Or to: purchasing@sisdk12.net If a vendor closes its account with one financial institution and opens an account with another financial institution, it must notify the at address or above. A new ACH Vendor Payment Authorization Agreement with a voided check must be submitted for future payments. We encourage all prospective vendors to complete the ACH requirements. This form will be mandatory starting September 1, Although there is NO GUARANTEE of any business transaction between the District and your organization, once the information is part of the District database and should the District need to issue payment to you or your organization, the District will be able to do so. If you have any questions, please contact the at purchasing@sisdk12.net. 3/11/16hc

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