PURCHASING REVIEW AND UPDATES October 11, 2017

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1 PURCHASING REVIEW AND UPDATES October 11,

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:

3 MISSION STATEMENT, GOALS, AND OBJECTIVES Mission Statement 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. 3

4 PURCHASING ETHICS State law (Texas Education Code ) 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. 4

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. 5

6 TEXAS EDUCATION AGENCY SECTION 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 but may not be limited to: o o o o o 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. 6

7 THINGS TO KNOW One thing to remember is that you always need to get an approved Purchase Order before you purchase anything. Even if you are ordering online 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 for the purchase. 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. 7

8 THINGS TO KNOW CONTINUED Validation Memos can only be used for an emergency. The District is phasing out on 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. The Purchasing Department does not send PO s to the Vendors. When buying from a Co-op Vendor, please ensure the requisition indicates the contract number. Type in the contract number in the Bid Nbr field related to the Co-op Vendor. (Examples : Region 20 #5027 or Buy Board #520-13) 8

9 FOUR WAYS TO PURCHASE If the product you are buying is less than $3,500 dollars you can purchase the item from any vendor. If the product you are buying exceeds $3,500 dollars then three (3) competitive quotes are required. If the item you are buying is from a vendor that is a member of a Cooperative (Co-op), then three (3) quotes are not required. If you are buying from a Sole Source Vendor then three (3) quotes are not required. If the amount you are buying exceeds $50,000 then the item requires a formal Request for Proposal (RFP) and Board approval. This dollar cut off for getting quotes was changed on July 1, 2015 to $3,500 dollars to follow the Federal guidelines of EDGAR. 9

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11 THREE QUOTE VENDOR FORM 11

12 SOLE SOURCE AFFIDAVIT 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 the Purchasing Department as documentation for the requisition. 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. 12

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14 BOARD APPROVAL (PURCHASES OVER $50,000) The Board must Approve ALL purchases if the total paid to the 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 is not required even if the item is over $50,000 dollars. 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. Once again purchases cannot be broken up into separate, component, or sequential purchases to avoid getting Board approval. 14

15 FORM 1295 AND HB 89 Form 1295 (Conflict of Interested Parties) is required from Vendors every time you are getting Board approval for the purchase or service. Form must be included with your board agenda item. The End User is responsible for getting the Form 1295 from the Vendor. Submit Form 1295 to Gloria Nino by to Form 89 (Verification Form) is required from Vendors for the purchase or service and is submitted only once. The End User is responsible for getting Form 89 signed by the Vendor. Submit Form 89 to Gloria Nino by to 15

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18 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 the Purchasing Website at to view Awarded Co-operative Vendors. Click on Co-op listed below to determine if the vendor is a member of a Co-op 18

19 ecommerce All requisitions for online orders must have the confirmation/ order number(s) associated with the items on the requisition in the Long Description field. Currently we have six (6) approved ecommerce sites with EISD bid pricing and those are: 1. Lakeshore: Region 20 contract; 3-5 day delivery on most items ordered. 2. Office Depot: TCPN contract; next day delivery on most items ordered. 3. R.W. Gonzalez Office Products: TCPN contract; next day delivery on most items ordered. 4. Reliant Business Products: Choice Partners contract; next day delivery on most items ordered. 5. School Specialty: TCPN contract; 3-5 day delivery on most items ordered. 6. Staples: BuyBoard contract; next day delivery on most items ordered. Please Note: It is YOUR responsibility to place your own orders online. Purchasing will review and approve online orders.

20 REQUISITION PROCESSING GENERAL INFORMATION All requisitions and support documentation need to be scanned into Laserfiche Client using the requisition number. (i.e. RS ) Requisitions must contain all pertinent information for the purchase and delivery of the item(s) and/or service(s) being purchased. o o o All requisitions should include freight costs if applicable. You must call the company to confirm your freight costs before you submit your requisition. Freight costs should be a separate line item on the requisition. Allow five (5) working days for a requisition to be approved by the Purchasing Department. Requisitions may be returned if not in the Purchasing Departments approval path five (5) working days before the check run. This includes requisitions for travel.

21 OBJECT CODES 6395, 6399, 6639 Small Office Equipment are coded to 6395 Office Supplies coded to 6399 Equipment purchased over $5,000 coded to 6639 DO NOT combine office supplies (6399), small office equipment (6395), or large equipment (6639) on one requisition examples are: chairs, filing cabinets, desk (other small equipment must be on a separate requisition for tagging purposes) supplies need to be shipped directly to the campus or department. Small equipment 6395 and large equipment 6639 requisitions will be shipped directly to our Warehouse/Receiving Department for inventory tagging. Computer Software Technology requisitions are routed to the Technology Director for review and approval. Technology reviews and ensures the item is in compliance and compatible with existing equipment and software. 21

22 VERY IMPORTANT If a Requisition has been submitted in TxEIS and there is no supporting documentation in Laserfiche Client THE REQUISTION MAY BE RETURNED 22

23 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. o Requisition number: Is a 6 digit number that begins with a 09 (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 entire approval path. o Purchase Order number: Is a 6 digit number beginning with a 22 (Example: ) for the A PO number is assigned when it has gone through the entire approval path. 23

24 REQUISTION NUMBER AND PURCHASE ORDER NUMBER CONTINUED 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 , call the Purchasing Department so that the issue can be Corrected. 24

25 TRAVEL REQUESTS Kim Tocci, Lead Buyer, is responsible for processing all district-wide travel requests for Students and Staff. It important to submit your travel request in a timely manner. If you have questions regarding a travel request, Ms. Tocci at kim.tocci@eisd.net for assistance. 25

26 TRAVEL REQUISITIONS Travel Forms are submitted online through Laserfiche Forms. All requisitions for employee and student travel must have the information listed below. When traveling there is a possibly of creating four (4) separate requisitions; those are: 1. Per Diem (Meals are allowed ONLY for overnight stays) 2. Lodging 3. Registration Fee 4. Transportation/Mileage For per diem and lodging rates, refer to the U.S. General Services Administration (GSA) website at: 26

27 What is needed on travel requisition(s): 1. You must indicate the date the check is required. In the Bid Nbr: field of the requistion, type Pre Pay 10/31/2017. This date directs Accounts Payable as to 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 the person traveling City to where the conference is being held Dates of the conference Name of the conference Hotel confirmation number What you need to scan into LaserFiche Client: 1. The requisition 2. Any type of brochure, agenda pamphlet, or flyer, showing conference dates, classes, and events. (NO INVOICES) 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 27

28 OTHER TRAVEL INFORMATION Travelers are encouraged to stay at the hosting hotel of the event in order to avoid additional charges for cab fare and parking. Student Travel MUST INCLUDE a current roster of students and a telephone number for each student who will be going on trip. All Out-of-State travel for employees must be authorized and approved by the Superintendent in Laserfiche Forms. Overnight student travel must be approved by Superintendent. All Out-of-State travel for students must be approved by the Board of Managers. NOTE: Failure to scan required travel documents into Laserfiche delays your requisition. If your travel requisition is not submitted in a timely manner (5 working days before the check run) then the traveler will have to pay travel cost then be reimbursed when travel settlement form is submitted. 28

29 TRAVEL REQUISITIONS FEDERAL FUNDS When using Federal Funds on travel requisition(s): Travel advance allowances are not allowed 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 at the conference or meeting. 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 Per Diem (Meals) rates 2. Requisition for the Lodging (Hotels) rates 29

30 MILEAGE REQUISITIONS Edgewood ISD has three (3) District vehicles for use by district personnel when traveling out-of-the District or out-of-the City. District vehicles are reserved through the Transportation Department as far in advance as possible. Employees are encouraged to use District vehicles when traveling instead of using their own personal vehicles. a. The District vehicle can be reserved using the online Transportation Work Order Website: b. Mileage reimbursement is paid at.53 cents per mile when using a personal vehicle. c. Use a mapping source 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. 30

31 CONSULTANT CONTRACTS, AGREEMENTS and MOU S The Superintendent is the only authorized person who can obligate District money to contracts and agreements. Under no circumstance should any employee or Administrator enter into any binding agreement on behalf of the District. All MOU s, Inter-Local Agreements, Contracts, and Agreements on behalf of the District must be signed by the Superintendent. All MOU s, Inter-Local Agreements, Contracts, and Agreements must be reviewed by the Purchasing Department. Purchasing will forward to the Superintendent for signature. All Consultant Contracts/Agreements are handled by Kim Tocci, Lead Buyer. EISD Standard 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 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 the seminar. If this is not possible then find another presenter who accepts Purchase Orders. 31

32 CONSULTANT CONTRACTS WORK-FLOW Originator Campus/Department submits Statement of Work (SOW) with support in Laserfiche 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) Talent Management 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 Laserfiche Client in the Contracts folder PO number is assigned and an automated TxEIS notification sent to originator Originator Creates/Submits requisition in TxEIS when contract is received with all signatures Scans requisition with all support including signed contract into Laserfiche Client 32

33 AGREEMENT WORK-FLOW Originator Campus/Department submits Agreement to the Purchasing Department Purchasing Assigns agreement number in excel file Review Agreement's wording Agreement sent to Superintendent s office for signature (Amelia Portillo) After everything is signed; agreement is ed to requestor to send copy to consultant Agreement scanned into Laserfiche Client in the Contracts folder. PO number is assigned and an automated TxEIS notification sent to originator Originator Creates/Submits requisition in TxEIS when agreement is received with all signatures Scans requisition with all support including signed agreement into Laserfiche Client 33

34 MEMORANDUM OF UNDERSTAND (MOU) WORK-FLOW Originator Campus/Department submits MOU to the Purchasing Department Purchasing Review MOU's wording MOU sent to Superintendent s office for signature (Amelia Portillo) It is the responsibility of the originator to follow-up with the Superintendent s Office regarding the signature on the MOU PO number is assigned and an automated TxEIS notification sent to originator Originator Creates/Submits requisition in TxEIS when MOU is received with all signatures Scans requisition with all support including signed MOU into Laserfiche Client 34

35 PUR- CONSULTANT STATEMENT OF WORK FORM 35

36 PUR- CONSULTANT STATEMENT OF WORK FORM 36

37 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. You can access the W-9 Form on the EISD website by navigating through Departments Purchasing Vendor Information Vendor Documents. 37

38 W-9 Must be: Signed, dated, and legible Include vendor contact information if available such as the phone number, , etc. Employees, Students, or Parents are NOT REQUIRED to submit a W-9 other than an address if a check is being mailed them. A Social Security Number if it s an individual or an Employee Identification Number (EIN) if it s a business or organization. 38

39 Each Purchasing Clerk is individually assigned vendors to enter their W9 information. Submit W9 Forms electronically via to the appropriate Purchasing Clerk and copy the other Purchasing Clerk and the Lead Buyer. Vendors A-M to Amelia Mendoza at Vendors N-Z to Nora Macias at Kim Tocci, Lead Buyer at 39

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41 IMPORTANT REMINDER SCAN ALL OF YOUR REQUIRED DOCUMENTATION INTO LASERFICHE CLIENT IMMEDIATELY AFTER YOU SUBMIT YOUR REQUISTION IN TxEIS. This will expedite the approval process faster on your requisition. Failure to include pertinent information will delay approval of your requisition. 41

42 PURCHASE REQUISITION TRAINING A one-on-one training on TxEIS Purchasing System is available for new users and for existing users. All new employees that will be utilizing the TxEIS System are required to attend a one-on-one training session in the Purchasing Department. Training Topics: o Create/Modify Requisitions o Requisition Status Inquiry o Receiving Purchase Orders o Travel Requisitions o How to scan into Laserfiche o Consultant Contracts o Approval or Return of Requisitions (Administrators) 42

43 PURCHASING RESOURCES AND CUSTOMER SERVICE Purchasing Website From the district s website ( click on Directory then click on Purchasing Purchasing Forms All Forms are available through the Purchasing Department s homepage. By navigating through Departments Purchasing District Resources, you will find the following: 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) 43

44 QUESTIONS? 44