DONNA INDEPENDENT SCHOOL DISTRICT PROCUREMENT PROCEDURES

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1 DONNA INDEPENDENT SCHOOL DISTRICT PROCUREMENT PROCEDURES Presented by: Sandra Martinez, Finance Director Ms. Luz Rodriguez, CTSBS Purchasing Agent BE THE CHANGE

2 MISSION STATEMENT/STATUTES, REGULATIONSAND BOARD POLICY APPLICABLE TO PURCHASING The goal and function of the purchasing department in Donna ISD is to provide the highest quality of goods and services available within the parameters of the approved budget and in compliance with all applicable guidelines and laws. STATUTES, REGULATIONS AND BOARD POLICY APPLICABLE TO PURCHASING 1. The Texas School Law Bulletin (Primarily sections through44.033). An electronic version of the Texas State Education Code can be obtained at the following website address: 2. The Texas Education Agency (TEA) Financial Accountability System Resource Guide Purchasing Module. The TEA Resource Guide can be accessed at the following website address:

3 DONNA ISD - PURCHASING STAFF Luz Rodriguez-CTSBS Purchasing Agent lmrodriguez@donnaisd.net Ext.1128 Gustavo Z. Flores- Asst. Purchasing Agent GustavoFlores@donnaisd.net Ext Marcy Rodriguez- Secretary/Purchasing Assistant marcyrodriguez@donnaisd.net Ext.1127 Etta Garcia-Purchasing Clerk egarcia@donnaisd.net Ext.1125 Carmen Martinez- Purchasing Clerk mc.martinez@donnaisd.net Ext.1126

4 MISSION STATEMENT/STATUTES, REGULATIONSAND BOARD POLICY APPLICABLE TO PURCHASING The following Board Policies apply to purchasing (Local/Legal/Policy Online): CH (Legal) Purchasing and Acquisition CH (Local) Purchasing and Acquisition CHE (Local) Purchasing and Acquisition: Vendor Relations CHF (Legal) Purchasing and Acquisition: Payment Procedures CHG (Legal) Purchasing and Acquisition: Real Property and Improvements CI (Legal) School Property Disposal COA (Legal) Food Services Management/Purchasing CV (Legal) Facilities Construction CV (Local) Facilities Construction CV (Exhibit) Facilities Construction CVA (Legal) Facilities Construction: Competitive Bidding CVA (Local) Facilities Construction: Competitive Bidding CVB (Legal) Facilities Construction: Competitive Sealed Proposals CVB (Local) Facilities Construction: Competitive Sealed Proposals CVC (Legal) Facilities Construction: Design-Build Contracts CVD (Legal) Facilities Construction: Construction Manager-Agent CVE (Legal) Facilities Construction: Construction Manager-At-Risk CVF (Legal) Facilities Construction: Job Order Contracts

5 THE ORGANIZATION (DISTRICT WIDE PERSPECTIVE) Board of Trustees (Albert Sandoval, President), (Eloy Infante, Vice President), (Nick Castillo, Secretary) (Members:Efren Ceniceros, Ernesto Lugo, Tomasa Ramos, Elpidio Yanez ) Superintendent (J. Rene Reyna) Deputy Superintendent (Fernando Castillo) Chief Financial Officer (Maricela Valdez) David Robledo, Director of Accounting Sandra Martinez, Director of Finance Purchasing Department (Luz Maria Rodriguez, Purchasing Agent)

6 BUSINESS ETHICS Responsibility to the tax payer to use the District funds appropriately Develop good relationships with suppliers and encouraging competition while avoiding favoritism or misconduct of any type Employees are not to circumvent laws, policies, and procedures, or make liberal interpretations Not make intentional sequential or component purchases to circumvent requirements Failure to follow State laws and District policy will render the purchase noncompliant Failure to follow requirements may have criminal penalties All District staff members are public servants and therefore subject to Title VIII of the Penal code, regarding offenses against public administration, including bribery and corrupt influence (Chapter 36), perjury and other falsification (Chapter 37), obstructing governmental operation (Chapter 38), and abuse of office (Chapter 39). All District staff members shall perform their duties in conformity with District policy, ethical standards for professional educators, and state and federal law. Board Policies Regarding Employees Standards of Conduct DH(Legal), DH(Local), and DH(Exhibit

7 VENDOR LOOK UP/ OTHER IMPORTANT INFORMATION You can find all the Approved Vendors on our website and the Purchasing Manual ( ) for any information needed. If you have any questions or concerns, feel free to call the Purchasing Department at Ext. 1125, 1126 or d/50732/default.as Do not allow any vendors/solicitors to visit your campus without prior clearance from the Purchasing Department. Under no circumstances should you make an agreement or sign agreement/contract with any vendors/solicitors who visit your campus or department. When inputting a vendor in the system it is imperative to attach a W9 and Conflict of Interest Form signed. All New Copiers Should not be moved by any Donna ISD personnel. If Copier needs to be moved the Purchasing Department needs to be notified.

8 USING APPROPRIATE ACCOUNTS Fund Function Object Sub- Object Organization Program Intent Education Project Detail XXX XX XXXX XX XXX XX 0 XX TEA Regulated TEA Regulated TEA Regulated Local Option Code; Unique to DISD TEA Regulated TEA Regulated Local Option Code; DISD s is always 0 Accounts should be accurate to the requisition and to the PO needed. Always review your accounts before submitting your requisitions. Refer to Accounting Code Structure Reference Manual for assistance. All or any requisition with wrong coding will be rejected. Local Option Code; Unique to DISD

9 PURCHASING APPROVAL/REQUIREMENTS Any purchase committing district or school funds must have the approval of the administrator or director over the budget prior to making the purchase. All purchases for goods and services CANNOT be made using District funds without an approved Purchase Order. Secretaries MUST input all new vendors into system. GUIDELINES ( ALL NEW VENDORS MUST BE SET UP WITH LAST NAME FIRST) Purchase requisitions should not be prepared and entered in our system unless the purchase is necessary to the instructional program or the operation of the District. The approval of a requisition by the approving authority verifies the concurrence to the necessity and propriety of the purchase. All set up vendors will NOT be accepted & will be deleted from the systems if incomplete. ALL requisitions must have quotes attached in order to process Warehouse inventory is considered an asset of the District and should be used first. Many items are available through the Warehouse: Bond Paper Copier Paper (do not order from other suppliers warehouse only, applicable school year)** Classroom Supplies Janitorial Supplies Office Supplies Please contact Vanessa Cantu at in reference to any other supplies you may need that are available at our District Warehouse.

10 AUTHORITY AND AGGREGATION The District is recognized as a whole, not as individual entities The Purchasing Office has been tasked with overseeing all purchasing activity in the District and has been delegated down to the individual campuses and departments Purchases by all campuses and departments are aggregated together for a particular category to determine the annual expenditure The annual expenditure will determine which purchasing method is to be used. Donna ISD Aggregation Example 2 High Schools + 4 Middle School 14 Elementaries 3 Other Campuses (DAEP/3D Academy.Excel Academy) Administration EXAMPLE: Example: If each campus purchases 20 of the same book worth $50, the District as a whole has spent $22, X $50 X 20= $22,000.00Aggregation of all Purchases

11 REQUISITION GUIDELINES Before submitting your requisitions, ensure that the account numbers are correct according to your purchase(s) travel, bus, hotel, office supplies, etc and that funds are available. Please check your requisitions for any lines that do not have a unit or total price. All requisitions must have the correct and updated awarded Contract/Vendor Bid Numbers. 5 W s Who,What,When,Where,Why (on the first line) Who:Administrator/Supervisor etc What:What is needed (full description) When: When it is need or when event is taking place (do not put now, or date of requisition being created, urgent or emergency) Where: Campus/Department Why: Reason for items being ordered

12 QUOTES GUIDELINES The appropriate procedures and bidding requirements vary depending on the total aggregate amount that the ENTIRE DISTRICT (not just an individual department or campus) will spend on a particular item (or group of similar items) within any 12-month period. Note that the monetary threshold used to set the procedures to be used is based on any consecutive 12-month period, which do not have to correspond to the district s fiscal year. The Purchasing Agent is responsible for monitoring the compliance of purchases to the bid laws and the district s purchasing procedures.

13 PURCHASING QUOTES GUIDELINES Amount Quotes or Proposal Procedure $0 to $ Two (2) quotes required (but recommended to compare for best value and cost) $500 or more Three (3) written quotes required (attach to requisition) $0 to $4,999 One (1) Quote Required (attach to requisition) Unapproved Vendor Unapproved Vendor Approved Vendor $5,000 to $9,999 Three (3) Verbal Quotes Required Approved Vendor (Board or State of Texas) $10,000 to $49, Three (3) Written Quotes Required (attach to requisition) $50,000 or more Note: Any single contract or purchase valued at $50,000 or more must be approved by the Board of Trustees. All efforts should be made to purchase with Board Approved vendors before soliciting quotes with Unapproved Vendors Board Approval Approved Vendor (Board or State of Texas) Purchasing Department

14 ATTACHMENTS AND QUOTES Purchasing Website Forms: 732/ctl/view/itemid/54046/Default.aspx?returnurl= Departments/BusinessFinance/Purchasing/tabid/50732/Default.aspx Federal Programs Website Forms: ams/forms/tabid/50750/default.aspx Quotes or any other attachments need to match (total amounts, quantities, same description, etc ) with your requisitions. When requesting a quote, ensure that it does not state the word INVOICE on it, otherwise it will mean that you have already received the merchandise and will require an after-thefact letter.

15 APPROVAL CHAIN OF COMMAND Campus/Department Secretaries Business & Finance Department Secretary Specific Accounts If Applied Accounts Payable Principal/Administrator Purchasing Department

16 CONTRACTED SERVICES Person consulting or providing services for district. Each individual needs to fill part 1 or 2 depending if he or she is around or in contact with students. All contract services need to be signed by campus principals. Using Local Accounts the contract service form needs to be routed to Mr. Fernando Castillo, Deputy Superintendent for C&I. Using Federal Accounts the contract service form needs to be routed to Mrs. Rebecca Castaneda, Federal Programs Director. Secretaries will then forward all documentation with appropriate signatures to DISD Purchasing Department for final approval.

17 ACTION HISTORY Enter: Requisition was created and still in secretary queue Progress: Specifies in which approver queue is the requisition under. Released: Requisition has been approved but not yet given a purchase order. Unapproved With a Predefined Reason: Means it was rejected and it will specify why. Approval Chain: No one on the work flow

18 DO S AND DON'TS Do s Attach appropriate supporting documents Put the day of event Allow time for Purchasing Department to look over requisition Look over accounts Have a Purchase Order in place to pay for Items, Events, or Trips etc. All Deliveries to Warehouse Don'ts Over attach supporting documents Put urgent or now on requisitions Submit requisition same day of event Use wrong accounts After the Fact Deliver To Campus

19 VOIDING REJECTED REQUISITIONS Secretaries are to void requisitions no longer wanted or needed from the system. Otherwise, your monies will stay encumbered.

20 AFTER THE FACT FORMS NO, funds must be encumbered through the Purchase Order process to guarantee payment of an INVOICE. It is against District policy to place an order with an unapproved PURCHASE ORDER. After the Fact is any one of the following: A PO that is issued after an item has been received/picked up A PO that is issued after a service has begun or been completed A preview item that is delivered without purchase order and is then purchased Calling in the order to the vendor prior to receiving a copy of the PO Sending the purchase requisition to the vendor in advance of the PO Making reservations or scheduling services without a PO Why is an After the Fact purchase so bad? A PO is the only legal commitment to spend district funds A PO insures that procurement rules have been followed The purchase and that budget funds have been properly approved Our Auditors will note an After the Fact purchase as a violation of procurement rules which will result in a formal finding reported to the School Board and TEA

21 ANNOUNCEMENTS: E-BIDDING COMES TO DONNA INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT Donna ISD Purchasing Department is pleased to announce that we are instituting our E-Bidding process. ALL vendors, regardless of whether they re currently registered with Donna ISD or not, will need to go to the following website: and register their company so that they can receive notifications of upcoming bid. Failure to register your firm through this E-bidding website, may result in missed bid/proposal opportunities. You will also be able to complete and submit your bids online. Please take a moment to register at this site. If you should have any questions, please contact the Purchasing Department at , located at 116 N. 10 th Street, Donna TX Vendor Training Session Announcement How to do Business with Donna ISD Donna ISD is pleased to announce the upcoming implementation of the district s electronic procurement system. A vendor training session will be held on Thursday, September 17, 2015 from 8:30 a.m. 10:30 p.m. At the Donna ISD Board Room Located at 904 Hester Ave, Donna TX This session will include: District purchasing guidelines and requirements Upcoming implementation of the district s electronic procurement system Electronic vendor registration and web-base portal participation ****VENDOR S EVALUATIONS FOR TOP 3 VENDORS PER CAMPUS (NOT INCLUDING FOOD SERVICE VENDORS) ARE DUE TUESDAY, AUGUST 18, 2015 BEFORE 5PM.

22 Q & A