Section A Purchasing Guidelines

Transcription

1 Section A Section A Purchasing Guidelines Purchasing Guidelines A - 1 Competitive Purchasing Requirements A - 3 Board Policies for Purchasing A - 5 Requisition Processing A - 6 Payment for Received Merchandise A - 11 Requests for Capital Outlay A - 12 Return of Merchandise A - 13 Vendor Relations: Sales Calls and Demonstrations A - 14 Donations A 15 Donations with Endorsements A - 16 Deadlines for Printing Purchase Orders A - 17 Year-End Purchase Order Payment Procedures A - 18 Types of Requisitions A - 19 Sole Source Purchases A 21 Consultant Services Procedures A 23 Requisitions for Printing Jobs A - 24

2 Section A PURCHASING GUIDELINES PURCHASING APPROVAL A purchase for goods or services cannot be made using District funds without prior approval from in the form of an approved Purchase Order form with an approval signature from. The Assistant Superintendent for Business Operations or Designee must approve any exceptions to this practice prior to committing any District funds. Prior to the approval from, District staff must adhere to the following guidelines: Purchase requisitions should not be prepared and entered on-line unless the purchase is necessary to the instructional program or the operation of the District. The approval of an on-line requisition by the approving authority verifies the concurrence to the necessity and propriety of the purchase. The user department/campus is responsible for checking the accuracy and completeness of the information on the purchase requisition entered in the online purchasing system and ensuring that the request is in compliance with established purchasing policies and procedures. Each on-line requisition must be approved on-line by the person who has final approval authority for the funds associated with the purchase. This authority cannot be delegated. Should an emergency arise, refer to the Purchase Order Department Approval Procedures section in the Automated Purchase Order System Manual. You must also use awarded vendors for purchases made with activity funds. Additional guidelines for use of activity funds for purchases of goods and services are available from the Internal Auditor's Office. will review the purchase requisition and provide final approval after verifying compliance with the District's purchasing guidelines. Purchasing violations will be reported to supervisors and to the Internal Auditor s office. A - 1

3 Section A CONTRACTS AND AGREEMENTS Only the Board President or Superintendent may sign contracts or agreements requiring payment from any funds. All other contracts or agreements shall not bind the District financially and will be the personal responsibility of the individual signing the contracts/agreements. PERSONAL RESPONSIBILITY A District employee who purchases or orders any goods or services in the name of the District or who obligates the credit of the District without following the purchasing policies and procedures shall be held personally responsible for payments to the vendors or return of the items. INVOICE DATES All invoices should reflect purchase order dates that are on or after Purchasing Services final approval print date. An instance where an invoice has been received but a purchase order has not been previously processed, would be for the processing of a payment authorization. In this case, invoice dates will be earlier than that of final approval print date. Campuses and departments can only use a payment authorization if the Purchasing/Contract Specialist, Director of, or the Assistant Superintendent for Business Operations has granted them authority. EMERGENCY PURCHASES Emergency purchases, where school equipment is destroyed or severely damaged, may be authorized by the Superintendent and subsequently reported to the Board of Trustees. A - 2

4 Section A COMPETITIVE PURCHASING REQUIREMENTS Budgets for the year are completed by mid April each year and users have a firm grasp on projected expenditures. If any of these budgeted expenditures exceed $50,000 in the aggregate in a twelve-month period for like items or categories, must be contacted in order to acquire the goods or services in a timely and cost effective manner utilizing the appropriate procurement method. Purchases of Goods or Services Valued at $50,000 or More Texas Education Code Chapter (a) Purchase of goods or services valued at $50,000 or more in the aggregate for a 12- month period shall be made by one of the following methods, that provides the best value for the District: Competitive Bidding Methods Competitive Sealed Bids Competitive Sealed Proposal Request for Proposals, for services other than construction services Other Methods Interlocal Agreements BuyBoard (Texas Local Government Statewide Purchasing Cooperative) DIR (Dept. of Information Resources) HGAC (Houston-Galveston Area Council) Region One ESC Comptroller of Public Accounts (State Cooperative Purchasing Program formerly through TBPC) Texas Facilities Commission (State Purchasing Program for construction and building related functions formerly through TBPC) TCI (Texas Correctional Industries) TCPN (The Cooperative Purchasing Network) TIBH (Texas Institute for the Blind and Handicapped) TIPS (Texas Interlocal Purchasing System) Reverse Auction Professional Services as provided by Texas Government Code, Chapter 2254 Sole Source Construction Procurement Methods Design/Build Contract for Facilities Construction Manager-Agent Construction Manager-At-Risk Construction Services through Competitive Sealed Proposals Construction Services through Competitive Bidding Job Order Contracts for Facilities Repair A - 3

5 Section A COMPETITIVE QUOTATIONS Purchases of Personal Property $10,000 - $25,000 - Repealed HB 987, 81st Regular Legislative session, repealed TEC , which required price quotes for purchases of personal property between $10,000 and $25,000 in the aggregate for a 12-month period. This bill became effective June 19, Prior to that date, the rules were as follows: For each 12-month period, the district shall publish a notice in two successive issues of any newspaper of general circulation in the county in which the school is located. If there is no newspaper in the county in which the school is located, the advertising shall be published in a newspaper in the county nearest the county seat of the county in which the school is located, specifying the categories of personal property to be purchased under this section and soliciting the names, addresses, and telephone numbers of vendors that are interested in supplying any of the categories to the district. For each category, the district shall create a vendor list consisting of each vendor that responds to the published notice and any additional vendors the district elects to include. Best Practices Procedure for of Quotes Optionally, a district may obtain price quotes for items costing less than $50,000 in the aggregate in order to stimulate competition and attempt to receive the most favorable pricing. McAllen ISD staff shall follow the Purchasing Thresholds below. Quotes: Purchases under $5,000 Use Primary vendor. If you are not using awarded vendors, provide justification. Purchases from $5,000 - $49,999 3 quotes through awarded vendor on a bid or Interlocal Cooperative Agreement. Exceptions to above quote requirement may be approved by the Purchasing Department. Competitive Procurement: Purchases in excess of $50,000 in District Annual Aggregate Competitive Bids and Board Approval, in accordance with CH (Local) A - 4

6 Section A BOARD POLICIES FOR PURCHASING The McAllen ISD Board Policies that affect purchasing may be viewed on the TASB web page at The following Board Policies apply to purchasing: 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 A - 5

7 Section A REQUISITION PROCESSING No purchases of merchandise, repairs or services shall be made except through the Requisition procedure. No vendors shall be paid for materials furnished to a school or department unless this procedure is used. HARDCOPY REQUISITION 1. Individuals who do not have access to the on-line requisition system must initiate their request using a hardcopy purchase requisition form. For example, teachers and hourly workers would initiate a purchase request on the requisition form. A copy of this form is included in Section B - Automated Purchase Order System Manual Part I. This form can also be obtained through the Print Shop. 2. Individuals who have access to the on-line requisition system for data entry purposes may initiate their request using a hardcopy purchase requisition form to facilitate the data entry process. For example, secretaries and bookkeepers who input requisitions may initiate their request using this form. 3. Hardcopy purchase requisitions may be routed to the appropriate approvers for signature. Hardcopy signatures cannot replace the on-line Departmental Approval without the approval of. COMPLETION OF HARDCOPY PURCHASE REQUISITION 1. Obtain a blank purchase requisition form from the school s bookkeeper or secretary. 2. Obtain product and pricing information from an approved vendor. 3. Circle the type of purchase requisition you are completing. Refer to the Types of On-Line Requisitions in the Automated Purchase Order System Manual to complete this section. 4. Complete the vendor information: All of the information is required. Your order will not be processed without it. Vendor s name - the full name is required, do not use abbreviations Vendor s address Vendor s phone number The vendor number will be completed by the bookkeeper A - 6

8 Section A 5. Complete the item detail for each item ordered. Enter the quantity you are ordering. Enter the unit of measure that the merchandise is sold. For example: box, each, pkg, etc. Refer to the Standard Abbreviations for Item Measurement for additional abbreviations. Enter the unit price. For example: $5.25. Enter the total cost for that item by extending the prices: 10 $5.25 = $ The account number will be completed by the bookkeeper. Enter the description of the item. The description must be more than a catalog number. For example, yellow folders without fasteners, part # The description must be detailed enough to be understood by the Bookkeeper, Approving Official, Purchasing Clerks, Vendor, Warehouse Delivery Clerks and Auditors. Requisitions with inadequate descriptions will be rejected. 6. Upon completion of the hardcopy purchase requisition: Obtain Principal s approval, if necessary. Return the approved requisition to the bookkeeper for data entry. The purchase requisition is not a purchase order. Do not contact the vendor to place your order based on the requisition number. If you do place your order based on the purchase requisition, you will be held personally responsible for payment of merchandise, not the District. (Board Policy CHA Local) REQUISITION ON-LINE ENTRY 1. The requisition should be entered on-line by the bookkeeper or secretary. Once the requisition has been completed, it should be approved by the user and it is then routed to the next approver s workflow. 2. All requisitions shall contain complete information, such as quantity, unit of issue, unit cost, discount percentage and a clear description of the items to be purchased. 3. Once a requisition is entered on-line, the accounts associated with the purchase will be immediately encumbered for the total amount shown on the requisition until the merchandise is received and final prices determined or the requisition is deleted. After Entering the Requisition On-line: Place the requisition number assigned by the computer on the hardcopy requisition. Sign and date the hardcopy requisition. File the hardcopy requisition in sequential order. A - 7

9 Section A FINAL DEPARTMENTAL APPROVAL 1. Only staff with Departmental Approval authority will approve on-line. This task and responsibility may not be delegated. Violations will be reported to supervisors and to the Internal Auditor s office. 2. After a requisition has been entered and approved on-line, the individual with the final approval authority for the purchase must approve the requisition on-line. A copy of the current Role Account Approvals may be obtained by contacting. Note: After the Final Departmental Approver has approved the requisition on-line and the accounts are not lacking funds, still has to review the requisition for compliance with District purchasing policies and procedures. 3. Final Departmental Approvers must approve requisitions on-line if a purchase falls under their authority. This is required even if the Final Approver has already signed a hardcopy purchase requisition. PURCHASING SERVICES APPROVAL 1. After the Final Departmental Approver has approved the on-line requisition, will review the requisition. The Purchasing Clerks review the requisition for account codes and purchasing requirements. The requisition is then forwarded to the Purchasing/Contract Specialist for final purchasing review. 2. If a requisition cannot be approved in its present form, will reject the requisition which will cause it to be routed back to the user to make the necessary changes. Once the changes have been made, the user must again approve the requisition which will cause it to again be routed to the next approver. The Departmental Approving Official must once again approve the requisition. The purpose for the re-approval is to prevent any unauthorized changes to the requisition. 3. Purchase orders will not be generated unless all pertinent information is correct and complete. Once the requisition has been reviewed by and determined that it is in compliance with purchasing requirements, the requisition is approved. Upon approval, the requisition is printed and it then becomes a purchase order. 4. will print and forward the purchase order to the vendor via mail or fax. The vendor copy is sent to the user. At the discretion of Purchasing Services, purchase orders A - 8

10 Section A may be faxed to certain vendors to expedite orders. If a printed purchase order must be faxed to a vendor, please list the phone, fax and contact person on the PR Note Section of your requistion. If an attachment must be mailed with the purchase order, please make a note of it in your PR Note Section and attach documentation to the requisition online. A requisition does not become a purchase order until executes final approval in the form of a signed purchase order. All purchase orders must be approved before merchandise is ordered. REASONS PURCHASING SERVICES WILL REJECT A REQUISITION A requisition may be rejected by for several reasons. The reason for a rejection may be viewed in the requisition s workflow. IFAS also generates an e- mail to the user that in addition to displaying the requisition s information, will also state the reason for rejection. Any requisition that contains an account number that does not meet TEA Financial Accountability System Resource guidelines will be rejected. The table below lists the most common reasons requisitions are rejected and the action that should be followed. REASON PURCH FROM APPROVED VENDOR GIVE DETAILED DESCR. EXPENSE OBJECT CODE S/B <Objct> ACTION The vendor selected is not an approved vendor. A list of newly approved vendors is distributed after each Board Meeting for specific bids, RFP s, etc. or can be viewed on-line at faward/newnoa.htm The description provided is incomplete. Describe the purchase further. The expense object code entered is incorrect. Change the account number to correspond with the expense object code given. PROCESSING REQUISITIONS PRIOR TO HOLIDAYS AND VACATIONS All requisitions that require processing prior to scheduled holidays, vacations, and/or early dismissals must be entered, have Departmental Approval and have sufficient funds in the accounts in the on-line requisition system two (2) days before the closing of administrative offices. Please be mindful of these dates when planning purchases and payments. A - 9

11 Section A PROCESSING REQUISITIONS PRIOR TO ACCOUNTING DEADLINES All requisitions that require processing for payment, prior to Accounting deadlines must be entered, released, have Departmental Approval and have sufficient funds in the accounts in the on-line requisition system two (2) days before the deadlines. Refer to the Accounting Procedures Manual for these dates. A - 10

12 Section A RECEIPT AND PAYMENT FOR MERCHANDISE Upon receipt of materials or supplies, the user must look for the packing list and make sure that the items received match the packing list in quantity and description. The packing list is usually in a plastic document holder affixed to the outside of the package/container. All items that do not match the packing list and are damaged and/or missing should be separated and the discrepancies reconciled with the vendor. Sometimes the vendor will include an invoice instead of a packing list. In this case, the invoice should be used to verify the contents of the package/container. The packing list, invoice and contents must also be compared to the purchase order to verify that the items received are the items that were ordered and to verify that the prices on the invoice match the prices on the purchase order. To return merchandise, please see chapter titled, RETURN OF MERCHANDISE. To arrange for payment of the order the user must log on to IFAS and receive online through the POUPRC command. User must then print a PO Inquiry Report after items have been received online and forward to the Accounting Department along with the packing slip, delivery ticket, invoice and freight bill that may accompany the delivery. State law requires the District to pay with 30 days of receipt of goods or services. Partial payments may be made as necessary. A - 11

13 Section A REQUESTS FOR CAPITAL OUTLAY Requests for capital outlay items (items with a per unit cost of $5,000 or more) should be planned during the budget process each spring semester. Upon approval of the budget and the expenditure, all information for these purchases should be delivered to for processing as early in the fiscal year as possible. These purchases should be completed in accordance with the instructions issued by Business Services each year. For exceptions to this timeline, contact at A - 12

14 Section A RETURN OF MERCHANDISE When goods need to be returned to a company, certain steps must be followed to be able to receive credit for goods returned. 1. Ask that the company issue a Return Authorization "call tag" number for the package that was previously delivered by carrier. This number will identify the package that the carrier will pick up. 2. Any returned goods must be properly packaged in compliance with shipping regulations for certain freight companies. 3. Follow-up in writing with a copy of the letter sent to Director of Accounting. 4. The company will follow-up with a credit memo or acknowledgment of merchandise received and the transaction is completed at this point. For more information on packaging and shipping, call the Warehouse Department, at A - 13

15 Section A VENDOR RELATIONS: SALES CALLS AND DEMONSTRATIONS Salesmen are not to call on individual schools without approval from the Superintendent s Office or his designee. Such approval will be given only after the appropriate division director has examined the material, equipment, or publication and has approved it for use in the District schools. See Board Policy CHE (Local). PROCEDURE Salesmen shall be referred to the Assistant Superintendent for District Operations. It follows that permission to call on individual schools will be given only rarely when, in the judgment of the Assistant Superintendent for District Operations, the best interest of the schools will be served. In such cases, the Assistant Superintendent for District Operations will provide a letter for the salesman to call the schools. A - 14

16 Section A DONATIONS As per Board Policy CDC(Local) The Board welcomes donations from parents, booster clubs, PTOs, PTAs, patrons, and other private entities. All gifts shall be given to the District and, at the discretion of the Superintendent, may be used for a specific campus or program. Once accepted, gifts become the sole property of the District for its use and disposition. A donation cannot be designated for an individual s salary or compensation. Any individual or group, including PTO s, PTA s or booster clubs, wishing to give the District money, materials, services, or equipment shall submit a donation request form for consideration by the District. [See CDC(EXHIBIT)] The Board or administrators may elect not to accept gifts if any of the following apply: 1. The gift would begin a program for which the District would be unwilling to assume financial responsibility when the gift or grant funds are exhausted. 2. The gift may result in ancillary costs for the District. 3. The gift may require the District to employ additional personnel. 4. The gift would place restrictions on other District programs. 5. The specific materials or equipment are not of acceptable quality or are not compatible with existing District equipment or facilities. 6. A gift shall not be accepted if any of the following apply: 7. The gift would be inappropriate or harmful to students. 8. The gift would be in conflict with any provision of state law, federal law, or District policy. 9. The gift does not serve the best interests of the District as determined by the Board or designee. The Board delegates to the campus principals the authority to accept gifts of $5,000 or less that meet the acceptance criteria. Only the Board may accept gifts of $5,001 or more. Regardless of cost, donations of the following items shall be reviewed by the facilities management and business services departments: 1. Computer and technology equipment, 2. Contracted services, 3. Food preparation equipment, 4. Equipment that requires additional electrical capacity or location, and 5. Items that involve the removal or addition of permanent fixtures to buildings or grounds. A - 15

17 Section A DONATIONS WITH ENDORSEMENTS Board Policy GKB (Local)-Endorsements allows for the donation of equipment in exchange for consideration of advertising rights. The policy states as follows: ENDORSEMENTS Advertising that promotes products, brand names, or trademarks may be displayed on school property and at school events under endorsement agreements negotiated by the Superintendent or a designee specifically appointed by the Superintendent, provided any and all such endorsement agreements are approved by the Board. Any such endorsement agreements must contain adequate consideration to the District for such advertising, as determined and approved by the Board. To implement this policy, the Assistant Superintendent for Business Operations will be the Superintendent s designee. If you have a company wishing to make a donation such as a marquee or scoreboard, you need to contact the office of the Assistant Superintendent for Business Operations for direction. After the Assistant Superintendent for Business Operations negotiates the endorsement agreement, the Superintendent will present this agreement to the Board of Trustees for approval. After Board approval and the contract is signed, the project may proceed. If necessary, the Assistant Superintendent for Business Operations may direct you to work with another department for proper installation of the marquee and/or scoreboard. A - 16

18 Section A DEADLINES FOR PRINTING PURCHASE ORDERS Purchases made from July 1 st through June 30 th of the current fiscal year must be received, invoiced and paid by June 30 th of the same fiscal year. In order to comply with this regulation, the following deadline has been established: The last day for printing ALL Capital Outlay AND Supply and Material purchase orders will be announced each year by the Business Services office. However, this date shall not be later than mid March. Departments and schools are encouraged to evaluate their budget reports and process orders for planned expenses prior to this deadline. All purchases requiring bids or quotes must be initiated with to ensure they meet this deadline. A Bid/Quote Request Form must be filled out and returned to Purchasing Service to initiate the process. The processing of purchase orders will resume on July 1 st of the following fiscal year, using the new budget. This deadline does not apply to purchases involving Curriculum and Instruction Summer Programs, service-oriented departments such as Plant Operations, Food Services, Transportation and Audio Visual Services may continue to purchase materials and equipment necessary to carry out their service functions to the District. This does not include general supplies, such as, office supplies, paper products, printer cartridges, office furniture, office equipment, etc. Any deviations from the above need to be approved by the Assistant Superintendent for Business Operations. Payment authorizations for services are also exempt from these deadlines. Schools/Departments with budgets with expenditure deadlines earlier than June 30 th must plan accordingly and evaluate their budgets much earlier than March. A - 17

19 Section A YEAR-END PURCHASE ORDER PAYMENT PROCEDURES In order to assure year-end purchase orders are processed properly, the following procedures must be followed: 1. Purchase orders with goods received prior to June 30 th of the current fiscal year must be processed and paid through the budget for the fiscal year in which they were bought and received. 2. If the budget is overdrawn, contact Accounting Services for directives in processing payment. 3. If an invoice and goods were received prior to June 30 th and a purchase order was not generated, contact Accounting Services for directives in processing payment. 4. th Purchase orders with goods received after June 30 will be carried forward and paid through the new fiscal year budget. 5. Purchase orders that must be cancelled should be submitted to Accounting by June 30. To view a report identifying outstanding purchase orders, follow the instructions in the Open Purchase Order Report of the Accounting Procedures manual. If you have any questions regarding this matter, contact the Accounting Office. A - 18

20 Section A TYPES OF REQUISITIONS STANDARD PURCHASE REQUISITION Purchases of personal property, repairs and services for items not available in the Central Warehouse require this type of a purchase requisition. Bids, catalog bids and quotations, as well as, interlocal agreements are used to provide sources for these purchases. PAYMENT AUTHORIZATION Process a payment authorization for merchandise and services where an invoice has been received but a purchase order has not been previously processed. Campuses and departments can only use a payment authorization if the Purchasing/Contract Specialist, Director of, or the Assistant Superintendent for Business Operations has granted them authority. The Internal Auditor may be contacted for final approval in some cases. For example, payment authorizations are used for the following: Utilities Phones Vehicle repairs (not parts) General repairs (not parts) Maintenance Service Contracts Meals and Officials for the Athletic Department Payment Authorizations may not be used for General Supplies, Fixed Assets or Professional Services unless the services are authorized by the Superintendent s office and the services comply with the District s purchasing requirements. A Standard Purchase Requisition must be used for these items. BLANKET PURCHASE ORDER (BPO) These purchases should be limited in use. Care should be exercised by staff when making these purchases since no method is available to show that the user is getting the best value for the dollar. Campuses and departments should work with the Purchasing/Contract Specialist to establish BPOs with vendors. If several items are to be purchased in a specific period of time not to exceed one month with a specified vendor, a BPO can be established. A BPO is used when the costs involved are not known until the actual purchase is made. An example of a vendor where one would use a blanket purchase order would be a grocery vendor used to purchase food items. However, you should be knowledgeable of the items and quantities to be purchased for a given period of time. A - 19

21 Section A A BPO encumbers the estimated total purchases with the vendor. As individual purchases are released, the purchase amount is charged against the encumbered amount. Individual purchases are not processed as separate purchase orders. When a purchase is needed, the employee must provide the vendor with the BPO number that is obtained from their respective departments. When an invoice is received from the vendor, the campus or department must approve the invoice and forward it to Accounting Services along with a copy of a PO Inquiry report. A requisition should not be entered in the on-line purchase requisition system for individual releases against a blanket purchase order. BPO s should be limited to those repair parts or supplies approved by Purchasing Services. When entering a requisition for a Blanket Purchase Order, follow the guidelines listed below: 1. Enter 7 in Req. Codes tab to indicate Blanket PO. 2. Enter an item on the requisition for each type of commodity, such as food items, paper goods or film. Include the following information: Qty: 1 Unit: EACH Unit Cost: (Key in the estimated amount) Description: Be sure to specify type of meeting (Ex: Parents Conference, Staff Development) and include the dates that the purchase order will be valid in the description field. For example, September 14, 2010 thru October 13, Purchase orders must be closed out every month. 3. Purchasing will review the requisition for approval and then send the Vendor and Receiving Copy to the originating campus/department. A - 20

22 Section A SOLE SOURCE PURCHASES Competitive procurement is the preferred method of obtaining goods and services. If competition is too restricted, or not utilized, the facts and justification supporting this must be documented in detail. Advance approval by is required. Justification must be based upon unique technical or performance characteristics. Personal preferences for certain brands or products do not adequately justify limiting competition. The following are reasons why a purchase might be possible or practical from only one vendor: 1. An item for which competition is precluded because of the existence of a patent, copyright, secret process, or monopoly; 2. A film, manuscript, or book; 3. A utility service, including electricity, gas, or water; or 4. A captive replacement part or component for equipment Other Exempt Purchases Another reason for purchases to be exempt from competitive bids may be the result of statutes or policies that require or allow certain types of purchases to be made from a particular source. 1. Non-profit corporations using handicapped workers produce the item. State or local governments often use products made by blind or otherwise handicapped workers. 2. Prison workers produce the item. The state benefits from the sale of these items. 3. Interlocal Governmental Agreements. These legislatively approved agreements allow governmental agencies to cooperatively purchase goods in volume, thus obtaining better prices. There are a number of good reasons why the District may occasionally use sole source purchases. And it is proper to have the flexibility to make these purchases. But, sole source purchases must be strictly controlled, since they are directly contrary to the competitive process. A - 21

23 Section A Under most conditions, a sole source purchase should be the subject of a certain amount of negotiation. The lack of other competition may otherwise result in a severe case of "sellers market". The purchaser should prepare a detailed list of requirements relating to delivery, quality, performance and other conditions, and be prepared to withhold the purchase in order to ensure compliance. Of course, this may not be possible, but the buyer should do everything in their power to strengthen their bargaining position. Procedure for Sole Source Purchases must approve all sole source purchases before any action is taken to procure the items. The approval should be done before a purchase requisition is entered into the online purchase order system. Sole source purchases are handled the same as other purchases, with these exceptions: 1. The user campus/department must advise that only one practical source of supply exists for the items being requested. This should be accomplished by attaching a Sole Source letter from the vendor, to the requisition prior to approval by the user. 2. The user campus/department must demonstrate how the price(s) was determined to be reasonable. 3. If determines that the sole source letter received is in compliance, the requisition will be approved.. If the expenditure is $50,000 or more, the campus/department must obtain approval from the Board of Trustees before proceeding with the purchase. The user campus/department must prepare the Board agenda report along with all backup documentation. 4. After the requisition is approved on-line by the Campus/Department Approving Official and by, the purchase order is printed. A - 22

24 Section A CONSULTANT SERVICES PROCEDURES The following guidelines must be adhered to for the procurement of consultant services. Form 3 is required by Accounting prior to payment for services rendered and must be completed in accordance with the procedures stated in the Business Procedures Manual. Form 3 should be attached to your requisition. If the anticipated District aggregate expenditures for the consultant services (falling under Form 3 requirements) are less than $50,000 in a 12-month period the following steps will need to be followed: 1. Initiating department obtains proposal from consultant for an all inclusive fee, to include all travel expenses. If Consultant must itemize travel, Consultant will be bound by the rates approved and posted by the office of the Texas Comptroller of Public Accounts. These rates can be found at: 2. Initiating department will enter requisition and process through workflow obtaining approval from the person overseeing the funding source. 3. will review and process into a Purchase Order. 4. Purchase Order will be sent to initiating department. 5. Initiating department will schedule services with consultant. If the District aggregate expenditures for the consultant Services are $50,000 or more in a 12-month period, a formal contract and Board Approval is required prior to the approval of the purchase order and rendering of the services. If you anticipate that the expenditures will be $50,000 or more, please contact to initiate the formal contract process and Board Approval process. If a formal contract and/or Board Approval is/are required, please notify Purchasing Services with sufficient time so as to not cause any delays or problems with the services. A - 23

25 Section A REQUISITIONS FOR PRINTING JOBS Requisitions for the vendors listed below will require the approval of the Print Shop Manager, as part of the approval workflow before final approval by. The vendors are: Copy Zone LTD Curtis 1000 Inc. Fed Ex Kinkos PDQ Printing Center Inc. RGV Reprographics Inc. Copy It, Inc. Please consult the Print Shop procedures online under District Operations for instructions and guidelines on requesting print and copy jobs. A - 24

26 Section B Section B Automated Purchase Order System Manual Logging On to IFAS B - 2 Accessing IFAS Screens B - 3 Checking Your User Settings B - 4 On-line Requisition Entry B - 5 Attaching Documents to Purchase Requisition (PR) B 15 Approving Purchase Requisition (PR) B 16 Forwarding / Delegating a PR B 18 Inspecting a Purchase Requisition B 21 Deleting an Item or PR B 23 Copying and Pasting a Requisition B - 24 Printing a Requisition Pending Report B - 25 Receiving Online B 26 Printing a PO Inquiry Report B 30 Types of Online Requisitions B - 31 Standard Abbreviations for Item Measurement B 32 Shipping Addresses B 33 Keyboard Shortcuts B 35 Purchase Order Departmental Approval Procedures B 36 Frequently Used Forms B - 37 B -1

27 Section B Logging On to IFAS To Log On to IFAS you will need your IFAS User ID and Password. The Technology Department furnishes this information to you after you submit a completed Information Systems User ID Request Form. 1. Start Internet Explorer (IE) by double-clicking on icon your desktop or selecting Start> Programs> Internet Explorer. 2. Type: sunweb/ifas7/home in the Address Field and press <Enter>. 3. When the Sungard Bi Tech Login screen is displayed as shown, enter your IFAS User ID and Password and press <Enter>. IFAS Log On IFAS Menu 4. Depending on the level of access granted, some users will have fewer menu options than others. Note: You may want to create a shortcut on your Desktop by selecting the address in IE> Right Click> Copy> Go to your Desktop> Right Click> New> Shortcut> Right Click> Paste the Address from your web browser in the Location field> Next> Type a name of your choice> Finish. B -2

28 Section B ACCESSING IFAS SCREENS After you have logged into the IFAS main menu, click on the All tab, you can access screens of interest by using the command window or menu tree. You can expand a menu folder by clicking on the plus sign (+) next to the folder name, or hide its contents by clicking on the minus sign (-). You can select a screen by first locating the module you are interested in, and then working your way through the menu tree to find the screen of interest to you. For example, if you are interested in finding the Requisition Entry Screen, you would select PO- Purchasing> CS- Client Specific> MC- McAllen ISD Purchase Requests as shown. Click on the icon that looks like a small screen to launch screen. You will get a Loading components message. You can also access Entry Screen by placing your cursor in the Command window, as shown, and typing in menu mask, POCSMC, which is the abbreviated name for the Entry Screen derived from the first two characters of each submenu used to access screen as done in previous example. Accessing a Screen by Menu Tree Or You can also access screens that you frequently use by creating a list of these screens in your Favorites folder by following these steps: 1. Select Favorites> New Personal Favorites 2. Enter a name for the folder that is then displayed at the blinking cursor (For example: Purchasing Favorites). 3. Hold down the CTRL Key and select the screen you want to put in your new Favorites folder from the main menu (For example: MC- McAllen ISD Purchase Requests). 4. While continuing to hold down the CRTL Key, drag the screen to the new Favorites folder. The cursor will change to a stop symbol ( ) until you point to the folder, at which time symbol with a plus sign (+) will appear. 5. See Example below. 6. After you have created a Favorites subfolder with your favorite screens, you can access these favorite screens directly from this folder. You can also rename your Favorites folder or delete them by using the options icon from the Favorites menu. Creating Favorites B -3

29 Section B CHECKING USER SCREEN SETTINGS You only have to set your settings once unless you want to modify them again. 1. Access the POCSMC screen (Requisition Entry Screen). 2. Click on the Options icon, located in the navigation bar in the parent record (top section of your requisition). 3. Click the Preferences tab. Your settings should match those below. If they don t, use the arrows which give you a list of options available for each field. A drop-down box of options will appear. After you have made changes, if any, click <Apply>. 4. User can also edit the number of visible rows in the Entity list by selecting the Advanced tab. The Entity List lists all the records (purchase requisitions) that user has entered in the system. B -4

30 Section B ON-LINE REQUISITION ENTRY The requisition is made up of two parts referred to as Parent/Child relationship. The top half of the Screen represents the first part of the requisition (Parent) and the bottom half of the Screen represents the second part of the requisition (Child). The Parent is made up of one record. The Child is made up of multiple records. Step 1: To enter a Purchase Requisition (PR), click on the Add icon on the top left of the Screen or press Ctrl A. This will give you a new screen to enter data, as shown below. Add Mode will appear on the top and bottom right of the Entry Screen, which will allow User to recognize that the system is in the Add Mode. Parent Record Child Record Step 2: Assign PR Number: Click on the ellipses (3 dots icon),, on the PR field on the top left of the Screen, and select Auto (PR.SEED) or place cursor in the PR field and press Ctrl T. This will automatically assign the next PR number. Step 3: Security Code: For most Users, the Security Code is defaulted to only one Security Code to which the User is assigned. Some Users have more than one Security Code. In this step, if User has more than one Security Code, User would select the correct Security Code. B -5

31 Section B Step 4: Assign Vendor/Vendor Lookup: Position the cursor in the Vendor field and enter the Vendor ID number if known. If Vendor ID is not known, either place cursor in field and press <Ctrl L> or click on the ellipses,, to display Data Lookup box. This provides the Lookup option. Note: An ellipses icon, option available., to the right of a field indicates that there is a data lookup When performing a search, it is helpful to remember to use the wildcard * (asterisk). This can help when the exact name/spelling of a desired record is not known. The wildcard can be used to return a variety of information. 1. * office - when searching on this entry, the system will locate all records ending in office 2. office* - when searching on this entry, the system will located all records beginning with office 3. *office* - when searching on this entry, the system will located all records containing the word office B -6

32 Section B Typing an Asterisk (*) by itself, will provide a list of all the vendors. Once the correct vendor is identified, the vendor must be selected and assigned according to the correct address. The bottom part of the Screen will show all of the different addresses for the selected or highlighted vendor. The User must select or highlight the address to be used and either press <Enter> or click <OK> to assign the vendor to the requisition. The vendor address is preceded by a two digit code. This used to help identify the type of address provided by the vendor, in cases where the vendor has more than one address. P1 in most cases will be the main vendor address used for purchase orders, and an address with a code of R1 helps in identifying the remit to address. Once vendor is assigned, it will appear on the Screen as shown below. Notice that the Vendor tab is light blue- active field. Vendor ID will always start with the letter V followed by its assigned number. Step 5. Assign Ship To Address: Position the cursor in the Ship To field and enter the Ship To ID number if known. The Ship To addresses have ID numbers that begin with the letter S, which can facilitate a narrow search for shipping locations. If the Ship To ID number is not known, click on the ellipses,. This provides the Lookup option. On the Lookup Screen, select PEID as the filter, type S in the blank field, and press <Enter> or click <Apply>. This provides a list of all of the shipping addresses (see below). Highlight your site and press <Enter> or click <Apply>. All high pilferage items, such as computers, laptops, printers, scanners must be shipped to the Central Receiving Warehouse (Shipping ID: S800). B -7

33 Section B Notice that the Ship To tab is light blue- active field Ship To ID will always start with the letter S followed by site number. Use the Tab key or place your cursor in the Work Order field to continue completing parent record. Step 6. Input Work Order Number: This field is for Plant Operations Work Order and Food Service Region One Number only. Input number, if any, and tab to advance to the next field. Step 7. Requested By: In this field, enter the name of the person requesting material followed by a forward slash, and the department or position the person holds for faster identification when items are received. Use first initial and last name, if full name does not fit. Examples: Ms. Leal/ Pre-K McHi/Football 1 st Grade/ Perez Elem. 21 st Cent/ Garza Elem. Step 8. Input Bid Number: If Bid Number is known, then Bid Number is entered in the Bid Number field. Tab to advance to the next field. The Lookup option in this field serves no purpose. The background tables are blank. Note: A list of Awarded Vendors by Alpha/ by Category and their bid # can be found in the McAllen ISD webpage: Step 9. PO Type. A list of PO Types are displayed when first box of PO type is clicked. Only use first box of this field. User will select the appropriate PO type from this box. For description of each PO Type listed below, go to page B-32. B -8

34 Section B This is the last field to be completed before the Parent record is accepted (saved) and a requisition is created. After User selects appropriate PO type and presses <Enter>, the system will show the record is accepted (saved) and will add the requisition to the Entity List that is located to the lower left of the Entry Screen. The Entity List lists all of the User s requisitions in numerical ascending order. When the Parent record is accepted (saved), the requisition is created, but it is not fully completed until the Child records are entered and saved as well. If the Parent record is not completed and the User exits the system, the record will not be saved and the purchase requisition (PR) number initially assigned will be lost. User will have to start over. Step 10. Input Child Records/ Line Items: The Items tab displays a grid with the first line to input the first line item. The line Item Number is automatically filled in, so User can place the cursor on the Quantity field to begin. As the User completes each field, the Tab key can be used to advance to the next field. For the account number, the system will automatically go to the next section of the account number so User should not tab within the account field, or the next immediate section of the account number will be skipped. The following are the fields that need to be completed. These can be arranged according to the User s preference by simply dragging the fields to the desired location on the line. Step 11. Quantity: Type quantity and tab to get to the next field. Step 12. Units: Type in the Unit code, or select the arrow and a drop-down box of a list of options will appear. B -9

35 Section B Step 13. Description: Enter item description. Include as much information about the items that are being purchased or the services that are being rendered. For instance, if entering a requisition for a consultant, please include the following in your description: Topic, audience (students or teachers), and date(s). Step 14. Amount: In the amount field, enter the amount per unit. The system will automatically extend the amount according to the quantity entered. Step 15. Account Number: In the GL field enter fully qualified account number. Do not tab within the account number section (if the Auto Tab was selected), as the system will automatically go to the next section of the account number. Fill in the complete account number and tab to the next field in the line item. If the account number is incorrect, the incorrect parts of the Account will be highlighted in red, which will need to be corrected before system will allow User to proceed to next field. To Search for an account part description, place cursor on the account part and click on the ellipses,, to display a drop-down box. The first choice on the list will be the Look Up option for the account part selected. The results of the Look Up will be the list for all of the items under that account number. Below is a partial list of the Organization part of the account: B -10

36 Section B Step 16. *Split Accounts: In the GL field, click on the ellipses button, box of options will appear. Select Show Account Splits., a drop-down * This feature is currently not functioning. Select Show Account Splits. This will add an amount field to the right of the account. Enter the first account number and amount to be allocated to that account. To enter the next account number, select New Account Split by clicking the arrow and proceed in entering account and amount to be allocated to that account. See below a completed line item with two Split Accounts. The Split Total of $ matches the extended amount for this line items, which is not shown here. B -11

37 Section B To * Split by Percentage, User must select this option by clicking arrow located to the right of the amount and selecting Split by Percentages from the Drop-down Box. This causes the Amount field to default to Percent. * This feature is currently not functioning properly. From Amount changes to Percent See below a completed line item with two Split Accounts by Percentage. The Split Total in this will appear as 100%. To make corrections, select the account number from the list of the Drop-down box and make the necessary changes. To delete, select Delete Current Account. The Split total should match the total amount for that line item. An error message will appear If Split Totals do not match, and it ll specify which line item the User needs to correct. The split account information is in the background and is only visible when the Drop-down box is accessed. Step 17. Blanket Purchase Orders: Blanket purchase orders will be processed by entering $1.00 in the Amount field and entering the Actual Dollar Amount as a Quantity in the Quantity field. B -12

38 Section B Step 18. Percent Discount: If the Percent Discount applies to the entire requisition, the percent amount must be entered in each of the line items. The system does not have a field that will automatically apply the discount to all of the line items. If a discount is already included in prices entered, please note this in the PR Note Section so that PO Clerk is aware that discount has been applied. Step 19. Tracking: All users need to code technology purchases according to the categories under the T Codes at the end of the Duty Code list as shown below. Failure to do so will result in the requisition being rejected. You can find the list of Technology Duty Codes in our purchasing website: other codes on the list are specific to the Food Services and Special Education Departments. Use the drop-down box to select a Tracking Code. Step 20. FA Flag/Fixed Asset Flag: The system will automatically flag capitalized individual items of the $5,000 or more that use the 6620 & 6639 object codes. It will be the responsibility of the User to flag all other items tracked by the Fixed Assets Department according to District guidelines, including the high pilferage items. For information on what these items are, contact the Fixed Assets Department. Step 21. Notes: The Purchase Order can be printed with additional information, which is not part of the item descriptions. This information can be printed before the line items (Print Before) or after the line items (Print After) by selecting the appropriate Notes Tab. Users can also input Notes that are not intended for the vendor, and which will not B -13

39 Section B print on the purchase order, but are stored instead within the requisitions, and which are intended for the Purchasing Department or for future reference (PR Notes). The Notes Tab is located in the middle-right of the Entry Data Screen. On the bottom left of this section, there are three tabs: options mentioned above. PR Notes (Internal Notes), Print Before and Print After (Notes for Vendors). In order for information in the Notes Section to be saved User must press the Tab key and then the <Enter> key in order for notes to be accepted (saved). B -14

40 Section B ATTACHING DOCUMENTS TO YOUR PURCHASE REQUISITION (PR) Attach pertinent information such as quotes, an invoice, board agenda, and/or contract, to your PR prior to releasing it for approval. This will prevent delaying your requisition from being approved. Click on Attachments as shown below. Then click on Add Attachment. An Attachment Dialog box will be displayed. Use the example shown below to guide as to the format that needs to be used when you save your attachment(s). If you do not name your attachment, your document will not attach successfully. After naming your attachment, click Browse to locate the document in your computer. Once you ve located your document, click Attach. An Attachment Results box will be displayed. Click, Click here to close. Your attachment is then displayed under View Attachment. Steps 2 through 21 complete the requisition. The approval process begins after all documents/back-up, if any, is attached to your PR and the User determines that requisition is complete and ready to be sent for approval. Once the approval process is complete, the Purchase Requisition (PR) changes status to Purchase Order (PO). B -15

41 Section B APPROVING REQUISITIONS Approve Requisition and Release for further approvals. The Originator is the User who entered the requisition and is the first approver in the approval path of requisition. Step 1. Workflow: Select Workflow from the list to the left side of the Entry Screen. Use Arrows,, located on the upper left hand side of Screen. The gray line can be used to maximize and minimize this section of the Screen (see below). Enable Workflow by Clicking on the Enable button, if this has not already been done. Once Workflow is opened, the User will see a list of requisitions pending their approval under Direct Task Items Awaiting ID Approval. The first record on the list appears on the top under Purchase Document. There are several options to take with regards to this record If the record is not complete, or not ready to be released for further approvals, the User takes no action, and goes to the next record. The Checkmark (green),, and the Forward Arrow (blue),, are the three other options. B -16, the X (red), The Green Checkmark is to approve and release to the next approver in the workflow.

42 Section B The Red X is to reject the requisitions (intended for approvers above the originator). This option does NOT delete the requisition. Note: As the creator of a requisition, you must never reject a requisition that you create. The Forward Arrow will allow the User to send the requisition with a question or message to another approver. This person will then send it back for User to take action, if this option is chosen. Please keep in mind that excessive use of this option may cause the workflow to stall. The Forward Arrow will also give the User the option to delegate the approval of the requisition to someone else so that when that person finishes reviewing and approves it, the requisition will go onto the next approver in the workflow without having it come back to the person that forwarded it. This option is not functioning on the Entry Screen. If a requisition needs to be forwarded, User must forward from the Task List Screen. To approve, click on the Green Checkmark,. The Comment Screen will be displayed, which allows User to type a message intended for the next approvers, regarding the requisition being approved. The next Screen is the confirmation that the approval was submitted. User is able to see in the Workflow who the next approvers for the requisition will be under Role as shown below. B -17

43 Section B HOW TO FORWARD OR DELEGATE A REQUISITION There are two ways to access the SunGard Bi-Tech Task List. Or Click either option noted above to view Task List as shown below. The left side of this screen will display all the records that are pending your approval. The right side of this screen is where you can view each record listed one at a time. You cannot edit anything on Task List screen. If you need to make corrections to a requisition, you must do so from Entry screen, POCSMC. You can either opt to forward or delegate several requisitions at once from the left side of this screen, or opt to only forward or delegate the requisition displayed on the right side of screen. For this example, we will utilize the option to forward or delegate by using the left side of this screen since several PRs will be selected. B -18

44 Section B After reviewing requisitions listed, select those that need to be forwarded or delegated. To Forward: After selecting requisitions, click the blue forward arrow,. Choose a delegate from the list shown. List is in alphabetical order by first name. After selecting a delegatee, a comments box will be displayed. Here you may enter any comments for the person you are forwarding the requisitions to. Please note that if you are forwarding several requisitions, the comment will be posted to all the requisitions selected. After entering comments, if any, click Submit. Once the requisitions have been reviewed and approved by the delegate, the requisition will come back for User s review and approval. B -19

45 Section B To Delegate: After selecting requisitions, click the blue forward arrow,. Before Choosing a delegate from the list shown, User must first select the Reassignment Only box as shown below and then select delegatee. The option to delegate allows User to delegate the approval to someone else so that when that person finishes reviewing and approves the requisitions, in this example, the requisitions will go onto the next approver in the workflow without having the requisitions come back to the person that forwarded them initially. B -20

46 Section B INSPECTING A REQUISITION Step 1. Entity List can be found in the lower left hand side of the entry screen. It lists all the requisitions User has entered in the system and it displays Purchase Order number, if printed, vendor id and the status for each. These are listed in numerical Ascending Order by purchase requisition number. The number on the left is the total number of (records) requisitions on the list. The arrows on the right allow User to scroll up or down the list. The details of the selected record will be visible on the right side of the Entry Screen. To change the order in which the requisition appears, click on the Option icon,, on the top left of the Entry Screen. User is able to sort entity list by PR, PO numbers, or by vendor. User can look for requisition status either by selecting the requisition off the entity list or doing a search for it using the Find option. B -21

47 Section B To find a specific record: Use shortcut, CTRL+F or select,, Find>Find/Search from the menu of Entry Screen. This will clear all of the fields on the screen of any data. Note that in the top right of the screen, the message is displayed, indicating that you are in Find/Search Mode. Place your cursor in any of the fields on the screen and enter the information you want to search for. For example, if you want to see all Fully Paid (FP) orders for Gateway Printing for school year. First, enter in PR field, R10*, and then enter Gateway s Vendor ID in the Vendor field and in the status box, located above the Printed tab, select FP or type FP as shown in the screen below and then press <Enter>. The system will look for all of the records that meet the criteria you specified and display the number of records it found on the upper right hand side of the Screen. Use the navigation keys,, to scroll through them. Phases of a Requisition (Record) PR- Purchase Requisition This is the status of requisition until it is printed and becomes a PO (Purchase Order) PO- Purchase Order PR becomes PO when the PR has gone through the approval path process, and the Purchasing Department prints it. Print Date info can be found in Printed tab located next to the Submitted by tab. CA- Cancelled Status PO was generated, but no activity ever occurred on that PO, and the products or services will not be needed. This will disencumber the total amount of the original PO. DE- Disencumber PO was generated, but only part of the products or services were received, and the rest of items will not be needed. This will disencumber the balance on the PO. Advise the Accounting Department at the time of submitting for payment to disencumber PO. PP- Partially Paid An invoice was received for partial shipment, or partial delivery of services, and the Accounting Department has issued a check. FP- Fully Paid An invoice was received for total amount of PO, and the Accounting Department has issued a check B -22

48 Section B DELETING AN ITEM OR REQUISITION Use this option to delete an item or a requisition. If you decide that you no longer need an item or the entire requisition, you must use the delete option. Note: This function can only be used if the purchase requisition HAS NOT been released for processing and if it HAS NOT been printed. To delete an entire requisition, search first for requisition. Once requisition is displayed in the Entry Data Screen, click the Options icon located in the Parent Record and select Delete Record or use shortcut, Ctrl D. To delete an item, first select item to be deleted. System will highlight item line in yellow. Click the Options icon located in the Child Record and select Delete Record. B -23

49 Section B COPY AND PASTING A REQUSITION To copy the information from old requisition to a new requisition go to the Tools tab, and click Copy PR as shown below. Input the old PR number in the first box, and To PR field as is. Change New Request Date if differ than shown. Click Copy. If copying of old record is accepted (saved), the system will prompt you with a message on top of your screen as shown below. Make note of new PR #. User can make any changes to copied record (new PR). If no changes are needed, release for approval. B -24

50 Section B PRINT A REQUISITION PENDING REPORT Use this option to obtain a list of requisitions pending approval You can review your work and approvals. From your SunGard Bi-Tech Dashboard, click the All tab and select open the Reports folder from the menu tree, as shown below and then open the PO folder and select Report PO00030: Requisition Pending Report and click Submit. Depending on User s access, all requisitions pending approval will be displayed in report, as shown. SunGard Bi-Tech Dashboard Requisition Pending Report To view details on a requisition, place cursor on Purchase Requisition (PR) number. A drill icon will be displayed. This report lists requisitions that are pending either User s approval, departmental, or Purchasing Approval. For those requisitions that do not have any Approval/User information, these are requisitions that were rejected at some point in the approval process. Drill into a rejected requisition and scroll toward the bottom of report to view who and why requisition was rejected. To be able to reapprove a rejected requisition, a change must be done to the PR in order for Workflow to be triggered and for the system to give you the option to reapprove. B -25

51 Section B RECEIVING ONLINE Users must first receive Purchase Order line items electronically through the Receiving System Module in order to process prompt payment to vendor. Keep in mind that the system will not allow Users to Receive on Full Paid, Cancelled POs. The system will prompt you with the following message: User can access Receiving Module two ways. On the Entry Data Screen, POCSMC, click the Links tab,. The screen shot below is similar to what Users will see on their screen. Some of the items listed will not be available to all Users, but all Users will have acccess to the Receiving module. Click the on Receiving Information. Or users can access this screen by typing in the command window the menu mask for the Receiving Module, POUPRC, as shown below and then press <Enter> OR Input the PO # in the PO Number field and PO line items info should be displayed as shown below. B -26

52 Section B RECEIVING DATE The receiving date is extremely important. The User must make it a regular practice to electronically receive on a PO on the date that the items were received, in order to minimize the need to change the default Date Received on the screen (and eliminate the possibility of error in data entry). It is critical at year end, when any orders received prior 06/30, must be paid from 06/30 fiscal year. The Accounting Department cannot pay something received on or prior to 06/30, on 07/01 or later. Receive Exactly What was Ordered (all at once) If all items have been received, then verify the receiving date because it ll display current date. If date is correct, then click Receive All and then click Save. The screen shot below shows that all items have been received under the Received to Date column and Record Accepted (saved). Press the F5 key to refresh screen and Receive on another Purchase Order. B -27

53 Section B Receive Partial Orders (and will receive the rest at a later date) If the quantities received are only part of the Quantity Ordered, User will enter the partial quantity received under the Quantity Accepted column for each line item as shown below. Upon receiving, click <Save>. Quantities received should be reflected under the Received To Date column. When the rest of the quantities are received, User can access the partially received PO following the same steps above and be able to enter the new Quantities Received. This process will be repeated as many times as necessary until all of the items are received. The system will not allow User to receive more items than those that were ordered. A request would need to be submitted to have Purchasing make the necessary changes to the PO, so that additional items can be received. Received Partial Order (but will not receive the rest items either because the items are no longer needed, will not be available, etc.) If the User received only partial order, and the rest of the items will not be received, User must inform Accounting of this so that they can Fully Pay the PO and disencumber what will no longer be received. To Correct a Previously Saved Quantity To correct a previously saved Quantity, User will either add or subtract to come up with desired total. For example, if User recorded (saved) Quantity 7, but the correct amount is Quantity 4, the User will go back in and Receive minus three (-3). If User recorded and saved Quantity 6, but correct amount is Quantity 9, User will go back in and receive only 3. The changes need to be made only if the error is corrected soon after it was received because changes cannot be made after Accounting has processed for payment. B -28

54 Section B Inspect Receiving Details Receiving Details can be accessed for all POs from the Receiving Module. First, load the PO information on the Receiving Screen. Next, click on the Links tab. There are two options from which to select to review information. Receiving Details vs. Receiving Events Both of these screens will display details about the PO Receiving information, and both screens have navigation keys at the top and at the bottom of the screens. The navigation keys,, top arrows help User navigate through line items, and the bottom arrows help User navigate through the records for each line item. The Receiving Detail Screen will provide information about who and when the items were received. The Receiving Event Screen will provide a record all of the changes and activity that has occurred with the Purchase Order. Events such as, when it was printed, when an item was deleted, when it was received, or when it was cancelled, etc. Receiving Details Screen Receiving Events Screen B -29

55 Section B Printing a PO Inquiry Report After User has received item(s) online, User needs to submit a PO Inquiry Report that reflects receiving information to the Accounting Department along with any other pertinent information that is needed to process prompt payment to vendor. To access this report, from the menu tree, User needs to select the Reports folder, select PO folder, and then select PO00130: Purchase Order Status Inquiry Report. Enter the PO Number in the first field as shown above and Submit. B -30

56 Section B TYPES OF ON-LINE REQUISITIONS 1 Standard Purchase Requisition Bid RFP, Quotes. For purchases where the procurement process was coordinated by. 2 Standard Purchase Requisition Interlocal Agreements or Professional Services. For purchases from vendors participating in interlocal agreements such as Region I, Region IV, Texas Local Government Statewide Purchasing Cooperative (TXCOOP), Comptroller of Public Accounts, Texas Facilities Commission, DIR, TCI, TIBH, etc. This purchase order type should also be used for professional services, such as attorney, medical, auditing services, etc. 3 Standard Purchase Requisition Informal Quotes. For purchases where informal quotes were obtained by the user department. Payment Authorizations are for purchases where a purchase order was not generated prior to placing the order. Invoices were submitted for payment. 4 Payment Authorization - Bid RFP, Quotes. For purchases where the procurement process was coordinated by. 5 Payment Authorization - Interlocal Agreements or Professional Services. For purchases from vendors participating in interlocal agreements such as Region I, Region IV, Texas Local Government Statewide Purchasing Cooperative, Comptroller of Public Accounts, Texas Facilities Commission, DIR, TCI, TIBH, etc. This purchase order type should also be used for professional services, such as attorney, medical, auditing services, etc. 6 Payment Authorization - Informal Quotes. For purchases where informal quotes were obtained by the user department. 7 Blanket Purchase Orders For purchases where the costs involved are not known until the actual purchase is made. An example of a vendor where you would use a blanket purchase order is a grocery company for food items. 8 Sole Source - Vendor is the only supplier of the service/merchandise. 9 Other Miscellaneous Purchases For miscellaneous financial transactions such as payroll transfers, reimbursements into MISD accounts, etc. 0 Open Market Purchases For purchases where goods or services are not available from the MISD Warehouse and/or established bids and contracts, interlocal agreements and quotes were not used for the purchase. B -31

57 Section B STANDARD ABBREVIATIONS FOR ITEM MEASUREMENT Use the following standard units of measure when preparing purchase orders. Use the entire word or the abbreviations listed for the standard unit. ABBREV. DESCRIPTION ABBREV. DESCRIPTION ABBREV. DESCRIPTION AMP Ampoule DOZ Dozen PAD Pad BAG Bag DR Dram PAIL Pail BALE Bale DM Drum PR Pair BALL Ball EA Each PAN Pan BAR Bar D Five hundred PC Piece BBL Barrel FLAT Flat PT Pint BIMO Bimonthly FLOZ Fluid ounce LB Pound BDFT Board foot FT Foot QT Quart BOOK Book GAL Gallon QTR Quarter BTL Bottle GM Gram QR Quire BOX Box GR Gross RM Ream BKT Bucket HR Hour RL Reel BCH Bunch C Hundred ROLL Roll BDL Bundle CFT Hundred feet SACK Sack BU Bushel CWT Hundred weight SET Set CAN Can IN Inches SHT Sheet CARD Card JAR Jar SPL Spool CBY Carboy JOB Job SQFT Square foot CTN Carton JUG Jug SQIN Square inch CRTG Cartridge KG Kilogram SQYD Square yard CS Case KIT Kit SUM Sum COIL Coil LGTH Length TANK Tank CONE Cone LINE Line M Thousand CTR Container LFT Linear foot TON Ton CRT Crate LTR Liter TRAY Tray CC Cubic centimeter LOAF Loaf TUBE Tube CUFT Cubic foot LOT Lot UNIT Unit CUIN Cubic inch LUG Lug VIAL Vial CUYD Cubic yard ML Milliliter WORD Word CYL Cylinder MO Month YD Yard DAY Day OZ Ounce YR Year DEWR Dewar PKG Package DOSE Dose PKT Packet B -32

58 Section B SHIPPING ADDRESSES S800 Central Receiving/Fixed Assets 4309 Warrior Drive, Bldg. C S005 I & G Center 1619 Galveston S011 Early College High School 2000 N. 23 rd Street S044 Brown Middle School 2700 S. Ware Road S047 Cathey Middle School 1800 N. Cynthia Street S103 Bonham Elementary 2400 Jordan S107 Jackson Elementary 501 Harvey S112 Wilson Elementary 1200 Hackberry S119 Escandon Elementary 2901 Colbath S122 Garza Elementary School 6300 N. 29 th street S126 Castañeda Elementary 4100 N. 34 th Street S129 Hendricks Elementary 3900 Goldcrest S163 Advanced Academic Studies 2000 N. 23 rd, Room 160 S001 McAllen High School 2021 La Vista S006 Rowe High School 2101 N. Ware Road S042 Travis Middle School 600 Houston S045 Morris Middle School 1400 Trenton S048 Fossum Middle School 7800 N. Ware Road S105 Crockett Elementary 2112 N. Main Street S108 Navarro Elementary 2100 Hackberry S114 Fields Elementary 500 Dallas S120 Rayburn Elementary 7000 N. Main Street S123 McAuliffe Elementary 3000 Daffodil S127 Sanchez Elementary 2901 Incarnate Word Avenue S130 Thigpen Zavala Elementary 2500 Galveston S164 Dept. Of Bilingual/ESL Services 2000 N. 23 rd Street, Ptble. 64 B -33 S002 Memorial High School 101 E. Hackberry S007 Options High School 1009 N. 10 th Street S043 Lincoln Middle School 1601 N. 27 th Street S046 De Leon Middle School 4201 No. 29 th Street S101 Alvarez Elementary 2606 Gumwood S106 Houston Elementary 3221 Olga Avenue S111 Milam Elementary 3800 N. Main Street S116 Seguin Elementary 2200 N. 29 th Street S121 Roosevelt Elementary 4801 S. 26 th Street S124 Gonzalez Elementary 201 E. Martin S128 Perez Elementary 7801 N. Main Street S162 Career Technology Education 2001 Bicentennial Blvd S183 Department of Athletics 2001 N. Bicentennial

59 Section B S200 De Leon Middle School/Design Center 4201 N. 29 th Street S204 Even Start 2100 Fir S207 Print Shop 1009 N. 10 th Street S210 Student Intake Center 520 S. 23 rd Street S435 Regional School For The Deaf 2604 Galveston S713 Grant Development & Compliance 2000 N. 23 rd Street, Ptble. #2 S729 Department of Purchasing 4309 Warrior Drive, Bldg. C S730 Division of Business Services 2000 N. 23 rd Street S801 Department of Security Services 2001 N. Bicentennial Blvd. S806 Office of Assessment 520 S. 23 rd Street S809 Department of Transportation 4309 Warrior Drive S813 Library Services 2000 N. 23 rd Street, Ptble. # 5 S817 Department of State & Federal Programs Street, Ptble. # N. 23 rd SHIPPING ADDRESSES S201 Department of Accounting 2000 No. 23 rd Street S205 Lamar Academy 1009 N. 10 th Street S208 Early Literacy Intervention 2000 N. 23 rd Street, Ptble. #41 S274 Counseling & Guidance 2200 Tamarack, Ptble. # 3 S701 McAllen ISD-Superintendent s Office 2000 N. 23 rd Street S714 Dept. of Community Information 2000 N. 23 rd Street S727 Human Resource Department 2200 Tamarack S731 Support Services 2000 M. 23 rd Street S802 Division of Instructional Services 2000 N. 23 rd Street, Room 161A S807 Dept. of Technology 2200 Tamarack, Ptble #69 S810 Department of Food Services 4309 Warrior Avenue S814 Department of Special Education 2504 Galveston Ave. S819 Department of Research & Policy 2000 N. 23 rd Street S203 Division of Payroll Services 2000 N. 23 rd Street S206 McHi Career & Technology 2021 Bulldog Dr. S209 Staff Development Center 1009 N. 10 th Street S300 Newcomer Academy at Seguin 2200 N. 29 th Street S703 Board Of Trustees 2000 N. 23 rd Street S716 Instructional Materials & Student Records Department 2000 N. 23 rd Street S728 Employee Benefits 2200 Tamarack S732 Department of Internal Audit 2000 N. 23 rd Street, Ptble. # 1 S805 Department of Music 2000 N. 23 rd Street, Ptble. #78 S808 Department of Facilities M & O 4309 Warrior Avenue S812 Audio Visual Services 2000 N. 23 rd Street McAllen, Texas S815 Comprehensive School Health 2604 Galveston B -34

60 Section B KEYBOARD SHORTCUTS Key Combo CTRL+A CTRL+D CTRL+F CTRL+L CTRL+N CTRL+P ESC F5 TAB Shift +TAB Function Add New Record Delete Record Find Record View the list box attached to a field with a drop down arrow Next Record Previous Record cancels Find Mode or can undo unsaved changes Refresh the Screen Move to the next field on the screen Move to the prior field on the screen B -35

61 Section B PURCHASE ORDER DEPARTMENTAL APPROVAL PROCEDURES Each requisition must be approved on-line by the Principal, Administrator or Director (Approving Official) responsible for the account(s), before it is released to Purchasing for final approval. The Approving Official must have valid workflow approval in order to approve requisitions, Stores Issues and Budget Amendments and Transfers. B -36

62 Section B To view/ print FREQUENTLY USED FORMS Click the link below or cut & paste link in URL address bar B -37

63 Section C Section C Bid Procedures Competitive Bidding Process C - 1 Catalog Bid Use Procedures C - 6

64 Section C COMPETITIVE BIDDING PROCESS The Texas Education Code Chapter (a) allows school districts to procure goods and services with a value of $50,000 or more in the annual aggregate utilizing competitive bids, request for proposals and competitive sealed proposals. The major difference between a bid and proposal is price negotiations. Once bids are closed, the pricing cannot be negotiated. When utilizing request for proposals and competitive sealed proposals, the District may negotiate pricing or other terms up until the time of award. The following procedures apply to bids and proposals. For the purposes of this section, the word Bid applies to competitive bids, request for proposals and competitive sealed proposals. Planning For and Initiating the Bid Process As Schools and Departments prepare their budgets for the next fiscal year, staff is able to identify purchases of goods or services that may require a bid. District staff must first obtain approval from the proper officials, such as the Superintendent or Assistant Superintendents, prior to planning for major purchases. In addition, staff must also include the anticipated expenditures in their budget and obtain the approval of the Chief Financial Officer. Note: A budget approval does not constitute procurement approval. To initiate the bid process, District staff can submit a Bid/Quote Request Form to Purchasing Services. To access a copy of the Bid/Quote Request Form go to m under Bid/Quote Request Form link. The Bid/Quote Request Form must be accompanied by information about the goods or services requested, such as brands and model numbers, specifications, product descriptions from catalogs, etc. In addition, the form must also include a suggested list of vendors to contact. Specification Development Requests that are received are assigned to a Buyer to begin the specification development. The Buyer utilizes the information submitted by the campus/department to begin the process. staff works closely with the campus/department staff to develop the specifications. Committees may be used to determine specifications where multiple campuses/departments benefit from bid awards such as Athletics, Fine Arts, Social Studies, Science, Mathematics, etc. Once completed, the draft specifications, along with a list of prospective vendors, are forwarded to the requesting campus/department for approval. Depending on the size of the bid, this process takes about a week for the specification development and the campus/department is given a week to review the specifications and request any modifications. C - 1

65 Section C Advertisement of Bids and Mail Out of Notice of Bid (NTB) Solicitation Texas Education Code Chapter (g) Once the specifications have been approved by the requesting campus/department and places an advertisement in a local newspaper of general circulation. Notice of the time and place where the bid will be received and opened is posted once a week for at least two weeks before the deadline for receiving solicitation. The District posts all bid opportunities on the District s external website at: under the Invitations to Bid link. The bid package includes an Invitation to Bid letter, General Terms and Conditions, Special Instructions and Specifications, W-9 form, Bidder Certifications Form and any other applicable documents. C - 2

66 Section C The vendors on the District s Purchasing Centralized Masters Vendor s List are ed and/or mailed an NTB solicitation notice on or before the date of the first advertisement. The NTB directs vendors to our website at under the Invitations to Bid link to access a copy of the bid package. Bid Opening and Tabulation The bid opening date occurs at least one week after the second advertisement date. On the date and time of the bid opening, opens the bids submitted by the interested vendors. The contact person for the campus/department is encouraged to attend the bid opening. The submittals are tabulated by Purchasing staff. A Recommendation Memo Package including tabulation sheet(s) are forwarded to the campus/department, along with copies of the vendor submittals, for evaluation. Bid Analysis The campus/department staff analyzes the tabulation sheet and submittals to determine which vendor offers the best value to the District. staff is available to provide assistance during this process. During the analysis, samples of the products bid may be requested for testing and evaluation by the campus/department. Vendor references may also be verified by the campus/department. The following factors must be considered when analyzing a bid: a) Bid award will be recommended on a best value basis b) The terms and conditions to bidders c) Bid specifications d) Criteria in accordance with Texas Education Code Chapter (b) as follows: (1) The purchase price; (2) The reputation of the vendor and of the vendor s goods and services; (3) The quality of the vendor s goods and services; (4) The extent to which the goods or services meet the district s needs; (5) The vendor s past relationship with the district; (6) The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; (7) The long-term cost to the district to acquire the vendor s goods and services; (8) For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor s ultimate parent company or majority owner: (a) has its principal place of business in this state; or (b) employs at least 500 persons in this state; and (9) Any other relevant factor listed in the specifications. Any single bid item (i.e. items bid by one vendor only) must be reviewed for competitiveness and justified in writing before a recommendation is made. When the low bid is not recommended, justification must be provided in writing to the assigned Buyer. The justification will include the following: C - 3

67 Section C a) Written documentation from the campus/department outlining reasons for not accepting the low bid with details as to vendor s failure to meet the requirements of the bid. b) Documentation in the form of brochures or literature showing and supporting the campus/department s recommendation. c) Physical evidence supporting the campus/department s recommendation for not accepting the low bid when not recommended for acceptance. Once the bid is analyzed, the campus/department documents the recommended and forwards the Recommendation Memo Package (excluding vendor submittals) to. Depending on the size of the bid, this process may take approximately a week. Preparation of Board Agenda Report reviews the recommendation from the campus/department to ensure that is represents the best value to the District and it complies with all laws and Board Policies. The tabulation sheet(s) is updated by to include the recommendation and a Board Agenda Report is prepared for the next available Board meeting. The Board Agenda Report, Tabulation Sheet(s) and Vendor List must be submitted to the Assistant Superintendent for Business Operations approximately six weeks prior to deadline for Board Meeting. Contact the Board Secretary s office for the Board Agenda schedule and respective deadlines. Contract Preparation (if applicable) Prior to the Board meeting date, prepares the contracts, if applicable. Projects that require a service, such as construction, maintenance, installation, etc. require a contract. A draft contract is submitted to the school attorney for review. Once the school attorney approves the contract, it is set aside until the Board awards the bid. Once approved by the school attorney, two (2) copies of the contract are submitted to the Superintendent s office for signatures once the Board of Trustees approves the contract. Award and Post Award Activities The presentation to the Board is made by the requesting campus/department. Purchasing Services staff attends the Board meeting to provide any information relating to the procurement activities. Once the Board awards the bid to the recommended vendor(s), proceeds with posting a Notice of Award to the purchasing website under the Notice of Award link for viewing by the awarded vendor(s) and District staff. Bid Calendar To view a copy of the bid calendar go to under the Bid Calendar link. Contract Negotiation (if applicable) A draft contract is forwarded to the awarded vendor(s) for negotiation/consideration. If the vendor(s) request any modifications to the contract and modifications are acceptable to the District, the two (2) modified contracts along with any required documents such as proof of liability, workers compensation and vehicle insurance is sent to the school attorney for final review. In addition, some projects may require vendor(s) to submit bonds such as payment and performance (Texas Government Code Chapter 2253). If approved, the school attorney signs C - 4

68 Section C the two (2) contracts and returns them to. The contracts are then forwarded to the Board President for signature. The signed contracts are forwarded to the vendor(s) to be fully executed. The vendor(s) is instructed to return one (1) fully executed contract to. Printing of Purchase Order A purchase requisition may be keyed in the by the requesting campus/department at any point in time after the Board award. will print a purchase order when all the required approvals and applicable contract(s) have been completed. C - 5

69 Section C CATALOG BID USE PROCEDURES The following are the procedures for utilizing catalog bids and discount price extensions for various items. These procedures can be used to purchase items that are needed to maintain normal daily operations that may be disrupted due to unforeseen circumstances. The list of approved vendors is available on the District Purchasing website at rs.htm. The information posted shows the name of the approved vendors and the discounts being offered by the vendors. Catalogs will be distributed if made available by approved vendors. It is important to emphasize that these contracts are not intended to replace existing annual bids for similar products for which usage's are planned and these prices remain valid for certain periods of time. The intent of the catalog bids is to select vendors that offer the best net price after discount. The selection of items varies on day-to-day purchases as well as from campus-to-campus. In an effort to meet the needs of the users throughout the District and to provide the best possible price for items used daily, we have listed the vendors who provide discount pricing to District staff. Please note that you as the user need to compare the true discount available from the different vendors for each item in order to get the most for your dollars. Some catalog bids have awarded vendors for only a specific category of goods, such as office equipment or office supplies. Purchases in each catalog bid are limited to only those products that fall within that category. Some items may not be available from these contracts at the discount listed. For information on these items, contact the vendor if you have a question. Where primary, secondary and qualified vendors are listed, use the primary vendor for the purchase. Staff may compare pricing, delivery options, product availability, etc. with the secondary and/or qualified vendors. In situations where the best value is obtained through the secondary/qualified vendors, staff may do so. Please state the reason for utilizing a secondary/qualified vendor as a comment in the requisition to expedite the approval process. Discounts will apply to the price listed in the approved vendor's catalog. For example, select the items from the catalog, verify the catalog price, subtract the discount amount from the list price and this is your cost for the item. The amount of each approved vendor's discount applies to one item or numerous items. Some vendors have various discounts depending on the purchase. When purchasing an amount in excess of $5,000 through a catalog bid, staff should attempt to negotiate better discounts. End users are shall obtain two or more quotes from the Primary, Secondary and/or Qualified Vendors to ensure that pricing is competitive. C - 6

70 Section D Section D Interlocal Agreements Region One Purchasing Cooperative D - 1 The State of Texas Department of Information Resources D - 1 Texas Local Government Statewide Purchasing Cooperative (BuyBoard) D - 2 The Cooperative Purchasing Network D - 5 Other Interlocal Copperative Agreements D - 6

71 Section D REGION ONE PURCHASING COOPERATIVE McAllen ISD participates in the Region One Purchasing Cooperative through an Interlocal Agreement. The District is able to purchase from Region One bids. Some of the commodities available through these bids include multimedia and technology items, audiovisual equipment, library books, library supplies, library furniture, food products, food service equipment and janitorial supplies. Copies of the awarded vendors can be obtained from. If you need any information on using this bid service, please contact Purchasing Services. THE STATE OF TEXAS DEPARTMENT OF INFORMATION RESOURCES An additional source for technology purchases is through the State of Texas Department of Information Resources (DIR). This department was created to provide governmental entities the benefit of volume pricing for small quantities of purchases. DIR is a cost-effective source for software and licenses, hardware and supplies. For a list of vendors and products available through DIR visit the DIR website at Under the DIR Links heading, click on Products and Services. This link will take you to the DIR list of available product/service categories. Click on the category desired. By doing so, you will obtain a list of available manufacturers. To view the ordering instructions, in some instances, you may have to click on the Vendor Name in the Vendor Name, Vendor ID, Contract column. Some vendors may utilize order forms, while others may not. Follow the ordering instructions to find out whether the MISD purchase order must be made out to the vendor or to DIR. If there are any questions regarding any part of this process, you may contact for assistance. For further information regarding any of the DIR contracts, you may contact DIR at (512) Please note that vendor prices may change on a monthly basis.

72 Section D TEXAS LOCAL GOVERNMENT STATEWIDE PURCHASING COOPERATIVE (BUYBOARD) The Texas Local Government Statewide Purchasing Cooperative is an administrative agency created in accordance with Section of the Texas Government Code. Its purpose is to centralize the purchasing function and increase the purchasing power of Texas local governments. This purchasing cooperative provides several benefits to Co-op members: Reduced costs of goods and services purchased Reduced administrative burden and costs Increased efficiency through Internet purchasing Compliance with state purchasing statutes The Cooperative is administered by the Texas Association of School Boards and is endorsed by the Texas Municipal League and the Texas Association of Counties. The Cooperative uses Internet-based technologies to create a single source for product and awarded contract information. This secured Internet Web site, called the BuyBoard, allows Co-op members to access awarded contracts and place electronic orders. MISD uses the Cooperative s Internet Web Site to view the awarded contracts only. At this time, users may not place electronic orders through this web site. All items and catalogs posted on the BuyBoard have been competitively bid and awarded by the Cooperative s Board of Trustees, composed of school district, city and county representatives, based on Texas Statutes. Currently, the following contracts are available: Athletic Supplies & Equipment/Scoreboards (Vendors) (RFQ) Audio Visual Equipment and Supplies (Vendors) (RFQ) Automotive Parts/Tires/Equipment/Fuel (Vendors) (RFQ) Building Maintenance, Repair & Operation (Vendors) (RFQ) Computers/Technology/Software Supplies and Equipment (Vendors) (RFQ)

73 Section D Custodial Supplies & Equipment (Vendors) (RFQ) First Aid, Medical Supplies & Equipment (Vendors) (RFQ) Floor Covering and Sports Surfaces (Vendors) (RFQ) Food Services Supplies & Equipment (Vendors) (RFQ) Furniture (Vendors) (RFQ) General Construction/Road and Bridge Equipment & Supplies (Vendors) (RFQ) Grounds Maintenance/Fertilizer/Irrigation Equipment & Supplies (Vendors) (RFQ) Instructional/Teaching Aid Supplies & Equipment (Vendors) (RFQ) Job Order Contracting & Underground Asset Renewal (Vendors) (RFQ) Library Books, Supplies and Equipment (Vendors) (RFQ) Modular Buildings/Ramp Systems (Vendors) (RFQ) Music and Theater (Vendors) (RFQ) Office Supplies & Equipment (Vendors) (RFQ) Paper (Copy/Computer/Office Paper Products) (Vendors) (RFQ) Parks & Recreation Supplies & Equipment/Field Lighting (Vendors) (RFQ) Public Safety Equipment/Police/Fire/EMS (Vendors) (RFQ)

74 Section D Public Works Supplies & Equipment (Vendors) (RFQ) Vehicles/Trucks/Buses/Trailers (Vendors) (RFQ) Water Treatment Supplies & Equipment (Vendors) (RFQ) To obtain a Login and Password to access the BuyBoard contracts, contact Purchasing Services. When placing an order from the Cooperative, make the purchase order out to the awarded vendor. On the first line of the description, enter the statement As Per Buy Board. This will enable to retrieve your purchase order and submit it to the BuyBoard. When using a BuyBoard contract, faxes all purchase orders to the Cooperative. If there are any questions regarding any part of this process, you may contact for assistance. For further information regarding any of the contracts, you may contact the BuyBoard at (800)

75 Section D THE COOPERATIVE PURCHASING NETWORK The Board of Trustees approved an Interlocal Agreement between McAllen ISD and Region IV ESC to participate in the The Cooperative Purchasing Network (TCPN). The TCPN allows cooperative members to purchase from awarded contracts. Currently, technology, instructional, office and maintenance items are a few among those available. In addition, TCPN offers services such as temporary labor and networking services. You may use TCPN to supplement your purchasing needs. To obtain pricing information from TCPN you may access their website at Click on the Commodity link under the Contracts by: heading to view a list of the available products/service categories. Or, you may click on the Vendor link under the Contracts by: heading to view an alphabetized listing of the current awarded vendors and their awarded categories. When placing an order from a TCPN contract, make the purchase order out to the awarded vendor and use a purchase order type 2, for Interlocal Agreement. On the first line of the description, enter the statement As Per TCPN Contract. This will ensure that your purchase order is faxed to Region IV and not to the vendor. Please note that when using a TCPN contract, faxes all purchase orders to Region IV. If you need to contact the vendor, please refer to MISD as a member of the The Cooperative Purchasing Network to ensure contract pricing. If there are any questions regarding any part of this process, you may contact for assistance. For further information regarding any of the awarded contracts, you may contact TCPN at (888)

76 Section D OTHER COOPERATIVE AGREEMENT The Board of Trustees has also approved Interlocal Agreement between McAllen ISD and the following agencies: Please contact the Purchasing Department for instructions or visit the following website to access these other Cooperative Agreements. Cooperative%20Agreements htm