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Edgewood I.S.D. Foreman Review

Purchasing Review and Updates FY 2015 – 2016

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Purchasing Department Staff

Felix Lopez, Purchasing Agent Ext: 4553felix.lopez@eisd.net

Edward Romero, Lead Buyer t Ext: 4589edward.romero@eisd.net

Kim Tocci, Purchasing Buyer Clerk Ext: 7655kim.tocci@eisd.net

Amelia Mendoza, Purchasing Specialist Ext: 7089amendoza@eisd.net

Nora Macias, Purchasing Specialist Ext: 7022nmacias@eisd.net

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PURCHASING DEPARTMENT MISSION STATEMENT

To support the educational goals of the Edgewood Independent School District by acquiring the necessary resources through prudent purchasing practices and excellent customer service.

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Purchasing Function•The Purchasing function is decentralized; this means the schools and departments determine what they need and when they need it.

•The final commitment of District funds can only occur by the Purchasing Department.

•The purchasing department shall oversee and approve the purchase of all materials, supplies, equipment, and services for the District.

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Purchasing EthicsState law and applicable Board policy prohibits the following type of purchases listed below:

Sequential Purchases – District employees shall not make purchases of items, over a period of time, that in normal purchasing practices would be made in one purchase.

Component Purchases – District employees shall not make purchases of the component parts of an item that in normal purchasing practices would be made in one purchase.

Separate Purchases – District employees shall not make purchases separately in order to circumvent board approval of items that in normal purchasing practices would be made in one purchase.

* Separate, sequential, and component purchases are illegal and can subject a district official to possible criminal prosecution as a Class B misdemeanor, an offense involving moral turpitude.

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Things to Know• One thing to remember is that you always need to get an approved Purchase

Order before you buy anything.

• Purchases without an approved Purchase Order are not allowed

• The District has the option of not paying for materials and supplies if a Purchase Order was not approved

• Validation Memos can only be used for emergency. • This year the Business Office we will be monitoring the number of Validations

being used by Department and Schools

• Open PO’s are allowed but can only be obtained for one month

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Thing To Know Continued• The District does not allow:

A. Cash to be used as rewards or incentives for students.

B. Gift cards as incentives for students to retailers who sell alcohol, tobacco, etc…

C. The district does not allow raffles

• Items A, B, C above also pertains to Student Activity funds.

• The District is phasing out desktop printers. Ordering of ink cartridges is no longer allowed. Any exception will be evaluated on a case by case basis.

• It is the responsibility of the originator/requestor of the requisition to send a copy of the Purchase Order to the vendor. Purchasing does not send PO’s to the Vendors.

• On the requisition when buying from a Co-op Vendor please indicate in the “Bid Nbr:” _____ field the contract number related to the Co-op Vendor. (Examples: Region 20 #5027 or Buy Board #520-13)

• When using the District credit card you are still required to get a Purchase Order for the purchase.

• You are not allowed to solicit or receive gifts of any kind from any Vendor

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Budget Codes– Maintenance Supplies & Materials coded -

• 6315 – Repair parts for vehicles

• 6317 – Grounds Materials

• 6319 – Other Supplies, Materials, Small Hand Tools, etc…

– Office Supplies coded -6399

– Small Office Equipment coded - 6395

– Equipment over $5,000 - coded 6639

– On a requisition do not combine supplies 6399 with small office equipment 6395 or with large equipment 6639

– 6395-Chairs, filing cabinets, desk and other small equipment need to be on a separate requisition for tagging.

– 6399 Supplies can be shipped to the campus or department

– Small equipment 6395 and large equipment 6639 requisitions will be shipped to our receiving department for inventory tagging

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Requistion Number and Purchase Order Number

– There is a distinct difference between a 6 digit Requisition number and a 6 digit Purchase Order number.

1. Requisition number:Is a 6 digit number that begins with a 06 (Example: 060216). Next year the requisition number will start with 07xxxx

– The requisition number is assigned by TxEIS when you complete inputting you requisition and you click on “submit”

– A requisition has not been approved by Purchasing until it goes through the approval path

2. Purchase Order number:

Is a 6 digit number beginning with a 19 (Example: 196985). Next year PO’s will start with 20xxx

– A PO number is assigned when it has gone through the entire approval process

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Texas Education AgencySection 3.2.2.4 Vendor Gifts

• School district employees cannot accept anything of value from a vendor such as personal gifts or gratuities, which may be construed to have been given to influence the purchasing process.

• This includes –– Money– Meals– Trips– Tickets for Entertainment– Gifts of Any Value

• Note: “Gifts to a Public Servant” is a Class A misdemeanor offense if the recipient is a government employee who exercises some influence in the purchasing process of the governmental body.

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• When the 6 digit Purchase Order number is assigned, the originator will receive an automated message from TxEIS in your outlook e-mail inbox.

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Vendor Information

W-9 Form • A W-9 Form is required for all New Vendors. We use the W-9

to set up Vendors on our Vendor Master File.• If a vendor has a change of address or a legal change in name

then an updated W-9 is needed.• The W-9 Form is on the EISD website under >Departments

>Purchasing>Vendor Information>Vendor Documents.

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W-9 Must be:• Signed, dated, and legible• Provide vendor contact information if available (i.e. phone #,

fax #, e-mail)• In past years a W-9 is “not required” for:

EmployeesStudentsParents

Only need an address for mailing purposes• All W-9’s must either have:

Social Security number if it’s an individualor

EIN Number if it’s a company

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W-9 Purchasing Assignments by Vendor Name:• A-G Amelia Mendoza• H-O Nora Macias• P-Z Kim TocciSend your W-9 by email to the respective clerk listed above based on the Vendor name.

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SAMPLE SAMPLE

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Very Important

• If a Requisition is submitted into TxEIS and there is no supporting documentation in

laser fiche--THE REQUISTION WILL BE RETURNED

• Purchasing will no longer hold the requistion waiting for support to be scanned into laser fiche

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PURCHASING METHODS

• If the product you are buying is less then $3,000 dollars you can purchase the item from any vendor

• If the product you are buying exceeds $3,000 dollars then 3 competitive quotes are required

• If the product you are buying exceeds $3,000 dollars and the Vendor is a member of a Purchasing Co-operative (Co-op) three quotes are not required

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Three Quote Vendor Form

BID 15-002 Elevator Maintenance Vendor #1 Vendor #2 Vendor #3 Vendor #4

Company Name THYSSENKRUPP ELEVATOR EMR ELEVATOR SCHINDLER ELEVATOR AMERITEX ELEVATORContact Person Doyle Byler Hope Evans Abel Sanchez Jerry MathenyPhone Number (210) 495-8585 (817) 701-2400 (210) 301-7190 (210) 646-9660

Date of Proposal 2/26/2015 2/26/2015 2/26/2015 2/26/2015Other Information

Description Qty Unit Measure Annual Total Annual Total Annual Total Annual Total

ELEVATOR MAINTENANCE SERVICE PROVIDED 26 EACH $ 45,586.20 $ 36,840.00 $ 36,509.40 49,920.00 MONTHLY. THE DISTRICT HAS A TOTAL OF Per ElevatorTWENTY SIX (26) ELEVATORS AT TWENTY ONE (21) DIFFERENT LOCATIONS.

GRAND TOTAL: $ 45,586.20 $ 36,840.00 $ 36,509.40 $ 49,920.00

SAMPLE

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Board Approved Cooperatives• An “APPROVED VENDOR” is a Vendor that is a member of a Co-op. • If you buy items from an Co-op vendor bids are not required regardless of the dollar

amount• Go to Purchasing Website at www.eisd.net/purchasing and “SIGN IN” to view Awarded Co-

operative Vendors.

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Purchasing Methods Continued …This year we have implemented a new Sole Source Affidavit Form

• A Sole Source Affidavit may be used to buy goods and services without quotes.• The item being purchased has a copyright or patent and cannot be

purchased from any other vendor (in the Universe).• Make sure that the Sole Source Affidavit you submit has not expired.• The Sole Source Affidavit is only acceptable for a 1 year period which

means that a new a new Sole Source Affidavit must be submitted every year.

• Remember to scan the Sole Source Affidavit to Laser Fiche as documentation for the requistion.

• Sole Source Affidavit must be signed by the secretary and the Administrator or Director for verification.

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Board Approval For Purchases over $25,000(EISD CH LOCAL POLICY)

A. Effective November 18, 2014 Board Policy was updated.B. The Board must “Approve” ALL single purchases $25,000 or more.C. The Board must “Approve” ALL purchases in the aggregate if the total

year to date paid to the Vendor is $25,000 or more.

Once again purchases cannot be broken up into separate, component, or sequential purchases to avoid getting Board approval.

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IMPORTANT REMINDER

• MOVE ALL YOUR REQUIRED DOCUMENTATION INTO LASER FICHE

BEFORE YOUR SUBMIT YOUR REQUISTION TO TXEIS.

• This will move your requisition through the approval process faster

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Purchasing Resources and Customer Service

Purchasing Website:• Go to >EISD web site: www.eisd.net

• Click on >Departments

• Click on >Purchasing

• Click on >Purchasing Presentation June 9, 2015

Purchasing Forms – • All Forms are available on District Website under

Departments >Purchasing>District Resources • Delegation of Signature Authority• Vendor Quote Form (must provide three quotes)• TxEIS Training Handbook• TxEIS User Request Form• Statement of Work (SOW) and Consultant Services Request• Travel Checklist • District Vehicle Reservation• Purchasing Contact Information Form• Region 20 Bid Results

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ANY QUESTIONS?