Donna Independent School District Procurement Procedures 2014-2015

Donna Independent School DistrictProcurement Procedures2015-2016Presented by:

Sandra Martinez, Finance Director

Ms. Luz Rodriguez, CTSBS Purchasing Agent

BE THE CHANGE

MISSION STATEMENT/STATUTES, REGULATIONSAND BOARD POLICY APPLICABLE TO PURCHASING

The goal and function of the purchasing department in Donna ISD is to provide the highest quality of goods and services available within the parameters of the approved budget and in compliance with all applicable guidelines and laws.STATUTES, REGULATIONS AND BOARD POLICY APPLICABLE TO PURCHASING1. The Texas School Law Bulletin (Primarily sections 44.031 through44.033). An electronic version of the Texas State Education Code can be obtained at the following website address: http://www.capitol.state.tx.us/statutes/ed.toc.htm

2. The Texas Education Agency (TEA) Financial Accountability System Resource Guide Purchasing Module. The TEA Resource Guide can be accessed at the following website address: http://www.tea.state.tx.us/school.finance/audit/resguide14/purchas/

DONNA ISD - PURCHASING STAFF

Luz Rodriguez-CTSBS Purchasing Agentlmrodriguez@donnaisd.net 464-1620 Ext.1128Gustavo Z. Flores- Asst. Purchasing Agent GustavoFlores@donnaisd.net 464-1620 Ext. 1160Marcy Rodriguez- Secretary/Purchasing Assistantmarcyrodriguez@donnaisd.net 464-1620 Ext.1127Etta Garcia-Purchasing Clerkegarcia@donnaisd.net 464-1620 Ext.1125Carmen Martinez- Purchasing Clerkmc.martinez@donnaisd.net 464-1620 Ext.1126

MISSION STATEMENT/STATUTES, REGULATIONSAND BOARD POLICY APPLICABLE TO PURCHASINGThe following Board Policies apply to purchasing (Local/Legal/Policy Online):CH (Legal) Purchasing and AcquisitionCH (Local) Purchasing and AcquisitionCHE (Local) Purchasing and Acquisition: Vendor RelationsCHF (Legal) Purchasing and Acquisition: Payment ProceduresCHG (Legal) Purchasing and Acquisition: Real Property and ImprovementsCI (Legal) School Property DisposalCOA (Legal) Food Services Management/PurchasingCV (Legal) Facilities ConstructionCV (Local) Facilities ConstructionCV (Exhibit) Facilities ConstructionCVA (Legal) Facilities Construction: Competitive BiddingCVA (Local) Facilities Construction: Competitive BiddingCVB (Legal) Facilities Construction: Competitive Sealed ProposalsCVB (Local) Facilities Construction: Competitive Sealed ProposalsCVC (Legal) Facilities Construction: Design-Build ContractsCVD (Legal) Facilities Construction: Construction Manager-AgentCVE (Legal) Facilities Construction: Construction Manager-At-RiskCVF (Legal) Facilities Construction: Job Order Contracts

THE ORGANIZATION (district wide Perspective)Board of Trustees(Albert Sandoval, President), (Eloy Infante, VicePresident), (Nick Castillo, Secretary) (Members:Efren Ceniceros, Ernesto Lugo, Tomasa Ramos, Elpidio Yanez ) Superintendent(J. Rene Reyna) Deputy Superintendent(Fernando Castillo)

Chief Financial Officer(Maricela Valdez) David Robledo, Director of Accounting Sandra Martinez, Director of Finance Purchasing Department(Luz Maria Rodriguez, Purchasing Agent)5Business EthicsResponsibility to the tax payer to use the District funds appropriately

Develop good relationships with suppliers and encouraging competition while avoiding favoritism or misconduct of any type

Employees are not to circumvent laws, policies, and procedures, or make liberal interpretations

Not make intentional sequential or component purchases to circumvent requirements

Failure to follow State laws and District policy will render the purchase noncompliant

Failure to follow requirements may have criminal penaltiesAll District staff members are public servants and therefore subject to Title VIII of the Penal code, regarding offenses against public administration, including bribery and corrupt influence (Chapter 36), perjury and other falsification (Chapter 37), obstructing governmental operation (Chapter 38), and abuse of office (Chapter 39). All District staff members shall perform their duties in conformity with District policy, ethical standards for professional educators, and state and federal law.Board Policies Regarding Employees Standards of Conduct DH(Legal), DH(Local), and DH(Exhibit

Vendor Look Up/ Other Important InformationYou can find all the Approved Vendors on our website and the Purchasing Manual (2015-2016) for any information needed. If you have any questions or concerns, feel free to call the Purchasing Department at 464-1620 Ext. 1125, 1126 or 1127http://www.donnaisd.net/Departments/BusinessFinance/Purchasing/tabid/50732/Default.asDo not allow any vendors/solicitors to visit your campus without prior clearance from the Purchasing Department.Under no circumstances should you make an agreement or sign agreement/contract with any vendors/solicitors who visit your campus or department.When inputting a vendor in the system it is imperative to attach a W9 and Conflict of Interest Form signed. All New Copiers Should not be moved by any Donna ISD personnel. If Copier needs to be moved the Purchasing Department needs to be notified. Using Appropriate AccountsFundFunctionObjectSub-ObjectOrganizationProgram IntentEducationProject DetailXXXXXXXXXXXXXXXX0XXTEA RegulatedTEA Regulated

TEA Regulated

Local Option Code; Unique to DISDTEA Regulated

TEA Regulated

Local Option Code; DISDs is always 0Local Option Code; Unique to DISD

Accounts should be accurate to the requisition and to the PO needed.Always review your accounts before submitting your requisitions.Refer to Accounting Code Structure Reference Manual for assistance.All or any requisition with wrong coding will be rejected.

Purchasing approval/Requirements

Any purchase committing district or school funds must have the approval of the administrator or director over the budget prior to making the purchase.All purchases for goods and services CANNOT be made using District funds without an approved Purchase Order.GUIDELINESSecretaries MUST input all new vendors into system. ( ALL NEW VENDORS MUST BE SET UP WITH LAST NAME FIRST)Purchase requisitions should not be prepared and entered in our system unless the purchase is necessary to the instructional program or the operation of the District.The approval of a requisition by the approving authority verifies the concurrence to the necessity and propriety of the purchase.All set up vendors will NOT be accepted & will be deleted from the systems if incomplete.ALL requisitions must have quotes attached in order to processWarehouse inventory is considered an asset of the District and should be used first. Many items are available through the Warehouse:Bond PaperCopier Paper (do not order from other suppliers warehouse only, applicable 2015-2016 school year)**Classroom SuppliesJanitorial SuppliesOffice SuppliesPlease contact Vanessa Cantu at 956-464-1974 in reference to any other supplies you may need that are available at our District Warehouse.AUTHORITY AND AGGREGATION

The District is recognized as a whole, not as individual entitiesThe Purchasing Office has been tasked with overseeing all purchasing activity in the District and has been delegated down to the individual campuses and departmentsPurchases by all campuses and departments are aggregated together for a particular category to determine the annual expenditureThe annual expenditure will determine which purchasing method is to be used.Donna ISD Aggregation Example2 High Schools+ 4 Middle School14 Elementaries3 Other Campuses (DAEP/3D Academy.Excel Academy)Administration EXAMPLE: Example: If each campus purchases 20 of the same book worth $50, the District as a whole has spent $22,000.00 22 X $50 X 20= $22,000.00Aggregation of all Purchases

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

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

AmountQuotes or ProposalProcedure$0 to $499.99Two (2) quotes required (but recommended to compare for best value and cost)Unapproved Vendor$500 or moreThree (3) written quotes required (attach to requisition)Unapproved Vendor$0 to $4,999One (1) Quote Required (attach to requisition)Approved Vendor$5,000 to $9,999Three (3) Verbal Quotes RequiredApproved Vendor (Board or State of Texas)$10,000 to $49,999.99Three (3) Written Quotes Required (attach to requisition)Approved Vendor (Board or State of Texas)$50,000 or moreNote: Any single contract or purchase valued at $50,000 or more must be approved by the Board of Trustees. All efforts should be made to purchase with Board Approved vendors before soliciting quotes with Unapproved VendorsBoard ApprovalPurchasing Department

13Attachments and QuotesPurchasing Website Forms:http://www.donnaisd.net/Departments/BusinessFinance/Purchasing/tabid/50732/ctl/view/itemid/54046/Default.aspx?returnurl=http://www.donnaisd.net/Departments/BusinessFinance/Purchasing/tabid/50732/Default.aspxFederal Programs Website Forms:http://www.donnaisd.net/Departments/CurriculumInstruction/FederalPrograms/Forms/tabid/50750/Default.aspxQuotes or any other attachments need to match (total amounts, quantities, same description, etc) with your requisitions. When requesting a quote, ensure that it does not state the word INVOICE on it, otherwise it will mean that you have already received the merchandise and will require an after-the-fact letter. Approval Chain of Command

Campus/DepartmentSecretariesBusiness & Finance Department

Principal/AdministratorSecretarySpecific AccountsIf AppliedPurchasing DepartmentAccounts PayableContracted ServicesPerson consulting or providing services for district.Each individual needs to fill part 1 or 2 depending if he or she is around or in contact with students.All contract services need to be signed by campus principals.Using Local Accounts the contract service form needs to be routed to Mr. Fernando Castillo, Deputy Superintendent for C&I.Using Federal Accounts the contract service form needs to be routed to Mrs. Rebecca Castaneda, Federal Programs Director.Secretaries will then forward all documentation with appropriate signatures to DISD Purchasing Department for final approval.Action HistoryEnter: Requisition was created and still in secretary queueProgress: Specifies in which approver queue is the requisition under.Released: Requisition has been approved but not yet given a purchase order.Unapproved With a Predefined Reason: Means it was rejected and it will specify why.Approval Chain: No one on the work flow

Dos and Don'ts DosDon'tsAttach appropriate supporting documentsOver attach supporting documentsPut the day of eventPut urgent or now on requisitionsAllow time for Purchasing Department to look over requisitionSubmit requisition same day of eventLook over accountsUse wrong accountsHave a Purchase Order in place to pay for Items, Events, or Trips etc.After the FactAll Deliveries to WarehouseDeliver To Campus18Voiding Rejected RequisitionsSecretaries are to void requisitions no longer wanted or needed from the system. Otherwise, your monies will stay encumbered.

After the Fact FormsNO, funds must be encumbered through the Purchase Order process to guarantee payment of an INVOICE. It is against District policy to place an order with an unapproved PURCHASE ORDER.After the Fact is any one of the following:A PO that is issued after an item has been received/picked upA PO that is issued after a service has begun or been completedA preview item that is delivered without purchase order and is then purchasedCalling in the order to the vendor prior to receiving a copy of the POSending the purchase requisition to the vendor in advance of the POMaking reservations or scheduling services without a POWhy is an After the Fact purchase so bad?A PO is the only legal commitment to spend district fundsA PO insures that procurement rules have been followedThe purchase and that budget funds have been properly approvedOur Auditors will note an After the Fact purchase as a violation of procurement rules which will result in a formal finding reported to the School Board and TEA

Donna ISD Purchasing Department is pleased to announce that we are instituting our E-Bidding process. ALL vendors, regardless of whether theyre currently registered with Donna ISD or not, will need to go to the following website: https://donnaisd.ionwave.net and register their company so that they can receive notifications of upcoming bid. Failure to register your firm through this E-bidding website, may result in missed bid/proposal opportunities. You will also be able to complete and submit your bids online. Please take a moment to register at this site. If you should have any questions, please contact the Purchasing Department at 956-464-1620, located at 116 N. 10th Street, Donna TX 78537

Vendor Training Session Announcement How to do Business with Donna ISDDonna ISD is pleased to announce the upcoming implementation of the districts electronic procurement system. A vendor training session will be held onThursday, September 17, 2015 from 8:30 a.m. 10:30 p.m.At the Donna ISD Board Room Located at 904 Hester Ave, Donna TX 78537This session will include: District purchasing guidelines and requirements Upcoming implementation of the districts electronic procurement system Electronic vendor registration and web-base portal participation****VENDORS EVALUATIONS FOR TOP 3 VENDORS PER CAMPUS (NOT INCLUDING FOOD SERVICE VENDORS) ARE DUE TUESDAY, AUGUST 18, 2015 BEFORE 5PM.Announcements: E-bidding Comes to Donna Independent School District Purchasing Department

Q & A