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SWISD Purchasing and Distribution Procedures for Effective Procurement Management

The SWISD Purchasing Procedures outline the protocols for utilizing the online requisition system (RSCCC), emphasizing that travel, budget amendments, check requests, and existing purchase orders cannot utilize RSCCC. All purchases between $1,000 and $25,000 require three quotes, while those exceeding $25,000 necessitate board approval. Vendor approvals are mandatory before campus engagement. Additional guidelines on receiving, product delivery, and reimbursement procedures for travel and meals are also provided to ensure compliance and efficiency in the district's procurement processes.

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SWISD Purchasing and Distribution Procedures for Effective Procurement Management

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  1. Purchasing and Distribution...

  2. SWISD Purchasing Procedures • Use On-line Requisition System – RSCCC • Do not use RSCCC for • Travel • Purchases involving a Budget Amendment (BA) • Check Requests • PO already exists for Purchase • Purchase order number required prior to purchase • Employee responsible for debt incurred for failure to follow procedure (CH local) • PO’s between $1,000 and $25,000 require three written quotes

  3. SWISD Purchasing Procedures(cont’d) • Exceptions: • Office Supplies not available from District • Two District-wide Suppliers: Nolans and Office Depot • Sole Source – List available on website • Any/all Purchases over $25,000 require Board approval (CH local) prior to purchase and have additional requirements. • Vendor Approval Letter required before vendor allowed on campus. Initiated by Principal’s email request to Purchasing. (CHE local) • Procedures do not apply to Student Activity Fund

  4. Contract Management • Contractor/Vendor working directly with students must complete an on-line application prior to contract being approved. • Campus/department issuing a contract is responsible for contract compliance (spends). • Original Contracts/RFP’s housed at Purchasing

  5. Distribution Center & Warehouse • Basic School/Office Supplies and Janitorial Supplies – Current Catalog on website. Use current prices. • Use On-line Requisition System for ordering • Vendor #99812 Custodial Supplies • Vendor #99813 Office and Teaching Supplies

  6. Pony Mail (pick-up & delivery) • Central Office three times daily • Other Campuses mid-day – Large orders delivered in A.M. Will need help from custodians. • Use #10 business envelopes as much as possible (up to seven pages per envelope)

  7. Shipping out of District • Item(s) must be properly packaged • US Postal and Fedex • Registered mail/next day available upon request • Items for return require ARS (call tag) from vendor • Service during regular pony run

  8. Purchasing and Distribution (cont’d) Receiving (into District) • Package must have PO number before Distributions accepts. No PO number – items are returned to sender. • Items received in A.M. delivered same day • Items received in P.M. delivered next day • Overnight/next day items may be picked up

  9. Upon delivery, Campus staff member must: • Sign for deliveries • Verify orders for accuracy • Must sign green copy of PO (Distribution keeps) • Close-out PO on RSCCC and paper/pencil • Provide Accounting with packing slip included with order • Notify Distribution & Accounting when order is complete

  10. District-wide Copier Contract • OCS/Toshiba • Call number on machine for servicing. • Copiers up and running in about four hours from service calls • Request loaner if machine will be done more than 48hrs – free of charge • Blended totals. • District-Wide Custodial Supply Vendor • Matera – Tammy Lovelady 210-892-5105 • No Bleach

  11. Travel • Approval necessary on Inservice Attendance Request form prior to travel. • Reimburse for meals and mileage. • Submit Travel Allowance Card and Inservice Attendance Request with meal receipts for reimbursements. • Meals reimbursed only with overnight trips. • Tips not reimbursed – “gift of public funds” • District check for lodging and registration. No membership dues paid. • In Texas – Motel $85/night and Meals $30/day. Outside of Texas follow GSA guidelines.

  12. Purchasing and DistributionIndex Bids – Manuel Valles, 623-6246 Budget Amendments – Liz Iltis 622-4300x107 / Patrick Skees 622-4300x124 Contracts – Manuel Valles Invoices – Annie Britton 622-4300x108 Pony – Rafael Jones, Warehouse Supervisor, 623-6246 Purchase Order Coding – Courtney Morales/Sandy Richter 622-4300x110 Close-out – Annie Britton Emergencies – Manuel Valles Numbers – Peggy Biela Originating – Courtney Morales Purchasing – Manuel Valles Shipping/Receiving – Rafael Jones Statements – Monica Moreno 622-4300x111 Travel Per diems – Courtney Morales/Manuel Valles U.S. Mail – Rafael Jones Vendor Information – Courtney Morales Warehouse orders/supplies – Rafael Jones

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