html5-img
1 / 16

Purchasing Best Practices Purchasing Training 09/30/08; 10/02/08

Purchasing Best Practices Purchasing Training 09/30/08; 10/02/08. Purchasing Department – 235-1017 Randy Montgomery Anna Rogers Purchasing Agent Purchasing Buyer rmontgomery@wfisd.net amrogers@wfisd.net x13004 x13003 Joan Jimenez Courtney Reames

jethro
Télécharger la présentation

Purchasing Best Practices Purchasing Training 09/30/08; 10/02/08

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Purchasing Best PracticesPurchasing Training09/30/08; 10/02/08 Purchasing Department – 235-1017 Randy Montgomery Anna Rogers Purchasing Agent Purchasing Buyer rmontgomery@wfisd.netamrogers@wfisd.net x13004 x13003 Joan Jimenez Courtney Reames Associate Buyer Purchasing/Records Clerk jjimenez@wfisd.netcreames@wfisd.net x13001 x13007

  2. District Policies & Regulations • CH Legal • Lists legal requirements, laws, and codes • Methods, penalties, exceptions, and rules for specific products • Bid over $25k • Formal quote process $10k-25k http://www.tasb.org/policy/pol/private/243905/pol.cfm?DisplayPage=CH(LEGAL).html

  3. District Policies & Regulations • CH Local • BOT approval requirements • If purchase exceeds $100k • If awarded to other than low bidder • Contracts not in the current budget • All contracts that state law requires the BOT to approve. http://www.tasb.org/policy/pol/private/243905/pol.cfm?DisplayPage=CH(LOCAL).html

  4. District Policies & Regulations • CH Regulation • Quote all orders over $1k (Maintenance - $2k) • District Funds: Purchase order required for $40 and above • Activity Funds: Purchase order required for purchases $500 and above; payment of personal / professional services where a 1099 is required

  5. Texas Education CodeProcurement Annual Threshold • $20,000 School Bus Lease/Purchase • $25,000 Public Works Contract Real Property • $25,000 Personal Property • $25,000 Nonprofessional Services • $25,000 Energy Management Systems • $10,000-$25,000 – Competitive Quotes Texas Education Code, Section 44.031

  6. TexasEducation Code 44.031(Methods) • Competitive Bidding • Request for Proposals, other than construction • Inter-Local Contracts*** • Design-Build Contracts • Contract to Construct, construction manager • Competitive Sealed Proposals • Catalog Purchases, (CPA) DIR Vendors*** • Job Order Contract • Reverse Auction • Formation of a political subdivision corporation*** ***Do not require advertisement.

  7. Athletics Custodial Food Service Instructional-Capital Instructional-Supplies Maintenance Transportation Bank Depository Printed Forms Non-Professional Services Real Property Insurance Competitive Procurement Categories…in the aggregate for a 12 month period. TEC 44.031 (a) Reference: Texas Education Agency – Financial Accountability System Resource Guide http://www.tea.state.tx.us/school.finance/audit/resguide12/purchase/

  8. Bid, Proposal, or Quote Process(Information provided by end user) • Define the task to be performed by vendor or define item(s) to be purchased • Establish criteria for selection of bid or proposal • Determine relative importance of criteria • Identify potential vendors

  9. Bid, Proposal or Quote Process(Purchasing) • Set timelines (mutually developed) • Advertise (if required) • Pre-Proposal conference (optional) • Define required criteria percentages (requires input from end user) • Receipt of bid or proposal • Bid or proposal evaluation (requires input from end user) • Negotiation with vendor(s) • Award of contract • Contract monitoring (requires input from end user)

  10. BEST VALUEEvaluation/Recommendation BIDS MUST INCLUDE PERCENTAGES FOR: • Purchase Price • Reputation of Vendor & their goods or services • Quality of goods or services • Meet the District needs • Vendor’s relationship with District • Comply with laws/policies HUB • Long-term cost to the District • Any other relevant factor listed in request for bid or proposal (Total = 100%) Texas Education Code, Sections 44.035, 44.039 & 44.040

  11. Interlocal Contracts • Requires BOT resolution prior to agreement • Examples: Texas Comptroller of Public Accounts (CPA), TASB BuyBoard, The Cooperative Purchasing Network (TCPN), Texas Department of Information Resources (DIR), another school district, Education Service Centers. • Follow procedure defined by Co-Op • Strive to obtain “Best Value”

  12. Catalog Purchases:Texas Department of Information Resources (DIR) Texas Administrative Code 113.19 http://www.dir.state.tx.us/servlet/dirStore#searchcisv • Products or services that are associated with automation (computers) or telecommunication systems. Includes hardware, software, programming, maintenance, repair, and installation of systems. (Computers, printers, network services, etc.)

  13. Catalog Purchases:Texas Department of Information Resources (DIR) Texas Administrative Code 113.19 Best Practice: • Obtain minimum of 3 quotes • Verify that vendors are currently active members of Department of Information Resources (DIR) • Retain documentation

  14. Booster Clubs Follow UIL rules for all purchases Direct to Purchasingif: Fixed asset Item already on bid facility improvements Activity Funds Direct to Purchasing if: Item already on bid $500 & above Personal / Professional Service requiring 1099 Other Funding Sources

  15. RESOURCES • Purchasing Department (Purchasing Manual) • Finance Department • Internal Auditor • Campus Secretary • Internet • WFISD - wfisd.net/departments/purchasing • Texas Education Agency (FASRG) - http://www.tea.state.tx.us/school.finance/audit/resguide12/purchase/ • DIR - http://www.dir.state.tx.us/servlet/dirStore#searchcisv Revised 9/29/08 rm

More Related