Purchasing

Purchasing Procedures Click on District Departments Click on Business Operations Click on Purchasing Click on Purchasing Manual

District Approved Vendors Available Online thru District Internet Page Click on “District” Click on “Business Operations” Click on “Purchasing Department” Click on “Awarded Vendors by Category” or “Awarded Vendors by Alpha”

Purchase Order Required Do not order any goods or services without a purchase order or authorization from Purchasing Board Policy CH(Local) states “…Persons making unauthorized purchases shall assume full responsibility for all such debts.” “All purchase commitments shall be made by the Superintendent or designee on a properly drawn and issued purchase order, in accordance with administrative procedures.”

Purchase Order Process and Thresholds Identify goods/services Obtain pricing in accordance with thresholds - Under $5,000 purchase from primary vendor, or provide justification if not purchasing from primary vendor -$5,000 - $49,999 obtain three quotes from bids, Interlocal Agreements (coops) -$50,000 or greater requires competitive bidding, Board approval required

Open Market Purchases Purchase orders for goods or services where the annual district aggregate does not exceed $50,000 may be purchased on the open market (one quote) Purchasing monitors expenditure levels - Total for that category of goods or service - Not total for vendor Quotes may be required if Purchasing determines threshold may be reached

Sole Source Only one source An item for which competition is precluded because of the existence of a patent, copyright, secret process, or monopoly Sole source letter required from vendor as backup (Contact Purchasing for sample letter)

Obtaining Quotes Contact at least 3 Vendors Provide them the specifications and quantities -Brand -Model # -Description -Use or equal Give them a deadline by when to submit

Catalog Bids Awarded on a Primary, Secondary, Qualified Vendor basis for a category of goods/services Primary Vendor was evaluated to provide the best overall pricing Secondary and Qualified Vendors used for comparing pricing through quotes If Primary can’t meet the needs, purchase from Secondary or Qualified

Purchasing Coops BuyBoard TCPN DIR Region One HGAC TIP TXMAS Choice Partners

PO Cut Off & Inactive PO’s Any inactive PR’s will be deleted by Purchasing Department after 30 days of inactivity June 12, 2015 is the deadline for any PO transaction All PO’s for must be printed no later than June 12, 2015 or deleted

Office Depot Contacts For routine customer service issues such as returns and inquiries For more sales specific issues: Brandon Madden; Inside Sales in Austin at or For sales related issues or questions or issues that need to be elevated: Nadia DeLeon, Account Manager at or Any lingering issues or issues that need to be elevated: Jeff Carter, District Sales Manager at or

SunGard Punchout Step 1 Click on “POUPPP” screen. (screen will be available to all PO entry staff)

SunGard Punchout Step 2: Enter Account # Click “Shop” on desired vendor Note: as more vendors become available they will be added to list Note: Only 1 Account can be used. You can add or edit additional Accounts on a later screen

SunGard Punchout Failure to add an Account # will result in the following error and SunGard will not allow you to proceed until a valid account is entered

SunGard Punchout Step 3 Vendor Website: Select Category & Start Shopping

SunGard Punchout Step 4 Once you finished adding items click on “Check Out” to proceed to final screen.

SunGard Punchout Final Step After “Check Out” at Vendor page, the PR will be generated and be ready for editing of Account #’s, adding PO Notes, or making changes. Any problems on SunGard screens call: Jaime Acevedo at Purchasing Department. Any problems related to Vendor website, contact Vendor directly—as vendors are added to Punchout we will also provide you with their contract information.

Questions