Olga M. Noriega, Purchasing Agent Procurement Procedures 2016-2017 Olga M. Noriega, Purchasing Agent

Purchasing Department Staff Olga Noriega, Purchasing Agent 464-1620 Ext. 1128 om.noriega@donnaisd.net Gustavo Flores, Asst. Purchasing Agent 464-1620 Ext. 1160 gustavoflores@donnaisd.net Belinda G. Cisneros, Secy/Purchasing Asst. 464-1620 Ext. 1142 bg.cisneros#@donnaisd.net Xavier Garza, Purchasing Clerk 464-1620 Ext. 1125 xfgarza@donnaisd.net

Requisition Requirements Contract/Vendor Bid #’s: Requisitions must have the correct and updated Award RFP/Bid # Five (5) W’s… What - In-service/Training/Services to be provided When - Date Where - Location Who - Campus/Department Requesting Services Why - Reason Services are needed Correct Function and Object Codes (refer to Account Code Structure and Reference Manual) Copy of required Quotes (depends on amount of purchase) Copy of Campus Improvement Plan (CIP) or District Improvement Plan (DIP)

Purchasing Quote Guidelines NOTE: All efforts should be made to purchase with Board Approved Vendors before soliciting quotes with Unapproved Vendors. Amount Quotes or Proposal Procedure $0.00 to $499.99 Two (2) verbal quotes (recommended to compare for best value and cost) Approved Vendor $500 to $49,999.99 Three (3) written quotes (attach to requisition) $0.00 to $4,999 One (1) quote (attach to requisition) Awarded Vendor (Board or State of TX) $5,000 to $9,999 Three (3) verbal quotes (secured from awarded vendors along with an explanation why vendor was chosen) $10,000 to $49,999.99 Three (3) written quotes on company letterhead (attach to requisition) $50,000 or more Board Approval (Any single contract or purchase valued of $50,000 or more must be approved by the Board of Trustees) Purchasing Dept.

Students Meal Allotment (to include Extra-Curricular and Athletics) Student Meals: Breakfast (depart by 6:00 a.m.) Lunch (return to school after 1:00 p.m.) Dinner (returning time must be after 7:00 p.m.) Pre-Game Meals: Players must be in class all day to qualify for meals. (Varsity, Sub-Varsity, and Coach’s - $5 per meal) Varsity Teams: Overnight out of valley travel $7 per meal. When Sub-Varsity travels with Varsity teams, meals allotment will be $7.50 per athlete. NOTE: Meal Allotment not to exceed $21 per day. (Refer to Athletic Students’ Combo Meal discount list on purchasing website.)

Travel Guidelines Required Documentation: Per Diem form for: All employee travel must be preapproved by campus administration Per Diem form for: Meals - Not to exceed $46 per day. (Itemized receipts shall be presented for all meals) Breakfast - $12 (depart before 6:00 a.m.) Lunch - $17 (return is after 2:00 p.m.) Dinner - $17 (return is after 7:00 p.m.) Mileage - .54¢ per mile. (google map to support mileage reimbursement must be attached) Lodging - $85 per night for Non-Host (Provide information for Host Hotel, Donna ISD will pay going rate) Conference Agenda information Registration (a registration form or certificate of attendance must be attached to the payment form) Rental or District Vehicle (group of 4 must travel together or employee will not get reimbursed) Flight fees (if applicable) Day Trips – The IRS views meals reimbursed for day trips as taxable income. Therefore, only meals for overnight trips will be reimbursed. NOTE: Travel Request & Travel Claim forms must be signed and approved by all required District Personnel. Once travel is approved, requisition may be entered (must submit at least 2 weeks in advance)

Travel Reimbursements Required Documentation: Approved copy of Travel Copies of detailed receipts for meals Copies of gas and parking receipts, etc. (if applicable)

Contracted Services Before submitting any Contract Service form: Email copy of driver’s license to Human Resources Secretary to conduct Criminal History Check Ensure that the fingerprinting packet (1) or (2) have been completed Consultant signs contract Approval by Campus Principal Approval by Director if using Federal, Migrant, Bilingual, etc. Approval by Superintendent or designee Once approved at all levels, requisition can be created.

Non-Instructional Onsite Contracted Services This contract is used for any on-site installation or services where there is no direct contact with students. Approval by Campus Principal Approval by Director if using Federal, Migrant, Bilingual, etc. Once approved at all levels, requisition can be created.

New Vendors Request Required Documentation: W-9 form Signed Conflict of Interest form NOTE: Once a vendor has been entered into the system, you must email the Purchasing department, to include, the category (employee, misc., contracted services, official, etc.) so that it can be approved.

Conclusion Everyone is important and has a role in the procurement process. Plan ahead Good Specifications/Scope of Services Team responsiveness Teamwork is the KEY