PROCUREMENT DEPARTMENT PROCUREMENT TRAINING 1.05.2018

Changes Federal Funds EDGAR (mainly applies to 211 Funds) Independent Cost Estimate (ICE) General Bid No. Field in iTCCS will be required for most purchases Board Approval Date Required for single type purchases >$25k Line items must be identified in iTCCS (“See attached” may cause delays) Supporting Documents POs are automatically being emailed

Outline Purchase Orders Procurement/Contracting/Payment Required Data Changes Feedback & Questions Procurement/Contracting/Payment Purchases with Local Funds Purchases with Federal Funds

Creating a requisition Supporting Documents Price Quotation(s) Reference Cooperative Contract Number Board Approval Documents Processional Services Agreement (Local Funds) Requisition Comments Board approval date Coop. Contract Number Bid No. Field HISD Contract Number Coop. Abbreviation Itemization Avoid “See Attached”

Requisition Changes to be aware of Upon approval, Originators are being sent a copy Purchase Orders If a vendor has an email address in their vendor profile in iTCCS, a PO is being emailed immediately upon approval Avoid PO duplication Eventually, all vendors will receive POs via email

Request FOR PAYMENTS Allowable Circumstances Unallowable Purchase is less than $150 Emergency/ Unplanned purchases Unallowable Purchase is greater than $150 Purchase could be done through a Purchase Order (Board Policy Local CH) Reimbursing SAF to circumvent using PO Justification/Explanation Justifying and explaining the reason for not completing a Purchase Order “Not enough time” for purchase order processing is NOT a valid explanation Signed by the Principal

Technology Purchases Must be reviewed and approved by Technology Includes: Software & hardware Tablets Peripherals Data driven services Equipment with Wi-Fi capabilities, etc.

Questions to Ask during the Purchase Process Funding Type? Local or State Federal/Grant How much do I plan to spend? $15k or above? $50k or above? What am I purchasing? Goods Services When do I need this? Now Month from now It can wait Next Board Meeting

Purchases Using Local or State funding Purchases < $15k Do not require formal or informal competition Single quote & create Purchase Requisition Purchases > $15k & < $49.99k Require multiple quotations/informal competition Attach multiple quotes to Purchase Requisition If > $25k, Board approval is required Purchases > $50k (over a 12 month period) Require formal competition to include RFP, IFB, RFSB, RFO, etc. 60 to 90 Day lead time Requires Board approval

Local & State Purchases cont’d Professional Services The District will execute and negotiate a Professional Service Agreement If purchase > $25k, Board Approval is required

Local & State Purchases cont’d Sole Source Purchases Criteria for a Sole Source (must be available from only one source) Identification and confirmation that competition in providing the item or product to be purchased is precluded by the existence of a patent, copyright, secret process or monopoly; A film, manuscript, or book; A utility service, A captive replacement part or component for equipment. Requirements Sole Source Affidavit and Justification Form Attach all documents to your Purchase Requisition If > $25k, Board Approval

Local & State Purchases Using Cooperatives Cooperative Purchases of >$15K Utilizing Cooperative Contracts satisfies both informal and formal biding requirements Attach quotation or proposal to Purchase Requisition If greater than $25k, Board Approval required Advantages: Quick Sometimes easy Disadvantages: Terms and conditions are favorable to Cooperative Pricing may be higher

cont’d Board Approved CoOps Call Purchasing to verify if a vendor has an awarded Coop. contract: Buy Board (Local Government Purchasing Cooperative) Texas Comptroller of Public Accounts TCPN (The Cooperative Purchasing Network/Region 4) U.S. Communities (Government Purchasing Alliance) PSA (Purchasing Solutions Alliance) PEPPM (Technology Bidding and Purchasing Program) State of Texas Co-op/TX Smart Buy Technology Resources Education Consortium (Region 11) TexBuy (Region 16) Region 20 

Local & State Purchases Using Interlocal Agreements Utilizing interlocal agreements with “rider clauses” satisfies both informal and formal biding requirements Attach quotation or proposal to Purchase Requisition If greater than $25k, Board Approval required Central Texas Purchasing Alliance (CTPA) A consortium of ISDs throughout Central Texas Harlandale may be able to tap competitively bid contracts with the CTPA rider clause included in the contract State Agencies The District may be able to procure goods or services through other State Agencies or Political Subdivisions Call Purchasing with questions!

Federal Fund Purchases (EDGAR) Fund 211 – Title I Micro-Purchases < $3.5k Does not require formal or informal competition Single quote & create Purchase Requisition Small Purchases > $3.501k & < $149.99k Require multiple quotations/informal competition Attach multiple quotes to Purchase Requisition If > $25k, Board Approval is required Purchases > $150k (Simplified Acquisition Threshold) Requires Independent Cost Estimate (ICE) Requires formal competition to include RFP, IFB, RFSB, RFO, etc. 60 to 90 Day lead time Requires Board approval

Cont’d Federal Fund Purchases (EDGAR) Fund 211 – Title I Things to Consider When Using Federal Funds: When deciding on a procurement method, the District must use the more stringent requirement between Local, State & Federal Procurement Laws This means purchases > $50k require Formal Competition There’s no exemption from competition for “Professional Services” in EDGAR

Cont’d Federal Fund Purchases (EDGAR) Things to Consider When Using Federal Funds: An Independent Cost Estimate (ICE) must be performed when there is no price competition; this includes sole sources and bids where only one response is received, but excludes purchases < $3.5k If an ICE is performed, profit must be negotiated Cooperative and Interlocal Agreement purchases may satisfy EDGAR requirements but there’s no guarantee Cooperatives will expressly state on their website if they are EDGAR compliant

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