PURCHASING DEPARTMENT PROCUREMENT TRAINING 7.29.2019

Staff Purchasing Benjamin S. Mora, Purchasing Manager Olivia Scaramell, Administrative Assistant Nora Rodriguez, Bid Clerk Warehouse Sergio Arredondo, Warehouse Foreman

District Successes HISD staff have more procurement options than ever before Use of paper purchase orders approaching extinction Nearly all HISD term contracts can be found online 3rd wave of procurement training for affected District staff nearing completion The Bonfire Procurement Portal is approaching 4,000 registered vendors

Purchasing Resources

Forms & Resources

Purchasing Cooperatives

Questions to Ask during the Purchase Process Funding Type? Local or State Federal/Grant How much do I plan to spend? $10k or above $15k or above $50k or above What am I purchasing? Goods Services When do I need this? Next Board Meeting Can I find a competitively bid contract?

How do I satisfy Competition requirements? (3) Quotations HISD Bid (Bonfire) Purchasing Cooperative Board Approved Interlocal Agreement, MOU, Contract with State Agency or Non-Profit Organization (Does not apply to Federal funds)

Purchases Using Local or State funding Purchases < $15k Do not require formal or informal competition Single quote & create Purchase Requisition Purchases > $15k & < $50k Require multiple quotations/informal competition Attach multiple quotes to Purchase Requisition 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

Federal Fund Purchases (EDGAR) Fund 211 – Title I Micro-Purchases < $10k Does not require formal or informal competition Single quote & create Purchase Requisition Small Purchases > $10k & < $250k Requires multiple quotations/informal competition Attach multiple quotes to Purchase Requisition If > $50k, Board Approval is required Purchases > $250k (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

Bonfire Procurement Portal

Bonfire Public Contracts

Creating a requisition (Reminder) Supporting Documents Price Quotation(s) Reference Cooperative Contract Number Board Approval documents (if needed) Signed Professional Services Agreement (Local Funds) Requisition Comments Board approval date (if applicable) Coop. Contract Number Bid No. Field HISD Contract Number Coop. Abbreviation (BUYBOARD, OMNIA, CTPA) Itemization Avoid “See Attached”

Creating a requisition (Con’t)

SAMPLE Purchase Order

SAMPLE Purchase Order

Challenges There’s no such thing as an “approved vendor list”. We only have approved contracts for services and goods Creating a Purchase Order prior to any procurement action Reference “OMNIA” in the Bid. No field for Amazon Reference “OMNIA” in the Bid. No field for Office Depot Double check Approved Purchasing Coop list for vendors Please get email addresses for all new vendors Coordinate with Information Services for all tech purchases 3 quotes are required purchases above $15k & below $49.99k when not using an existing contract of Coop or HISD contract

Promotional Products Purchases outside these methods is prohibited The Board has approved promotional product vendors for FY19/20, IFB 190004 Promotional Products The Board has also approved the purchase of promotional items via an approved Purchasing Cooperative Staff may revisit IFB 190004 in the Fall of 2019 Interested vendors must register with Bonfire and must register their proper “commodity code” to receive notification

Resources HISD’s Bonfire Public Contract Portal https://harlandaleisd.bonfirehub.com/portal/?tab=publicContracts   HISD’s Board Approved Vendor Cooperatives http://www.harlandale.net/common/pages/DisplayFile.aspx?itemId=9211250 19

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