TEXAS ARKANSAS PURCHASING SYSTEM

TIPS/TAPS History  Original Name – Texas Interlocal Purchasing System  Hosted by Region 8 Education Service Center  Started with 32 member schools 2002

TIPS/TAPS History  TIPS expanded into Arkansas  In Arkansas it was and continues to be referred to as TAPS – Texas-Arkansas Purchasing System  Membership increased to

TIPS/TAPS History TIPS expanded into Missouri TIPS is renamed, The Interlocal Purchasing System (TIPS/TAPS) Membership increases to 134 TIPS/TAPS opens membership to other states in the US formally creating a National Purchasing Cooperative. 2006

Who is TIPS/TAPS? Who is TIPS/TAPS?  TIPS/TAPS is sponsored by the Region VIII Education Service Center and is located in Mt. Pleasant, Texas  TIPS/TAPS has PARTNERSHIPS with state entities such as Dawson Coop, AR; ASBA, AR; MARE, MO; OROS, OK; and CPEC, TN.  18 of the 20 Education Service Centers in Texas are also partners with TIPS.

MEMBERS of TIPS/TAPS? MEMBERS of TIPS/TAPS?  Membership in TIPS/TAPS is open to public or private school districts; colleges and universities; city and county offices; local, state and federal agencies and/or any other “not for profit” organization.  State memberships are available in 45 of the 50 U.S. States who permit membership in purchasing cooperatives. However, it is the responsibility of the member to make sure that their state and local governing body allows participation in purchasing cooperatives.

HOW TO SIGN UP A NEW MEMBER HOW TO SIGN UP A NEW MEMBER  Go to the TIPS/TAPS website at  Click on Members  Click on Membership  Scroll down to the member’s state.  There you will find 2 documents: Interlocal Agreement and Board Resolution.  The Interlocal Agreement is required.  The Board Resolution is optional if the entity requires their board to give someone authority to sign the Interlocal Agreement. If this form is not required, simply print and write at the top, “Not Required by Entity”.  Mail or FAX membership documents as instructed. THERE IS NO FEE TO THE MEMBER TO JOIN TIPS/TAPS.

What is the purpose of TIPS/TAPS? What is the purpose of TIPS/TAPS?  Provide school districts and other governmental entities opportunities for greater efficiency and economy in acquiring goods and services.  Take advantage of cooperative purchasing procedures that insure the most competitive contracts.  Equalize purchasing power for smaller entities that are not able to command the best contracts for themselves.

Why Members Use TIPS/TAPS? Why Members Use TIPS/TAPS?  To get competitive prices on single and bulk purchasing that yields economic benefits unobtainable by an individual entity.  To access quick and efficient delivery of goods and services by utilizing "high performance" awarded vendors.

Are Vendors Contracts Competitively Bid? TIPS/TAPS competitively bids all awarded contracts by:  Posting Request For Proposal (RFP) on website and in newspapers  Receiving sealed proposals from vendors  Reviewing and Scoring vendor proposals for Price; Service; Quality; Delivery; Term; MBE etc…  Awarding vendor contracts to multiple vendors.

I’m a New Vendor-What do I do?  New vendors will want to familiarize themselves with the TIPS/TAPS website at  To view a complete list of awarded vendors on the website, click on Members then Contracts/Commodities. At the top click on “All Contracts” to see an alphabetical listing.  Click on your vendor name. Here you will find a page of information provided by your company.  If information listed needs to be updated, please of the new

HOW DOES A MEMBER MAKE A PURCHASE?  Member will go to the TIPS/TAPS website and look at a commodity category to view awarded vendors listed.  Member will contact a vendor by or telephone to request TIPS/TAPS pricing.  Member will prepare a purchase order made to the awarded vendor and FAX it to the TIPS/TAPS office at

How TIPS/TAPS Processes PO’s?  When a PO is received at the TIPS/TAPS Office, staff will compare the PO to the awarded vendor’s contract to make sure the items listed are covered under the contract and that the price quoted is at the same price or lower that what was contracted.  Vendors may quote pricing LOWER than what their original contract may have been approved for but can NEVER GO HIGHER.  PO is then Authorized by TIPS/TAPS and forwarded by FAX or to the Awarded Vendor.

Member Pays Vendor Member Pays Vendor TIPS/TAPS members will receive the products and/or services purchased then issue payment to the Awarded Vendor.

Vendor Pays TIPS/TAPS Vendor Pays TIPS/TAPS  As Awarded Vendors do jobs and sell products/services to TIPS/TAPS Members, a log of sales must be kept.  Every other month (Nov, Jan, Mar, May, July, Sep), TIPS/TAPS will a 2% Submission Report to each awarded vendor for reporting of sales and mailing 2% to TIPS/TAPS.  It is the responsibility of the awarded vendor to keep up with all sales to TIPS/TAPS Members and report with 2% commission to TIPS/TAPS every other month.

WHAT IF I DON’T HAVE SALES WHAT IF I DON’T HAVE SALES  What do I do if I haven’t had any TIPS/TAPS Sales? - WORK HARDER!!!!  In every vendor contract there is a clause that if a vendor goes 12 months without any reported sales, their contract may be terminated.  TIPS/TAPS does rely on the Awarded Vendors to help get new members signed up with TIPS/TAPS. Encourage customers to go through the TIPS/TAPS contract.

CONTRACT RENEWAL CONTRACT RENEWAL  Every Vendor Contract is for 12 months. All categories (except Trades…) has the option to renew 2 times before going to public bid again. Realizing that if an awarded vendor contract reports sales and is currently providing good quality services to TIPS/TAPS members than the contract will automatically renew every 12 months for a total contract life of 3 years.  The Trades awards are only for 12 months – with “no option” for renewal.  When a contract is posted for bid, all awarded vendors and the database of potential bidders is notified by .

TIPS/TAPS TODAY TIPS/TAPS TODAY Today, TIPS/TAPS is a nationally known and respected purchasing cooperative that provides best value pricing to it’s members. With over 1600 members and over 750 awarded vendors, TIPS/TAPS has memberships eligible in 45 states. TIPS/TAPS has marketing and sales consultants covering all states. In 2006, the National Rural Education Service Center voted TIPS/TAPS Purchasing Cooperative as the Most Cost Effective Program offered to schools across the nation. 2012

TIPS/TAPS Contact Information TIPS/TAPS Contact Information For additional information about TIPS/TAPS, please contact Kim Thompson TIPS/TAPS Cooperative Coordinator ( )

TEXAS ARKANSAS PURCHASING SYSTEM