1. Olga M. Noriega, Purchasing Agent
Procurement Procedures
Olga M. Noriega, Purchasing Agent

2. Purchasing Department Staff
Olga Noriega, Purchasing Agent Ext
Gustavo Flores, Asst. Purchasing Agent Ext. 1160
Belinda G. Cisneros, Secy/Purchasing Asst Ext. 1142
Xavier Garza, Purchasing Clerk Ext. 1125

3. 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)

4. 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.

5. 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.)

6. 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)

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

8. Contracted Services Before submitting any Contract Service form:
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.

9. 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.

10. 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 the Purchasing department, to include, the category (employee, misc., contracted services, official, etc.) so that it can be approved.

11. 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