1. Secretary/Bookkeeper In-Service 2018-19
Procurement Services
Travel, Records, Print Shop & Mail Room, Purchasing & Contracts,
August 1, 2018

2. Procurement Services Team
Phillip Ellison, Executive Director (x 6470)
RECORDS
Tracy Maning (6468)
Gerardo Rochin (6482)
MAIL ROOM
Susan Collins - Mail Room (6139)
PRINT SHOP
Sana Fakes - Print Shop (6120)
VENDOR CONTRACTS/BIDS
Geralyn Mosely, Director,
Purchasing & Contracts (6476)
Brian Broussard, Contract Specialist (6471)
PURCHASING
Cindy Kercheval, Buyer II (6475)
Rhonda Mitchell, Buyer I (6467)
Erica Banda, Buyer I (6489)
TRAVEL
Kay Wurdeman, Travel (6472)
TBD
Executive Secretary to Phillip Ellison (6465)

3. Travel
Kay Wurdeman

4. Staff Travel Travel Request Form Signatures required prior to booking
Legal names required (as shown on DL)
Time frame (4 weeks minimum)
Travel Advance Request
Submit request to Finance ASAP for Hotel and Auto Rentals, etc. if needed
Keep original receipts for all purchases
Cancellation Form
Employee liable for all travel expenses if cancellation not approved
Air Reservations
District pays airfare with Corporate credit card
4-week advance notice minimum for lower rates
District pays for 2 checked bags only
Auto Rentals
Personal credit card required (do not use debit cards; cash not accepted)
Do not purchase additional insurance (covered by District insurance)
Hotel Expenses
District reserves room only
Employee pays for the expense of the entire stay upon check-out
Hotels sometimes place a certain amount on hold for “incidentals” (personal credit card (recommended) or debit card required)

5. Spring ISD Group Travel Reservations
Groups with over fifteen travelers make air ,hotel, and ground transportation arrangements through the District's contracted vendors for Group Travel. Please refer to the District's Contract Reporter database to identify the authorized vendors for Group Travel and their respective contact information.
Help/Training
Call the Travel Coordinator (ext. 6472) or with specific questions and/or requests. Please telephone instead of ing when requesting unplanned travel. The Travel Request form is located on the District website under Departments/Procurement/Travel.

6. Records Management
Gerardo Rochin

7. Records Management Overview
What’s the main function of Records Management?
The management of information throughout its life cycle (creation, retention and disposition)
What’s the main responsibility of Records Management?
Regulatory compliance and minimizing risk
What is a Records Management Liaison (RML)
Designated person that assists other staff members with the procedures of records disposition.
Provide guidance identifying retention schedules of different documents.
Who is the RML?
Registrar – student academic records
Secretary – Purchase Requisitions, Personnel, etc.
Other: Health, Attendance, Sped, Field Trips, Grade Books, Etc.

8. Records Management Records Disposition Methods: Shredding
A Disposition Log is required.
Non-Records (copies)
Retention (retention period has not been met yet)
Temporary
Permanent

9. Records Management Use School Dude to submit a pick up order.
Box pick-up Requests
Use School Dude to submit a pick up order.
Orders are first reviewed and approved by Records Management before they are released ensuring that labels and/or disposition logs have been provided.
Labels
Permanent and Temporary Retention Records
Labels need to be filled out electronically
A disposition log is required
White SISD Records boxes required
Records Shred or Non-Records Shred
Labels can be filled out manually or electronically
Copy paper boxes are allowed

10. Records Management Records Room Review
Begin in August with Secondary campuses
Things to keep in mind for the review:
Organization of records
Records filed/labeled appropriately
System in place for timely response to requests (e.g. PIA requests, audits, etc.)
Records room should only contain current school year + 5 years of archive records on site.

11. Records Management Training New hire training Fall 2018 April 2019
Provided on a 1:1 as needed basis (call Records Specialist ext. 6468)
Fall 2018
RML Round Table meeting to discuss common records and best practices for campuses and departments
Review TSLAC Schedules (retention/destruction requirements)
April 2019
Registrars Training w/Data Management about End of Year Procedures

12. Records Management Official Records Call (due at the end of July)
Student Academic Permanent Records Call
Records (High Schools)
General Records Call
Schools and Departments

13. Records Management Resources Posted on the Records Management website:
Procedures
Disposition Logs (new)
Label forms
Training videos
Etc.
> Departments > Records Management

14. Records Specialist (TBD) (6468)
Contact Information:
Records Specialist (TBD) (6468)
Gerardo Rochin (6482), Or

15. Mail Room and Print Shop
Susan Collins and Sana Fakes

16. Mailroom Susan Collins ext. 6139
Mail Room Services
Daily interoffice mail
Each campus has a mailbag that is brought to GMALC, sorted out each day and delivered to departments and campuses within the district on the following day.
Bulk mail - at least 200 generic pieces as low as $0.13 each (e.g. - newsletters)
General postage – must have postal center form w/ budget code
Send any amount of unstamped mail to Mailroom along with budget code and she will meter mail at standard postage rate and send to post office if received by 1 p.m. cut-off time.
Other - If you provide window envelopes, we can insert the mail, meter, and deliver to post office.(e.g. - Report Cards)
Mailroom Hours:
Regular Hours 7:30 am. to 4:30 pm.
Summer Hours 7:00 am. to 5:00 pm.
Call Susan for assistance before you begin any mail out

17. Print Shop Sana Fakes ext. 6120
Print Shop services available to all campus and administrative departments
Submittal can be online only
Print Shop Portal (New)
Online Request Form (New)
Business Cards (New)
Icon/link (Print Shop Portal) under my.springisd.org (Employee Menu)
Order Submission Instructional video (New)
Print Shop Price List
Print Shop Request Form
Services available:
B&W and Color copies
Tabs
NCR 2, 3, & 4 part
Business Card
Heat bind, Padding, Cutting, Etc.

18. Purchasing Cindy Kercheval, Rhonda Mitchell, and Erica Banda

19. What’s New in Purchasing
Purchase Order Quote Requirements & Threshold Updates
Penny Line
Contract Reporter
Ricoh Duplicator Service and Supply Request Form

20. Purchasing – Threshold Update
Purchase Requisitions
New Vendor Add packet – UPDATED (Employee contact needed)
Detailed descriptions in body of Req. – What is being purchased?
Reference “procurement method” (justification) in Comments Field.
Sole Source justifications – Seldom Exists (vendor letter, NEW sole source justification packet, required every fiscal year)
hrs. processing upon receipt by Procurement Services
Purchasing Thresholds
Under $10,000 ( 1 Quote required) NEW!
$10,000 - $49,999 (Bid #’s, Co-op Contract, Quotes/Bid Tab, Professional Service, Inter-local Agreement, or SISD Sole Source Justification packet).
$50,000 and over / 12-month aggregate (Competitive Bids) or Co-op Contract.

21. Purchasing (cont’d) Improper Purchases Notifications
Customer Service Site Visits
Improper Purchases Notifications
Cannot engage with a vendor unless a Purchase Order and Services Contract (when applicable) has been issued
May be personally liable for payment of purchase
Campus secretary/bookkeeper should be involved in campus purchases
Change/Cancellation Request
Will not be processed unless the form is signed by Principal/Director
Justification will be required once $10,000 threshold is met

22. Contract Reporter (CR)
Contract Reporter has a new look and a few new features.
The next slides will review the two new search functions “Starts with” and “Contains” and also the new “Quick Reference Guides.”
There are now 25 vendors listed per page for easy viewing.
Contract reporter is located on the Spring ISD website at

23. CR Search Function – “Starts with”
In the next two slides you will see utilizing the “Starts with” function and typing “Lakeshore” the result is all 5 current bids that active for this vendor.
From these results the user now has the ability to review multiple categories to determine the right contract to procure resources.
In the event the user does not find the right procurement source, the option to select “New Search” will route them back to the Contract Reporter home page.

24. CR Search Function – “Starts with”

25. CR Search Result – “Starts With”

26. CR Search Function – “Contains”
In the next two slides you will see utilizing the “Contains” function and typing “Books”, the result is a list of all current vendors with the word “Books” in their company name.
The user now has the ability to find a current vendor with knowing a small portion of the vendor name.
In the event the user does not find the right procurement source, the option to select “New Search” will route them back to the Contract Reporter home page

27. CR Search Function – “Contains”

28. CR Search Results – “Contains” (Results for this slide is just a small sample of the total number of vendors.)

29. CR- Quick Reference Guide
Quick Reference Guides were created to help the user understand the terms each vendor agreed to offer to the District. This terms can include pricing, shipping & handling, and any deviations that may impact price.
The guides aid you the user to help make an informed decision that will result in determining the best value for the District.
The guides will be updated for each renewal term.
Users can access the guides by selecting “Quick Reference Guide” in the lower right hand corner of each vendor description.

30. CR –Quick Reference Guide

31. CR-Quick Reference Guide

32. Purchasing (cont’d)
Ricoh Copiers (Equipment Leases / Maintenance Agreements)
Procurement Services pays for lease and maintenance for campus workroom copiers; Campus/department pays for other copiers (e.g. front office copiers)
Equipment Leases (non-workroom copiers) - Invoices paid annually in advance. Purchasing generates the Purchase Requisition on behalf of campus/dept.
Equipment Maintenance - Includes cost for printing (click charges), supplies, and support. Invoices paid quarterly in arrears for actual copies made. Purchasing processes invoices for payment and informs campus/dept. of charges incurred.
MyRicoh.com – May be used to report meter reads; order copier supplies; request service.
In-District Ricoh service technicians provide support and training

33. Contact Rhonda Mitchell (x6467) for assistance with copier matters
Purchasing (cont’d)
Ricoh cont.
Duplicator Service & Supply Requests
Sign-in into my.springisd.org 
Click on the Employee menu (bottom)
Click the Financial Services icon
Click the Procurement page (top of page)
Click on Ricoh Duplicator Service Request 
Contact Rhonda Mitchell (x6467) for assistance with copier matters

34. Contracts Phillip Ellison

35. Services Contract (for services only; not goods)
Contract documents
Purchase Order (P.O.)
Services Contract (for services only; not goods)
Supporting documents (e.g. Informal Bid Tabulation form; Vendor Quotes; Vendor Proposal; Sole Source documents; etc.)
NOTE: Acceptance of goods/services prior to establishing a fully executed contract and duly authorized P.O. is an “improper purchase”.

36. Generating a Spring ISD Services Contract
Access Services Contract (fillable template) – District web page> Departments>Procurement Services>Purchasing/Contracts > Forms (Contracts)
Fill in the required areas of the Services Contract*
Submit to vendor a copy of the Services Contract (in PDF format) for signature
Prepare the Signature Routing Form and submit three (3) copies of contract (along w/ 1 copy of supporting documents) through signature process
Generate a Purchase Requisition in eFinance and attach copy of fully executed (i.e. signed by District and vendor) contract and supporting documents
Submit to vendor one (1) copy of the fully executed contract for their record
*IMPORTANT! Information on contract must be detailed and comprehensive Who? What? Where? When? How? How Much?

37. Authorized Signatories / Purchasing Agents – Policy CH (LOCAL)
Board President
Superintendent of Schools
Chief Financial Officer
Purchasing Agents
Buyer II – PO’s under $10K
Purchasing Director – PO’s $10K and over
NOTE: Authorized signatories are the only individuals authorized to sign contracts and legally bind the District.

38. Exception to using Spring ISD Services Contract
Complex engagement requiring unique business, legal, or industry terms
AND
Contractor has an existing “boilerplate agreement” (standard written agreement)
EXAMPLES: Hotel agreements for District events, equipment rental agreements, senior class activities, trips, etc.

39. Criminal Background History Reviews
Required by Texas Education Code (TEC) Ch (per Senate Bill 9)
Contractors who will have “continuing duties” under a services contract AND “direct contact” with students
Contractors responsible for certifying review of criminal background history
Contractor staff not to provide service if they have been convicted of felony or misdemeanor offense per TEC Section (a)
“Continuing Duties” = Providing services in District grounds beyond 1 calendar day
“Direct Contact” = Any activity that may provide substantial opportunity for physical OR verbal interaction with students and is not supervised by a professional District employee

40. Geralyn Mosely & Brian Broussard
Solicitations / Bids
Geralyn Mosely & Brian Broussard

41. Requirements for Bids
Competitively Bid Contracts (Request for Proposals – RFP; Request for Qualifications – RFQ)
Required for goods/services with an annual aggregate spend $50K and over
Promotes equal opportunity/competition among vendors
Purpose is to award vendor contract(s) on basis of “best value”
3-month process - approx. (Generating specs. through contract award)
Contract Reporter database references vendors awarded Spring ISD contracts through bid process (“Contracted Vendors”). Just because they’re in eFinance does not mean they’re a contacted vendor.
Spring ISD contract # to be referenced on P.O.’s

42. Purchasing Cooperatives (“Co-ops”)
Interlocal agreements allowing schools/departments to engage with Co-op contracted vendors without requiring multiple quotes or competitive bid process
To obtain quote, contact the sales rep. referenced on the Co-op website for the given contract
Quote must reference the Co-op contract #
Co-ops Authorized by Spring ISD Board of Trustees:
- BuyBoard (TASB) - US Communities
- Choice Partners (HCDE) - HGAC
- State Contracts (TXMAS) - DIR
- E&I - NJPA
- TCPN (Region 4 ESC) - Region 11 ESC
- TPASS - CTPA

43. Vending Machine Contracts
Coke
Customer Service:
Machine Refills / Repair
Order Replenishment
Donations Request
General Questions
Account Manager:
John Caldwell
Office:
Sales Manager
Leza Narducci
Office:
Child Nutrition
Helen Brown

44. All forms related to Procurement Services can be found on their respective web pages
NEW WEBSITE! Procurement Services is diligently working at making all purchasing documents (forms, users guides, and training materials) available on the Procurement Services website. - CHECK US OUT and let us know what you think!

45. Thank You and Have a Great Year!
Strive for Excellence!