1. PROCUREMENT DEPARTMENT
PROCUREMENT TRAINING

2. 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 ed

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

4. 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”

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

8. 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

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

10. 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

11. 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

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

13. 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

14. 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

15. 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 

16. 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!

17. 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

18. 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

19. 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

20. Feedback & Questions