Transcript VENDOR BREAKFASTMay 1, 2015

VENDOR BREAKFAST
May 1, 2015
Christine Gerlach, Director Purchasing
Maria Ontiveros, Director Accounting
John Birkelbach, District Legal
Sloan Harris, Principal VLK, Architects
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Responsibility of Purchasing:
• To obtain: equipment, material, supplies and/or
services at the right:
–Quality
–Quantity
–Price
–Source
–Time
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Purchasing Process
• Solicitation is advertised, twice in El Paso Times.
• Pre-Solicitation meeting (if applicable).
• All vendor questions with answers are provided to
vendors at the same time.
• Vendor provides a proposal.
• Evaluation committee reviews and provides
recommendation.
• Administration or Board award.
• All awarded information is posted on website
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Website
www.YISD.net
SCROLL DOWN TO “FOR VENDORS”
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Submit Bids Electronically
• Purchasing has launched a new electronic
purchasing system: “E-Bid”.
• Vendors must register in the new E-Bid system to
be notified of Current Business Opportunities.
• Please check the commodity code(s) that is
applicable to your company
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Vendor Notification, for both:
• Competitive Solicitation Calendar Business
Opportunities, and
• NON - Competitive Solicitation Calendar Business
Opportunities.
– Vendor responsible for contact information
accuracy in E-Bid system.
– Advertise twice in El Paso Times.
– Bid posted on E-Bid site once available for
bidding.
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Vendor Notification
For Competitive Solicitation Calendar Business
Opportunities.
• Both E-Bid vendors and the 2006 – 2014 vendor
notification system will be notified of upcoming
open solicitations, one (1) month in advance.
• For the 2006 – 2014 vendor notification system,
this notification will stop February 2016.
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Vendor Notification
NON - Competitive Solicitation Calendar Business
Opportunities
• Vendors must check commodities in new E-Bid
system to receive notifications.
– Via email only
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Vendor Self Service (VSS)
• New Awarded Vendors will need to register, please
include remit address.
• Current awarded vendors can update company
information.
• Vendor will need internet access or visit
Purchasing Department at Sims Dr. in El Paso to
utilize a computer.
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Mandatory Forms, by law (5)
• W9, Request for tax payer identification number
and certification.
• Conflict of Interest & Felony Conviction Notification
• Criminal History Record, is required if: Vendors
that do business with the District have a possibility
of frequent contact with students, and the vendor
is unescorted by District employees, while on
District property.
• Debarment / Suspension Certification
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Vendor Proposals/Evaluation
• Vendor provides proposals.
• An evaluation committee is selected to
recommend a “responsible offeror whose
proposal is determined to be the best value to the
District”.
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Evaluation Committee Members
Are selected:
• relevance of their education/experience to the
subject matter of the solicitation,
• possibility of any conflicts of interest with respect
to the individual’s relationship to potential
vendor(s), and
• their ability to maintain total impartiality throughout
the selection process.
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Proposal Evaluation
• Taking into consideration the evaluation factors
set forth in the solicitation the evaluation
committee makes a recommendation of award or
no award.
• Evaluations are processed utilizing criteria per
either Education Code 44.031, Government Code
2254, or Government Code 2269.
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Awarded Contracts
• If Board awarded, will be posted seven (7)
consecutive days after award.
• If Administrative awarded, will be posted twenty
one (21) days after the “Closing”
• Goal, to provide information with easier access
to the vendor.
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Awarded Contracts
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Accounting Department
Contact Information
• Phone: 915-434-0251
• Fax: 915-435-9541
• Email: Accounting @yisd.net
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Invoice Requirements
• Vendors must have an approved Purchase Order
before providing any goods or services to the
District.
• The Purchase Order number must be referenced
on each invoice.
• The invoice must include the vendor name and
complete physical and/or remit address
• The invoice must match the Purchase Order.
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Invoice Requirements, Cont’d
• The invoice must be itemized.
• We prefer the invoice not be hand written, however if
it is, please make sure the invoice is legible and
calculated accurately.
• It is the responsibility of the vendor to make sure all
invoices are sent to the Accounts Payable
Department.
• An invoice is required in order for any payment to be
processed.
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Billing of Goods and Svcs
• All invoices need to be mailed to:
Ysleta ISD
Attn: Accounts Payable Department
9600 Sims Drive
El Paso, Texas 79925
– Faxed to: (915) 435-9541
– E-mail to: [email protected]
• An invoice is required in order for any payment to
be processed.
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Payment Information
• Vendor checks are processed once a week.
Check runs are scheduled on Wednesdays and
ALL checks are mailed on Thursdays, with the
exception of District closures.
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Reasons for Payment Delays
• Vendor name on Invoice does not match name on
Purchase Order.
• The invoice exceeds the approved amount on the
PO- and change orders must go thru approval
process.
• Accounts Payable did not get an invoice.
• Sign off is done by the project manager to ensure
percent completion was verified.
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