Transcript DO AND DON’T ON PURCHASING September 2013

DO AND DON’T
OF PURCHASING
September 2013-August 2014
Felix Lopez, Purchasing Agent, Ext: 4553
Edward Romero, Buyer Ext: 4589
Amelia Mendoza, Purchasing Clerk Ext: 7089
Rachel Morales, Purchasing Clerk Ext: 7022
TODAYS DISCUSSION TOPICS
Introduction - Felix Lopez
Sign in Sheet
Silence Cell Phones
Restrooms are down the hall then take a right, first door on the right
Purpose of Training – Felix
Do’s and Don’ts of Purchasing - Rachel and Amelia
Purchasing Methods-Felix
Contracts and Statement of Work (SOW) – Edward
Travel and Documentation - Edward
Complete the Survey Sheet - Felix Lopez
2
• One thing to remember is that you always need
to get an approved Purchase Order before you
buy anything.
• Purchases without an approved Purchase Order
are not allowed
• The District has the option of not paying for
materials and supplies if a Purchase Order was
not approved
• The District does not allow on-line purchases of
any kind
• If you are buying supplies and materials that
cost less then $5,000 dollars then no quotes
are needed
• If you are buying items that cost more than
$5,000 dollars you are required to get 3
vendor quotes.
• Make sure the items being bid are the exact
same size, quality, and quantity.
• The exception to this is if you are buying from a vendor
that is listed as a member of a Co-operative.
(Also referred to as an Approved Vendor)
• Examples of Co-ops are Buy Board, TxMAS, TCPN,
Region 20, US Communities. A complete listing of Coops is on the Purchasing website.
• If the vendor is a member of a Co-operative then no
quotes are required
• If the amount being purchased exceeds $50,000 dollars
then Board approval is required before the purchases is
made.
• A Sole Source Letter is a Purchasing method that can
by used to buy goods and services without quotes.
• It can only by used if the product you are buying has a
copyright, patent or is not made by any other company.
• A Sole Source Letter must:
Be on company letterhead
Have a current date
Must be signed by a person in the organization
The Sole Source Letter is good for only 1 year
Open PO’s
• Open PO’s are Purchase Orders that extend
longer than one month. Open PO’s are no longer
allowed. The only four department allowed to do
open PO’s are:
• Food Service
• Maintenance
• Transportation
• Athletics
All other departments can do PO’s but only for the
month that they are needed.
Things to Remember
• A W-9 Form is required for all new Vendors. We use the W9 to set up Vendors on our Vendor Master File.
• Edward Romero has responsibility for inputting W-9 Forms
Office Supplies and Small Office Equipment
• Do not combine office supplies with items that need to be
tagged by inventory on the same requisition coded 6395.
• Chairs, filing cabinets, desk and other small equipment
need to be on a separate requisition.
• These small equipment requisitions will be shipped to our
receiving department for inventory tagging.
• There is a distinct difference between a Requisition number
and a Purchase Order number.
• A Requisition number is a 6 digit number that begins with a
0 and 5 (Ex: 050200).
• This number is assigned when you click on submit in TxEIS.
• A requisition has not been approved by the Administration.
• A Purchase Order number is also a 6 digit number
beginning with a 1 an 8 (Ex: 184985) and it is assigned after
has gone through the approval process
• If asking us to research a requisition always give us the
requisition number. The number is how we locate it in
TXEIS