Guidelines

All purchases, leases, maintenance agreements, and contracts must comply with the following general requirements set by the Board in local policy [CH] “Purchasing and Acquisition”.
 

Purchasing Guidelines

All purchases, leases, maintenance agreements, and contracts must comply with the following general requirements set by the Board in local policy [CH] “Purchasing and Acquisition”.

To assist the campuses with the purchasing of food and incentives, we have established the following Purchasing Do's and Don'ts. (Click here).   Q & A  (Click Here).

Schools and departments are encouraged to use vendors currently under contract with the District for all procurements.  If the District does not have a current contract for the commodity or service needed, the following procedures apply.

For purchases of personal property or services totaling less than $50,000 in the aggregate for the fiscal year, schools and departments will be allowed to purchase using the Best Value criteria for the individual transaction, with the following guidelines:
 

Purchases - (Up to $500)

Purchases up to $500 may be made in the most expeditious manner possible in order to meet the needs of the schools and departments.  Although encouraged to utilize vendors within the system, new vendors may be entered as needed.

Principals and budget managers have the authorization to make spot purchases up to $500.  A spot purchase is a one-time purchase occasioned by a small requirement, an unusual circumstance, or to take advantage of a favorable market condition (ex: going out of business sale).  The spot purchases may be done with Petty Cash Checking or a “Non-Standard Purchase Order, PO20 Screen.” A tax exemption form must be presented to the vendor at the time of the purchase.  PISD does not reimburse for state sales tax.  These purchases are exempt from bid law.
 

Purchases Over $500

Items or services over $500 must be processed on a PISD Purchasing Requisition – RQ10, with few exceptions (see below).  If a bid number is entered on the RQ10, the order will be processed more quickly. Schools and departments must provide a written quotation for the requisition.  All should seek assistance from the Purchasing Department to obtain lists of interested vendors.  

Exceptions:

·       Travel reimbursements

·       Purchases made with Fund 865 Funds (Student Clubs)

·       Communities in Schools

·       Newspaper Subscriptions to the Houston Chronicle and other local newspapers

·       Newspaper legal notices

·       Admission Fees associated with Student Field Trips

·       Membership Fees to professional associations

·       Registrations

·       Professional Services; Over $50,000 requires Board approval.

·       Dell Equipment

·       Items or services for which prior written approval (email) to place the order without a requisition has been obtained from the purchasing director. 

Items or services that have been bid may be processed as a blanket order for the year rather than the user having to do several requisitions each time a need arises.  Please keep in mind purchasing is no longer increasing blanket purchase orders during the school year, unless the order is made out to an approved vendor for the commodity being ordered.  Once you use up your blanket order that was issued to an unapproved vendor,  you will have to issue a new requisition for another blanket purchase order if you still want to use that vendor.  Blanket orders are closed at the end of the school year.
 

Purchases $5,001 to $49,999

Purchases $5,001 to $49,999 require three written quotes.  The requisition will not be processed until written documentation of the quotes is provided.   Again, the Purchasing Department maintains lists of vendors who have expressed interest in doing business with the District.    All are recommended to seek assistance from the Purchasing Department in obtaining information on potential vendors.
 

Purchases over  $50,000

For any purchases over $50,000, the Purchasing Department should be contacted so that a formal competitive procedure can be followed in the procurement process.  The Purchasing Department will assist the campus or department in following the statute requirements for competitive procurements and in preparing the contract recommendations for Board consideration.  The Purchasing Department maintains lists of potential vendors for this purpose.   The Purchasing Department can assist the campus or department by identifying any potential problems or pitfalls that might occur with the procurement.   
 

Sole Source Purchases

1.     Provide the PISD form to the vendor so that the vendor can complete the form.

2.     Make sure that the authorized company official signs the form.

3.     Make sure the signature of the company official is notarized. 

4.     Submit the form to the PISD Purchasing Department prior to processing the Purchasing Requisition or the Non-Standard Purchase Order.  If the Purchasing Department approves the Sole Source Affidavit, a copy will be returned to you with the appropriate signature of approval.   If there are any problems with the affidavit, the Purchasing Department will contact you.

5.     Sole source purchases over $50,000 require Board approval.

6.     If you are processing a Purchasing Requisition – RQ10, the Purchasing Department will match up the Sole Source Affidavit to the Purchasing Requisition and process the order.

7.     If you are processing a Non-Standard Purchase Order, make sure to type in SOLE SOURCE on the requisition in the field that says Bid Number, attach a copy of the email approval from purchasing authorizing for you to pay for the SOLE SOURCE with Non-Standard Purchase Order, a copy of the approved Sole Source Affidavit, and submit for approval as required.

Please call the Purchasing Department for any questions.

The purchasing department will process requisitions within 24-48 hours from the time it shows up in the purchasing inbox, with the exception of peak periods. 

Purchasing will monitor cumulative purchases for the year by commodity category code to see when formal bids will have to be advertised and approved by the Board of Trustees.
 

See Additional Purchasing Requirements for Federal & ARRA Stimulus Purchases

ACCOUNTING CODES THAT REQUIRE ADDITIONAL SIGNATURES
 

Please adhere to the additional signature requirements listed below when requisitions are being processed.

Budget Manager must always approve their Responsibility Code.
 

1. If fund = 411 or if object = 6325, then route to Denise Gooden,  then to Purchasing.
    
2. If fund = 204, 211, 212, 255, 262, 263, 269, 279, 285 or if program code = 25, then route to Gloria Gallegos, then to Purchasing
    
3. If fund = 401, 404, then route to Karen Hickman, then to Purchasing. 
    
4. If fund = 224, 225, 283, 284 then route to Deena Hill, if total requisition is over $3,000 and if object = 6219, 6398, or 66XX then to Gloria Gallegos, then to Purchasing.
    
5.  If fund = 480, then route to Pat Brenneman, if total requisition is over $3,000 and if object = 6219, 6398, or 66XX then to schools’ Associate, then to Purchasing.

            (Fund 480 will have campus number as responsibility code)

FOODS FOR MEETINGS - PURCHASING PROCEDURE

·       Outside Food Caterer – Review the listing for district authorized caterers and eateries to get a bid number for your requisition.
Your requisition should contain the following information:

1. Who is the food for?  (District employees, non-employees, mixed group, etc.)

2. The location for the food to be set-up.

3. Number of people expected in attendance.

4. If the caterer of your choice is not on the list, e-mail Angela Eng prior to placing any orders to obtain authorization.

·       District Food Services - contact directly at 713-740-0097 to place your order.  Food Services can fax a menu to your location.  Food Service needs at least 24-hour notice before the event.

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Last modified: 11/09/2011