SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

Rockwall Independent School District (RISD) Purchasing ManualTABLE OF CONTENTSTABLE OF CONTENTSi-iiiRISD Calendar………………………………………………………………………………………... 1Organizational Chart…………………………………………………………………………………. 2Purchasing Organizational Chart…………………………………………………………………… 3Mission/Belief Statement……………….……………………………………………….................... 4SECTION 1Mission/Belief Statement……………….……………………………………………….................... 5SECTION 2 7Statutes, Regulations, and Board Policy Application to Purchasing….…………….................... 7SECTION 3 9Purchasing Authority……………………………………………………….………………………… 9SECTION 4 11Purchasing Ethics…………………………………………….…………….………………………… 11SECTION 5 15Control Environment…………………………………………….………….………………………... 15Risk Management………………………………………………………………………………….. 16Responsibilities…………………………………………….….……………………………………. 17SECTION 6 19Competitive Procurement……………………………………………....….………………………… 19Decentralized Purchasing Function……………………………..………………………………... 19Decentralized Decision Making…………….……………………………………………………... 19Purchases over $50,000….………………………………………………………………………... 20Exceptions to Competitive Bidding-Texas Education Code 44.031 (a) and (b)…………….... 20Professional and Consulting Services………..…………………………………………………... 20Emergency Procurement…………………..…..………………………………………………….. 21Sole Source Procurements………………...…..………………………………...………………... 21Advertisement………………………………………….…………………………..……………….. 23Competitive Bidding Defined……………………………………………………..……………….. 23Purpose and Intent for Competitive Bidding……………………………………..…………….… 23Bid Document Elements……………………………………………………………..…………….. 23Competitive Proposals Defined…………………………………………………………………… 24The Request for Proposals and Competitive Sealed Proposals….…………………………… 25Competitive Sealed Proposals……………………….……………………………………………. 25Competitive Sealed Proposals Document Elements…....……………………………………… 25Vendor Award Criteria…………………………….……..……………………………….………… 26Negotiation………………………………………….……….………………………………………. 26Components of the Request for Proposals, Request for Qualifications or Information…….. 27Proposal Document Elements……………………..……………………………………………… 27Evaluative Criteria and Relative Weights for Proposals and Competitive Sealed Proposals 28Cooperative Purchasing Groups-Interlocal Agreements………..……………………………… 28Methods Regarding Facilities Construction……………………………………………………… 28iPage

Rockwall Independent School District (RISD) Purchasing ManualThe Formation of a Political Subdivision Corporation…………………………………….......... 29Model for the Competitive Procurement Process……………………………………………….. 29SECTION 7 33Vendor Relations………………….………………………………………………………………….. 33Approved Vendor List…………..……………………………………………………………….….. 33Vendor Bid List………...............………………………………………….......................................... 33New Vendor Request…………..……………………………………………………………….….. 33Vendor Performance Evaluation………………………………………………………………….. 34Vendors on Campuses…………………………………………………………………………….. 34Gifts from Vendors………………………………………………………………………………….. 35SECTION 8 37Purchasing Procedures………………………………………………………………....................... 37Campus Expenditure Guidelines…………………………......................................................….. 41Travel Expense Reimbursement…………….……......………………………………………….. 42Campus Activity Fund Guidelines………………………...………...…………………………….. 44Receiving……………………………………………..........………………………………………... 45Purchasing Department Responsibilities…………………………….....……………………….. 45Types of Purchase Orders……………………….........…………………………………………... 46Emergency Purchases…………………………………………………………………………….. 47SECTION 9 49Delivery and Receipt….………………………………………………………………....................... 49Receiving Procedures………….…………………………..................................................….… 49F.O.B. Destination…………………………….……......…………………………………………... 50F.O.B. Origin…………………………………….......…….……......………………………………. 51Inspection Procedures……………………………………………………………………………... 51Resolving Discrepancies…………………………………………………………………………... 52SECTION 10 53Board of Trustees Approval……………………….…………………………………........................ 53Categories for Board Approval…………...…….…………..................................................….. 53Purchases over $50,000…………….……….….…......………………………………………….. 53Purchases under $50,000…………………………………………………………………………. 53Cut-Off Dates……………………………………………………….……………………………….. 53SECTION 11 55Warehouse Overview……………………………….…………………………………..................... 55Warehouse Procedures……....………………….…………………………………...................... 55SECTION 12 61Textbooks Overview..……………………………….…………………………………..................... 61Textbook Calendar....………….………………….…………………………………........................ 63APPENDIX A 65Purchasing Department Contacts…...…………….………….………………………...................... 65APPENDIX B 67Forms.……………………....................…………….…………………………………..................... 67APPENDIX C 69Current Proposals…………….……………....................…………….………………………….......... 6975ii

Rockwall Independent School District (RISD) Purchasing ManualAPPENDIX DPurchasing Cooperatives…….……………....................…………….…………………………..... 75BuyBoard (TASB)……..……….………………….…………………………………..................... 75The Cooperative Purchasing Network (TCPN) 75Educational Purchasing Cooperative of North Texas (EPCNT)……………………………..... 76Region 10 Educational Service Center Purchasing Consortium…….…………...................... 76Tips-USA (Educational Service Center 8)……….......................…….…………...................... 77U.S. Communities………………………………………………………...…………...................... 77Houston-Galveston Area Council (HGAC)……………………………...………….................... 77Harris County Department of Education (Choice Facility Partners)...…………...................... 78Statewide Purchasing Operations………..................………………...…………...................... 79Texas Procurement and Support Services (TPASS)………………...…………...................... 79TXMAS Program……………………………….……………………...…………......................... 79Department of Information Resources (DIR)……….………………...…………....................... 80APPENDIX E 81How to Enter Purchase Requisitions, Payment Authorizations & Warehouse Requisitions…. 81APPENDIX F 125Textbook Procedures Manual for Principals, Asst. Principals and Campus Txtbk Coor……… 125APPENDIX G 145Approved Vendors List………………………………………………………………………..……… 145APPENDIX H 167Glossary of Terms……………………………………………………………………………..……… 167iii

Rockwall Independent School District (RISD) Purchasing Manualiv

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Rockwall Independent School District (RISD) Purchasing ManualRockwall ISD Organizational Chart- 2 -

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Rockwall Independent School District (RISD) Purchasing ManualMission StatementSECTION 1MISSION STATEMENT &CORE BELIEF STATEMENTSTo support the Rockwall Independent School District and its Core Beliefs by acquiring neededresources through prudent purchasing practices and excellent customer service.Core BeliefsStudents are the center of all decisions.Purchasing will provide quality products, services, and materials needed to meetthe unique needs of our students.Purchasing will design competitive bids / proposals that will allow for multipleawards to give teachers and administrators adequate resources to meetinstructional needs.High expectations lead to high levels of success.Purchasing will work to assure that products, services, and materials acquired bythe district are purchased at the best value, in accordance with relevant statuesand policies.Purchasing will work to improve processes and implement the best purchasingpractices.Success is dependent on the strength of our relationships.Purchasing will promote and apply ethical business practices.Purchasing will foster good vendor relations and a strong competitiveenvironment.Sustained success comes from shared leadership and continuous improvement.Purchasing will assist in the prudent use of District resources through theefficient use of competitive bids / proposals, and the purchase order process.Purchasing will educate and train District personnel.Families and the community participate as partners.Purchasing will keep the community informed by advertising upcoming bids /proposals in the local paper and posting them on the district‘s website.-5-- 5 -


Rockwall Independent School District (RISD) Purchasing ManualSECTION 2STATUTES, REGULATIONS, AND BOARD POLICYAPPLICABLE TO PURCHASINGThe Texas School Law Bulletin (Primarily sections 44.031 through 44.032). An electronicversion of the Texas State Education Code can be obtained at the following website address:http://www.statutes.legis.state.tx.usThe Texas Education Agency (TEA) Financial Accountability System Resource GuidePurchasing Module. The TEA Resource Guide can be accessed at the following websiteaddress: http://www.tea.state.tx.us/school.finance/audit/resguide9/purchase/.Rockwall Independent School District‘s Board Policy (Sections CH…). The RISD BoardPolicy can be accessed at the following website address:http://www.rockwallisd.com/ABOUTRISD/districtpolicies.asp- 7 --7-


Rockwall Independent School District (RISD) Purchasing ManualSECTION 3PURCHASING AUTHORITYUnder the Texas Education Code § 44.0312 (a), the board of trustees of the District may, asappropriate, delegate its authority under this subchapter regarding an action authorized orrequired by this subchapter to be taken by a school District to a designated person,representative, or committee.1. The following persons have been delegated authority to act as agents for RISD incarrying out the purchasing activities of the District:a. Chief Financial Officerb. Director of Purchasingc. Purchasing Specialist2. Budget owners (principals, department heads, etc.) have the authority to initiate andapprove purchase requisitions within their authorized budget.3. Every employee involved in procuring goods or services for the District is responsiblefor earnestly working to attain the District‘s procurement goals and objectives (SeeSection 1).Under Board policy CH (Local) the procurement function is assigned to the Superintendent ordesignee with the authority to make budgeted purchases for goods or services.The purchasing department shall supervise the purchase of all materials, supplies, equipment,and services for the District.The purchasing department shall develop appropriate procedures to assure:That purchases are made in accordance with appropriate statues, regulations, andBoard policy.The existence of a list of approved vendors who have a record of good products,services, and prices.-9-- 9 -

Rockwall Independent School District (RISD) Purchasing ManualEffective advertising for the procurement of products and services and for the sale ofused, obsolete, and surplus materials, supplies, and equipment.The existence of a current specification file and expertise in developing meaningfulproduct and service specifications.Under Board policy CH (Local) Responsibility for Debts, the Board shall assume responsibilityfor debts incurred in the name of the District so long as those debts are for purchases made inaccordance with adopted Board policy and current administrative procedures. The Board shallnot be responsible for debts incurred by persons or organizations not directly under Boardcontrol; persons making unauthorized purchases shall assume full responsibility for all suchdebts.All purchase commitments shall be made by the Superintendent or designee on a properly drawnand issued purchase order, in accordance with administrative procedures.District employees shall not be permitted to purchase supplies or equipment for personal usethrough the district‘s business office.- 10 -

Rockwall Independent School District (RISD) Purchasing ManualSECTION 4PURCHASING ETHICSPublic purchasing and the expenditure of public funds require that ethical standards beincorporated into every aspect of the District‘s purchasing functions. Purchasing personnel andschool District employees face the difficult task of developing good vendor relations andencouraging vendor competition while avoiding even the appearance of favoritism or otherethical misconduct. In an effort to get the job done successfully and on time, one may betempted to circumvent policies, procedures, and laws, or make their own liberal "legal"interpretations of existing policies. Such activity, although well intentioned, will cause ethicalproblems.In addition to the information provided in this section, please read the following Board Policyand Administrative Regulation:Board policy DH (Legal/Local), Employee Standards of Conduct. This policy resideson the District‘s web site.The Texas Education Agency (TEA), Financial Accountability System Resource Guide –General Ethical Standards and other documents, prescribes common standards of ethicsgoverning the conduct of employees involved in the purchasing function, which areincorporated in the procedures prescribed below.Sequential Purchases – District employees shall not make purchases, over a period, of itemsthat in normal purchasing practices would be made in one purchase.Component Purchases – District employees shall not make purchases of the component partsof an item that in normal purchasing practices would be made in one purchase.Separate Purchases – District employees shall not make purchases separately in order tocircumvent board approval of items that in normal purchasing practices would be made in onepurchase.Conflict of Interest – In accordance with Board Policy DBD (LEGAL), an employee whoexercises discretion in connection with contracts, purchases, payments, claims, or otherpecuniary transactions shall not solicit, accept, or agree to accept any benefit from a person theemployee knows is interested in or likely to become interested in any such transactions of theDistrict. Penal Code 36.08(d). A conflict of interest is defined as any circumstance that couldcast doubt on an employee‘s ability to act with total objectivity with regard to the District‘sinterest.-11-- 11 -

Rockwall Independent School District (RISD) Purchasing ManualGifts - District employees shall not solicit, accept, or agree to accept any gifts or benefits from aperson conducting or intending to conduct business with the District. Note: The prohibition ofaccepting gifts does not apply to accepting an unsolicited item with a value of less than $50,excluding cash or a negotiable instrument (Penal Code 36.10).Financial Interest - District employees shall not participate directly or indirectly in procurementwhen the employee or the employee‘s family member has a financial interest pertaining to theprocurement.Personal Use - District employees shall not make any commitment to acquire goods or servicesin the name of the District for personal use or ownership.Equal Consideration - District employees shall grant all competitive suppliers equalconsideration insofar as state or federal laws and District policy permit. This is especiallyimportant when evaluating bids and proposals.Under Texas Education Code § 44.032:(b) An officer, employee, or agent of a school district commits an offense if the person withcriminal negligence makes or authorizes separate, sequential, or component purchases to avoidthe requirements of Section 44.031(a) or (b). An offense under this subsection is a Class Bmisdemeanor and is an offense involving moral turpitude.(c) An officer, employee, or agent of a school district commits an offense if the person withcriminal negligence violates Section 44.031(a) or (b) other than by conduct described bySubsection (b). An offense under this subsection is a Class B misdemeanor and is an offenseinvolving moral turpitude.(d) An officer or employee of a school district commits an offense if the officer or employeeknowingly violates Section 44.031, other than by conduct described by Subsection (b) or (c). Anoffense under this subsection is a Class C misdemeanor.(e) The final conviction of a person other than a trustee of a school district for an offense underSubsection (b) or (c) results in the immediate removal from office or employment of that person.A trustee who is convicted of an offense under this section is considered to have committedofficial misconduct for purposes of Chapter 87, Local Government Code, and is subject toremoval as provided by that chapter and Section 24, Article V, Texas Constitution. For fouryears after the date of the final conviction, the removed person is ineligible to be a candidate foror to be appointed or elected to a public office in this state, is ineligible to be employed by or actas an agent for the state or a political subdivision of the state, and is ineligible to receive anycompensation through a contract with the state or a political subdivision of the state. Thissubsection does not prohibit the payment of retirement benefits to the removed person or thepayment of workers' compensation benefits to the removed person for an injury that occurredbefore the commission of the offense for which the person was removed. This subsection does- 12 -

Rockwall Independent School District (RISD) Purchasing Manualnot make a person ineligible for an office for which the federal or state constitution prescribesexclusive eligibility requirements.(f) A court may enjoin performance of a contract made in violation of this subchapter. A countyattorney, a district attorney, a criminal district attorney, a citizen of the county in which theschool district is located, or any interested party may bring an action for an injunction. A partywho prevails in an action brought under this subsection is entitled to reasonable attorney's fees asapproved by the court.- 13 -


Rockwall Independent School District (RISD) Purchasing ManualSECTION 5CONTROL ENVIRONMENTTexas Education Agency guidance states that ―A district needs a strong control environmentin which to perform the purchasing function‖. Three activities govern a strong andsuccessful control environment:1. A comprehensive purchasing manual.2. Monitoring purchasing activities by all employees involved with the procurement ofgoods and services.3. Training personnel on purchasing procedures.The purchasing manual is a primary tool for establishing a strong control environmentand must be adhered to by employees of the District. The purchasing manual provideswritten procedures designed to detect and prevent the circumvention of statutes, regulations,and board policy applicable to purchasing.If a situation occurs which is not addressed in the purchasing manual, it should be broughtto the attention of the purchasing department to determine the proper course of action. If itis likely that this situation will reoccur, the proper procedures will be included in a revisionto the purchasing manual.In addition to the purchasing manual, the following activities enhance the controlenvironment and require monitoring by those involved in procuring goods and services:Approval of purchase requisitions at the campus and departmental levels. Thecampus principal or department head should review for need and must approvepurchase requisitions before they are submitted to the centralized purchasingdepartment for processing.Approval of purchase orders. The purchasing director and or other designatedofficial should review requisitions for compliance before approving purchase ordersfor issuance to vendors.Supervision of purchasing process. Vigilance in the supervision of the entirepurchasing function on a daily basis is essential.Segregation of duties among purchasing and accounting personnel. ThePurchasing and Accounting Directors, along with the Chief Finance Officer, andultimately the Superintendent are responsible to ensure that duties among purchasingand accounting --15--

Rockwall Independent School District (RISD) Purchasing Manualpersonnel are properly segregated (to the degree possible) to provide a checks-andbalancesenvironment.Maintenance of purchasing files and records. The purchasing staff should be trainedand supervised so that purchasing files and records are complete and maintained in anorderly fashion for the period required by law.Verification of merchandise. The requesting campus or department is responsible forensuring that the deliveries are in agreement with its original purchase order. Receivingpersonnel should be trained and monitored to ensure that the proper procedures arefollowed with incoming merchandise (i.e., the counting and inspection of merchandisereceived, and the completion of receiving reports).Verification of invoices with purchase orders and receiving information. Althoughreceiving personnel are responsible for the initial verification, accounts payablepersonnel verify that the invoice, the purchase order, and the receiving informationmatch before presenting the invoice for payment.Training of district personnel. Formal training is conducted annually normally at thebeginning of the school year. However, training is conducted throughout the school yearthrough revisions to the purchasing manual and emails to a purchasing news group.Risk ManagementThere are numerous risks factors associated with the procurement of goods and services. A fewexamples would include:Violating statues and regulations governing appropriate procurement methods.Failing to comply with Board policies.Initiating purchases without Board approval or an approved purchase order.Abusing purchasing authority and committing fraud.In order to maintain a strong control environment for the procurement function, thefollowing responsibilities and actions shall be taken in order to minimize risk.- 16 -

Rockwall Independent School District (RISD) Purchasing ManualResponsibilitiesChief Financial OfficerShall establish and maintain a reliable and financially accountable control environmentfor procuring goods and services.Purchasing DirectorShall assign responsibilities and establish procedures within the Purchasing Departmentfor monitoring procurements in order to comply with the statutory requirements andBoard policies.Shall continually monitor the District‘s procurement activities, assess risks, and improvethe procurement control activities.Purchasing Director/Purchasing SpecialistShall be the only authorized personnel who contact vendors to make purchasecommitments and issue purchase orders. If a school or department must contact avendor to obtain information to prepare a purchase order, it should be explained to thevendor that the request for information does not represent a commitment to purchase.Assigned Budget OwnersShall plan purchases for each budget year in order to maximize opportunities to usecompetitive procurement options.Shall make sure purchases under $10,000 are procured according to district procedure(see decentralized purchasing function.)Shall coordinate purchases valued at $10,000 or more with the Purchasing Departmentfor competitive procurement and to select the best method of procurement that will meetthe needs of the District.Shall process all requests for procurements that costs or aggregate to a cost of $50,000 ormore through the Purchasing Department for competitive procurement and Boardapproval.Shall only initiate and approve procurements that are within approved budget authority.- 17 -


Rockwall Independent School District (RISD) Purchasing ManualSECTION 6COMPETITIVE PROCUREMENTDecentralized Purchasing FunctionRISD utilizes decentralized purchasing. Our definition of decentralized purchasing is toidentify needed commodities (like athletic equipment and supplies, instructional items, etc.)needed by the schools/departments and executing bids/proposals (typically catalog typeproposals) that will make acquiring needed items convenient for the schools and departments.Qualified vendors from the competitive bids/proposals are recommended to the Board forawards of ―as needed‖ contracts. Vendors awarded ―as needed‖ contracts are identified as―Approved Vendors‖ with the District.The purchasing process from approved vendors consists of the following controls:Have available budgeted funds.Receive approval from supervisor.Obtain quotes as follows:‣ Purchase under $2,500 may be made from any district approved vendor.‣ Purchase >$2,500 but $5,000 but

Rockwall Independent School District (RISD) Purchasing ManualPurchases over $50,000Under Texas Education Code 44.031 (a);(b), all contracts, except contracts for the purchase ofproduce or vehicle fuel, valued at $50,000 or more in the aggregate, for each 12-month periodshall be made by the method, of the following methods, that provides the best value for thedistrict. Additionally, purchases that costs or aggregates to a cost of $50,000 or more requireBoard approval before a transaction may take place.1. Competitive bidding;2. Competitive sealed proposals;3. A request for proposals, for services other than construction services;4. An interlocal contract;5. A design-build contract;6. A contract to construct, rehabilitate, alter, or repair facilities that involves using aconstruction manager;7. A job order contract for the minor construction, repair, rehabilitation, or alteration of afacility;8. The reverse auction procedure as defined by Section 2155.062 (d), Government Code.9. The formation of a political subdivision corporation under Section 304.001, LocalGovernment Code.Exceptions to Competitive Bidding - Texas Education Code 44.031(a) and (b)Professional and Consulting ServicesUnder Texas Education Code 44.031 (f), this section does not apply to a contract for professionalservices rendered, including services of an architect, attorney, or fiscal agent. A school districtmay, at its option, contract for professional services rendered by a financial consultant or atechnology consultant in the manner provided by Section 2254.003, Government Code, in lieu ofthe methods provided by this section. NOTE: federally funded professional service contractsmust be let on a competitive basis.- 20 -

Rockwall Independent School District (RISD) Purchasing ManualCompetitive bids shall not be solicited for professional services of any licensed or registered:certified public accountant,architect,landscape architect,land surveyor,physician,optometrist,professional engineer,state-certified or state-licensed real estate appraiser,or registered nurse.Contracts for these professional services shall be made on the basis of demonstrated competenceand qualifications to perform the services and for a fair and reasonable price. Government Code2254.002, 2254.003(a).Emergency ProcurementsUnder Texas Education Code 44.031 text of subsec. (h) as amended by Acts 1999, 76th Leg., ch.922, if school equipment, a school facility, or a portion of a school facility is destroyed, severelydamaged, or experiences a major unforeseen operational or structural failure, and the board oftrustees determines that the delay posed by the contract methods required by this section wouldprevent or substantially impair the conduct of classes or other essential school activities, thencontracts for the replacement or repair of the equipment, school facility, or portion of the schoolfacility may be made by a method other than the methods required by this section.Under Texas Education Code 44.031 text of subsec. (h) as amended by Acts 1999, 76th Leg., ch.1225, If school equipment or a part of a school facility or personal property is destroyed orseverely damaged or, as a result of an unforeseen catastrophe or emergency, undergoes majoroperational or structural failure, and the board of trustees determines that the delay posed by themethods provided for in this section would prevent or substantially impair the conduct of classesor other essential school activities, then contracts for the replacement or repair of the equipmentor the part of the school facility may be made by methods other than those required by thissection.Sole Source ProcurementsUnder Texas Education Code 44.031 (j), without complying with Subsection (a), a school districtmay purchase an item that is available from only one source, including;1. An item for which competition is precluded because of the existence of a patent, copyright,secret process, or monopoly;2. A film, manuscript, or book;- 21 -

Rockwall Independent School District (RISD) Purchasing Manual3. A utility service, including electricity, gas, or water, and4. A captive replacement part or component for equipment.Note: Sole source does not apply to mainframe data-processing equipment and peripheralattachments with a single item purchase price in excess of $15,000.It is incumbent upon the district to obtain and retain documentation from the vendorwhich clearly delineates the reasons which qualify the purchase to be made on a sole sourcebasis.- 22 -

Rockwall Independent School District (RISD) Purchasing ManualAdvertisementUnder Texas Education Code 44.031 (g), notice of the time by when and place where the bids orproposals, or the responses to a request for qualifications, will be received and opened shall bepublished in the county in which the district‘s central administrative office is located, once aweek for at least two weeks before the deadline for receiving bids, proposals, or responses to arequest for qualifications. Additionally, RISD utilizes the World Wide Web to advertisebid/proposal opportunities and increase its competitive environment. Our website address ishttp://www.rockwallisd.com/Departments/Finance/Purchasing.aspx.Competitive Bidding DefinedCompetitive bidding is a formal process consisting of procedures that may also be referred to ascompetitive sealed bidding, or more simply as sealed bidding or formal bidding. Competitivebidding is the preferred method of procurement.The request for bids contains the purchase description or specifications covering the item(s),work and/or services needed, the terms and conditions for the proposed bid contract, the time andplace for opening bids and other provisions, as necessary. The advertisement for bids; anddescription in the request for bids of item(s), work and/or services needed, and specific terms andconditions must be done in a manner that accomplishes the primary purposes of competitivebidding - stimulate competition and obtain the lowest practical price for the work, service and/oritem(s) needed.Purpose and Intent for Competitive BiddingThe purpose and intent of competitive bidding is to help public schools secure the best work andmaterials at the lowest practical prices by stimulating competition. If a district advertisespurchasing needs relating to large expenditures, purchasing in large quantities will probablyresult in lower costs either per unit item or in the aggregate.Bid Document ElementsThe following items are necessary in the preparation of a bid document and in requesting bids.Note: It is important to note that each element must be appropriately structured to suit the itemsor services bid.Newspaper AdvertisementNotice to BiddersInstructions to VendorsGeneral Conditions- 23 -

Rockwall Independent School District (RISD) Purchasing ManualResponsibilities of OwnersSpecifications including Evaluative Criteria and Relative WeightsOffer FormFelony Conviction NoticeConflict of Interest QuestionnaireCertification FormCompetitive Proposals DefinedCompetitive proposal procedures provide for full competition among proposals. The proceduresallow for negotiation with the proposer or proposers to obtain the best services at the best price.During the evaluation process prior to award of a contract, the negotiation process allowsmodification and alteration of both the content of the proposals and price. (Note: Thecompetitive bidding process requires that bids be evaluated and awards be made solely upon bidspecifications, terms and conditions contained in the request for bids document, and accordingto the bid prices offered by vendors and pertinent factors that may affect contract performance;no substantive changes are permitted to the bid terms, conditions and specifications).Professional and nonprofessional service contracts involving federal funds are required to be leton a competitive basis, under 34 CFR Section 80.36 (Code of Federal Regulations). Competitiveprocurement procedures, Section 44.031(a) (2)-(8), TEC, are for certain procurement situationsas an alternative to competitive bidding procedures. Chapter 2254, Government Code, prohibitscompetitive bidding for certain types of professional services, including engineering,architectural, accounting and certain other services; and requires a two-step procedure, as definedin Chapter 2254, Government Code, for the procurement of architectural and engineeringservices. Competitive proposal procedures are recommended, where other procurementprocedures are not required according to state or federal rules, laws or regulations, to stimulatecompetitive prices for services.In connection with certain professional service contracts, specifically architectural orengineering, Chapter 2254, Government Code, requires a two-step negotiation process. The twostepprocess only allows negotiation of price after an initial selection based upon demonstratedcompetence and qualifications of the person/firm.- 24 -

Rockwall Independent School District (RISD) Purchasing ManualThe Request for Proposals and Competitive Sealed ProposalsCompetitive Sealed Proposal must be used for award of a construction contractNewspaper Advertisement is identical to competitive biddingNotice to Proposers is identical to competitive biddingImpartiality and equal access and opportunity is identical to competitive biddingBelow is an example of a RFCSP process. It may also be used for a RFP, with appropriatemodifications made to accommodate the less structured requirements of that method.Competitive Sealed ProposalsThe use of a RFCSP shall be determined by a responsible purchasing authority who determinesthat the use of competitive sealed bidding is either not practicable or not advantageous to thedistrict (for construction services use of this method must be determined by the board of trusteesbefore the advertisement for proposals).Terms and conditions are identical as those for competitive bidding except any reference to bidsor proposers should be changed or interpreted as offers or offerors. Additionally, anythingaddressing the finality of the offer needs to be disregarded because proposals are negotiable.Competitive Sealed Proposals Document ElementsThe following items are necessary in the preparation of a proposal document and in requestingproposals. Note: It is important to note that each element must be appropriately structured tosuit the items or services bid.Newspaper AdvertisementNotice to ProposersInstructions to OfferorsGeneral ConditionsResponsibilities of OwnersSpecifications including Evaluative Criteria and Relative WeightsOffer Form- 25 -

Rockwall Independent School District (RISD) Purchasing ManualFelony Conviction NoticeConflict of Interest QuestionnaireCertification FormVendor Award CriteriaUnder Texas Education Code 44.031 (b), except as provided by this subchapter, in determiningto whom to award a contract, the district may consider:1. The purchase price;2. The reputation of the vendor and of the vendor‘s goods or services;3. The quality of the vendor‘s goods or services;4. The extent to which the goods or services meet the district‘s needs;5. The vendor‘s past relationship with the district;6. The impact on the ability of the district to comply with laws and rules relating tohistorically underutilized businesses;7. The total long-term cost to the district to acquire the vendor‘s goods or services; and8. Any other relevant factor specifically listed in the request for bids or proposals. Factorsthat the district may consider under this criteria would include:NegotiationVendor response timeCompatibility of goods/products purchased with those already in use by the district.Negotiation is the most difficult part of the Request for Competitive Sealed Proposal/Proposalprocess, and the most difficult to control. From the beginning of the process through contractaward, it must be made clear to vendors and using departments/campuses that designatedperson(s) may do the negotiation for the district.Negotiation is subject to the same guidelines as any purchasing action: impartiality and equalopportunity to compete.- 26 -

Rockwall Independent School District (RISD) Purchasing ManualAs in any purchasing action, record keeping is vital, and accurate records of conversations mustbe kept in order to prove fairness throughout the negotiating process.Special requirements apply in connection with negotiating a contract for construction services.Effective September 1, 1999, in connection with any contract for construction services for whichrequest for proposals or qualifications are published or distributed on or after that date, it isimportant to note that offerors must be notified in writing when negotiations are terminated inorder to initiate negotiations with the next best ranked offeror.Components of the Request for Qualifications or InformationNoticeIntroduction / ProcessSpecificationsIdentical to Competitive Bidding/Sealed Proposal.This includes a description of the item or serviceto be purchased.Can be identical to the competitive bids, but may besubject to negotiations.Proposal Document ElementsThis section includes a brief explanation of each element contained in a proposal document. Thefollowing items are necessary in the preparation of a request for proposal.Note: It is important to note that each element must be appropriately structured to suit theproposed items or services and to identify acceptable ways to customize request for proposaldocuments. Districts are encouraged to obtain example documents from other districts.Newspaper AdvertisementNotice to ProposersIntroduction / ProcessStandard Terms and ConditionsSpecifications (may include)o Scope and Intento Definitions and Applicable Documentso Requirements - tend to be more open ended than competitive bido Quality Assurance- 27 -

Rockwall Independent School District (RISD) Purchasing ManualOffer Form/Response SheetFelony Conviction NoticeConflict of Interest QuestionnaireCertification FormEvaluative Criteria and Relative Weights for Proposals and CompetitiveSealed Proposals (mandatory for construction services):The evaluative criteria and relative weights are as follows:1. Price (x%);2. Qualification and reputation of proposer (x%);3. Quality of the vendor's proposal (x%);4. Technical aspects of goods and services in the vendor's proposal (x%); and5. Other relevant factor specifically listed in the request for proposals (x%).Cooperative Purchasing Groups - Interlocal AgreementsA centralized purchasing function can also be performed on a regional level through acooperative/interlocal agreement among districts or the regional education service center. Costsavings through a regional centralized purchasing function are achieved through both discountedprices and administrative cost savings to individual districts. If the district participates in acooperative purchasing program, it satisfies any law requiring it to seek competitive bids. LocalGovernment code 271.102; Atty Gen. Op. JC-37 (1999)The Rockwall ISD utilizes several cooperative/interlocal agreements. See Appendix D.Methods Regarding Facilities ConstructionRegarding construction of school facilities, see Board Policy CV generally; CVA for competitivebidding; CVB for competitive sealed proposals; CVC for design/build contracts; CVD, CVE forcontracts using a construction manager; and CVF for job order contracts for minorrepairs/alterations. http://rockwallisd.com/ABOUTRISD/districtpolicies.asp- 28 -

Rockwall Independent School District (RISD) Purchasing ManualThe Formation of a Political Subdivision CorporationSection 302.001, local code provides for the aggregation by political subdivisions. In thischapter, ―political subdivision‖ means a county, municipality, school district, hospital district, orany other political subdivision receiving electric service from an entity that has implementedcustomer choice, as defined in section 31.002, utilities code.Model for the Competitive Procurement ProcessThe competitive procurement process is lengthy and adequate time must be allowed to completethe tasks identified below. A minimum of two months should be expected from completespecifications to award of a Bid/Proposal.MODEL COMPETITIVE BIDDING/PROPOSAL PROCESS FOR PERSONALPROPERTY AND SERVICESTask Description Whose ResponsibleEvaluatePurchasing Needs& ConfirmAvailability ofApprovedBudgeted Funds.PrepareBid/ProposalSpecificationsEstablish the minimum acceptable requirementsthat the product/service must meet.Prepare detailed specifications in accordancewith guidelines listed. Specifications mustcontain adequate technical descriptions toclearly identify the type of material, equipment,or services required. Descriptions must includequantitative data such as size, weight, orvolume and qualitative data such as commercialgrade, texture, finish, strength, chemicalanalysis, or composition where required. Thespecifications must also include;Detailed description of the item/servicethat specifies the minimum acceptablerequirements of the userdepartment/campus. Industry standardsshould be utilized whenever possible.Quantity required.Approximate required delivery and/orperiod of performance time.Userdepartment/campusUserdepartment/campus- 29 -

Rockwall Independent School District (RISD) Purchasing ManualMODEL COMPETITIVE BIDDING/PROPOSAL PROCESS FOR PERSONALPROPERTY AND SERVICESTask Description Whose ResponsibleAny relevant prints, diagrams, and/orsamples of the item requested.Suggested source(s) of supply.ReviewBid/ProposalSpecificationsAdvertisePre-Bid/ProposalConferenceOpenBid/ProposalEvaluateBid/ProposalPrepare WrittenRecommendationSpecifications must be provided to thePurchasing Department electronically (viaemail or disk) in Microsoft Word format.Review the item/service specifications todetermine if competitive bids/proposals can beobtained and to ensure that Board policies andstate laws are followed.Ensure bid/proposals are published once perweek for at least two weeks before the deadlinefor receiving bids, proposals, or responses to arequest for qualifications. Additionally,bids/proposals are published on the RISDPurchasing WebsiteOptional procedure as needed. This conferenceis used to allow vendors to meet with Districtpersonnel to clarify specification requirementsor to conduct site visits.Bids/proposals will be opened at the date, time,and place specified in the request for bids orproposal.Review bids/proposal responses and evaluateresponses using established Vendor AwardCriteria.Prepare a written recommendation containingthe following information and forward to thePurchasing Department.1. Description of supply, product, or service2. Evaluation results (list criteria used toevaluate)3. Name of recommended vendor4. Justification for recommendation:a. If low bid is not recommended, listreasons for rejecting low bidb. Explain how best value wasdetermined (price, quality, delivery, etc.?)PurchasingDepartmentPurchasingDepartmentUser department/campus withPurchasingDepartmentPurchasingDepartmentUser department/campusUser department/campus- 30 -

Rockwall Independent School District (RISD) Purchasing ManualMODEL COMPETITIVE BIDDING/PROPOSAL PROCESS FOR PERSONALPROPERTY AND SERVICESTask Description Whose ResponsibleObtain Board ofTrustees ApprovalAwardBid/ProposalMonitorPerformance5. Annual estimated cost/expenditures6. Fund code, fund name, and budget owner7. Signature of appropriate approvalauthority for award recommendation andboard letter.8. If all bids/proposals are rejected and a rebidprocess needs to take placepurchasing should be notified in writing.Board approval is required before thesuccessful bidder/proposer is notified of theaward. (Note: Board meetings are normallyheld on the third Monday of each month).Notify successful and unsuccessfulbidder(s)/proposer(s) via award/reject letters orproperly executed purchase orders.Monitor the vendor‘s performance and ensurethey comply with all specifications regardingthe product/service, including the condition ofproduct upon delivery, and whether the servicewas performed or product was delivered withinthe stated delivery/performance period.PurchasingDepartmentPurchasingDepartmentUser department/campusPurchasingDepartment- 31 -


Rockwall Independent School District (RISD) Purchasing ManualSECTION 7VENDOR RELATIONSThe purchasing department is primarily responsible for vendor relations, contact, andcommunication. However, school campuses, departments, and staff must also communicatewith vendors in order to obtain information necessary to properly prepare requisitions.Therefore, every employee involved in procuring goods or services for the District isresponsible for fostering good vendor relations. It must be understood that contact andcommunication with vendors by school campuses, departments, and staff are not to representa commitment to purchase; only authorized personnel as stated in Section 3 are authorized tomake purchase commitments.Approved Vendor ListAn “approved vendor” is a vendor that has been awarded a Bid/Proposal through the RISDcompetitive procurement process or through an Interlocal Agreement. Approved vendorsare preferred because they have competed for business through the competitiveprocurement process and normally provide greater savings.The ―Approved Vendors‖ list is available from the purchasing department.Vendor Bid ListThe purpose of the bid list is to notify vendors of advertised bids and proposals. Bids andproposals are posted to the District‘s website as well as in the local paper (Rockwall CountyNews.) We also email vendors of Bid/Proposal opportunities.New Vendor RequestOften vendors contact schools and departments and offer goods and services. If a school ordepartment is interested in purchasing goods or services from a new vendor, they will have tosend a request to the purchasing department with the vendors email address and a vendorinformation sheet will be sent to the vendor. Catalog proposals are usually bid in the latespring and go to the board for award in June.--33-33 -

Rockwall Independent School District (RISD) Purchasing ManualVendor Performance EvaluationEvaluation of vendor performance is an important aspect of decentralized purchasing. Problemsencountered by a particular school or department can be avoided by other District entities whenthese occurrences are communicated to the Purchasing Department. Factors to consider whendealing with vendors:Timeliness of deliveriesService availabilityCompleteness and accuracy of the orderQuality of products or services receivedWhenever problems are encountered with a vendor, (i.e., a vendor fails to deliver certain items ordelivery does not meet specifications) it is important to document the problem, noting the dateand an accurate description of the problem. In addition to contacting the Purchasing Department,the vendor should be contacted. Keep a record of all phone calls, including the dates and whatwas discussed and send a copy to the Purchasing Department preferably by email.If the problem is not resolved, coordinate with Purchasing to prepare written correspondencestating the problem, the corrective action required and that the vendor's failure to correct theproblem to be sent from the Purchasing Department.If a significant problem continues, legal counsel will be obtained regarding the removal of thevendor from the vendor list and discontinuing business with the vendor.Vendors on CampusesSolicitors, vendors, collectors, or salespersons shall not be permitted to confer with students oremployees during school hours without the prior approval of the Superintendent or designee.Under no circumstances shall such persons be permitted to interrupt classes or conduct personalbusiness with employees.Local principals of school facilities shall be responsible for compliance with this procedurewithin the confines of their facilities.Beginning January 1, 2008 the following information will affect all persons working forRockwall ISD who will have direct contact with students. This will include any service typevendor and company representative type vendor who work/walk on a campus whilestudents are present.- 34 -

Rockwall Independent School District (RISD) Purchasing ManualSenate Bill 9 became effective January 1, 2008. This bill directs school districts to obtain stateand national criminal history background searches on their employees (including servicevendors, company reps. & consultants) who will have direct contact with students, and to receivethose results through the DPS criminal history clearinghouse (Fingerprint-based ApplicantClearinghouse of Texas – FACT). SB 9 requires contractors to obtain the required criminalhistory information on their employees and have it available to the District if requested.Companies and/or individuals will need to establish an account with the DPS FACT. See theinformation listed below. For fastest service, please email or call the bureau. State in themessage that you are a school district contractor and need to have an account established for DPSFACT clearinghouse access. Please include: Company Name, Address, Phone and Contactinformation.Gifts from VendorsSchool district officials and employees cannot accept anything of value from a vendor, such aspersonal gifts or gratuities, which may be construed to have been given to influence thepurchasing process.- 35 -


Rockwall Independent School District (RISD) Purchasing ManualSECTION 8PURCHASING PROCEDURESIt is the goal of the RISD Purchasing Department to give the best service possible to supportthe children of RISD, while remaining in compliance with the law. Some of our objectivesinclude better communication, being fair and consistent with our customers (that‘s you) andvendors, providing direction when requested and streamlining purchasing procedures withinthe law. We are committed to continued improvement of our Purchasing Procedures in aneffort to make them as user friendly as possible. We welcome your input and suggestions forimprovement and suggestions on how to better serve you.Purchase Requisitions: The document we call a Purchase Order originates from yourcampus/facility as a purchase requisition. It is a request to purchase products or services.When the purchase requisition (PR) shows up on the approval screen in purchasing it isevaluated to make sure it is complete (correct vendor name, RFB, RFP, or Quote referencenumbers and budget codes). After the PR is approved it is processed. After processing fundsbecome fully encumbered and the PR becomes a legally binding purchase order (PO).To order supplies, materials and equipment, you must have a completed purchase order (seeabove) in advance of any materials being obtained.It is the goal of the purchasing office to meet the Public Purchasing Laws of the State ofTexas and to develop clear guidelines to assist the staff/administrators so that the paper workflows well and ―turnaround time‖ is reduced.There are circumstances in which a PR is appropriate and circumstances when a PR is notappropriate. The guidelines below will identify some of these circumstances.Purchase orders will list the warehouse as the delivery location but exceptions are made whenpurchasing periodicals, services, repairs, live specimens and in some cases furniture. It ispreferred that all products come through the warehouse to curtail the number of outsidevisitors to our campuses. The warehouse accepts boxes and packages from carriers andredistributes them to the ordering campuses; they do not receive the products. It thereforebecomes the responsibility of the ordering entity (schools/departments) to properly receive(comparing packing list to contents, to the purchase order, to ensure the right product in theright quantity is received) and notify Accounts Payable so the vendor can be paid.The correct bid/proposal number should be annotated and the purchase order should meetthe terms/conditions of the contract (i.e., ―bid reference‖).Personal reimbursements for supplies and materials. Reimbursements to staff areallowed for supplies/materials under $150. If one needs materials that exceed $150, theproper procedure is to complete a purchase requisition, send it through the correct channels,and obtain a Purchase Order.--37--

Rockwall Independent School District (RISD) Purchasing ManualThe Purchasing Department staff (Director and Specialist) is the only officials that should makefinancial commitments on behalf of the district (i.e. approved Purchase Orders.) Verbalcommitments without an authorized Purchase Order, confirming PR‘s and after-the-factPurchase Orders are not allowed.Instructing vendors to deliver with the promise to get a PO # for them, or using the PR numberwithout authorization from the Purchasing Department is prohibited. By law, purchases can onlybe made for items that are approved in the current budget year and funds must be encumbered―prior to the receipt of goods and/or services.‖All PR’s require at least two approvals and can require as many as four. Please plan aheadsince the approval process can take several days. Processing in purchasing can require up to 3days.Because the district is getting so large, and the law is clear, the majority of our purchases will bemade by use of quotes, bids/proposals, state or cooperative contracts, etc. The RISD PurchasingDepartment does proposals yearly to cover many of the general materials and services we mightneed to purchase over the course of the year. Vendors that are awarded contracts from theseproposals are identified as ―approved vendors.‖ To keep competition alive between vendors andget their best pricing for the district, if your purchase is $1500 or larger three competitive offersfrom ―approved vendors‖ should support your choice of vendor to purchase from. For exampleif you want to buy Geography Rugs for all of your kinder and 1 st grade classrooms you shouldget a quote from three approved vendors (i.e. School Specialty, Lakeshore, and Highsmith) andpurchase the rugs from the vendor who gives you the best price.The purchasing process from approved vendors consists of the following controls: Have available budgeted funds. Receive approval from supervisor. Obtain quotes as follows:‣ Purchase under $2,500 will be made from any district approved vendor.‣ Purchase >$2,500 but $5,000 but

Rockwall Independent School District (RISD) Purchasing Manualbusiness with the district. For example, a W-9 form is required on anyone who provides aservice to the District and is not incorporated. The W-9 must be on file prior to the individualbeing engaged to provide a service. Finance will not pay an individual if the W-9 is not on file.A good rule of thumb is “if you don’t have a bid reference, don’t order it.” Due topurchasing and the budget being linked, purchase orders can only be issued for specific budgetyears.Note: The purchasing office, as well as all administrators and employees, have absolutefiduciary responsibility to follow the Education Code and all RISD policies concerningpurchasing laws as they apply to Requests For Proposals, Bid, quotes and advertising.- 39 -

Rockwall Independent School District (RISD) Purchasing ManualPayment Authorizations (PA’s) - Payment Authorizations (PA‘s) are used when a check needsto be cut directly from information provided (i.e. travel receipts, invoices, contracts) and areprimarily used with budget code objects ―6200‖ and ―6400‖. Examples of paymentsauthorizations are as follows:6200 Codes - Contracted Services **Consultants** (6291)Visiting Authors** (6299)Contract Labor** (Music Tutors, Community Ed teachers, etc.) (6299)Piano accompanists and tuners** (6299)Judges/Officials for tournaments, sports events or tryouts** (6299)In-service speakers** (6299)Equipment Repairs (6249)Copier Rental (6269)Copier Maintenance (6299)Bulk Mailing Services (6299)Uniform Cleaning (6299)Utility Bill Payments (6259)**We are required by law to report this type of earning to the Internal Revenue Service.Therefore a W-9 form must be completed before payment can be issued. Also as ofJanuary 2008 this type of vendor who goes onto a campus and may have direct contact withstudents must have finger prints on file with the Department of Public Safety. SeeAppendix B for info on SB 9.6400 Codes - Other Operating ExpenseContest Entry Fees (6412)Field Trip Entrance Fees (students 6412), (staff 6411), (parent 6419)Registration Fees for Workshops and Conferences (6411)Membership Dues to Organizations (6495)Certification Fees (6499)Soft drink and Coffee for Staff and Guests (6499)Food/Drink for Meeting etc. (6499)Insurance Payments (6420)Items that are not Payment Authorizations:“6300” Codes - Supplies and Materials“6499” AwardsOrders for Supplies or Equipment (Must be processed with a Purchase Order). The onlyexceptions are small reimbursement purchases and magazine subscription renewals. Violation ofthis policy could result in invoices being returned to you for personal payment and/or terminationof purchasing privileges with the district.- 40 -

Rockwall Independent School District (RISD) Purchasing ManualThe Finance Office requires the original invoice and a copy for payment. The original isnecessary back-up documentation for the Accounts Payable file that is subject to audit by thedistrict‘s external auditor, the copy is sent with the check. Both the original and copy of theinvoice should be attached to your copy of the purchase requisition (on which you noted ―okay topay‖ with your signature) and sent to Account Payable. A check will be issued when the backupmatches up with the approved Purchase Authorization.CAMPUS EXPENDITURE GUIDELINESThe following expenditures are allowable:School furnishings and equipment which will benefit the student body and/or campus.(appropriate purchasing procedures should be followed)School repairs, maintenance, and landscaping.Postage and office supplies.Student body assembly.Awards ($25 or less per person per calendar year), such as gift certificates or plaquesin recognition of students, staff or volunteers for services to the school and/or District andrelated reception expenditures.Light refreshments such as pastries and coffee for teacher in-service, staff meetings, andmeetings where the school serves as host for other students, staff and patrons includingOpen House and Meet the Teacher Night.Field trips, meals, and other activities planned for the benefit of students, either asrecognition of an accomplishment or for purpose of enrichment.Flowers for the death of a student or current staff member.The following expenditures are prohibited:Purchase of a gift for any person or organization other than small tokens of appreciation.($25 or less per person per calendar year)Monetary awards to employees.Loans to anyone.Donations and contributions.Alcoholic beverages.Advertising in fundraising publications.Professional dues of an individual unless there is a direct benefit to a campus,organization or a group of students.Membership in a private club.Traffic citation or personal auto repairs.Flowers. (see allowable expenditures)Replacement of an individual‘s property that was lost, stolen or damaged on the school orDistrict premises or while being used at a school or District function.Purchases of any kind from any District employee, unless an approved vendor.Purchases for or from any company in which a District employee has a significantfinancial interest.- 41 -

Rockwall Independent School District (RISD) Purchasing ManualThe lists of prohibited and allowable expenditures include only those items that have beenpreviously questioned and are not intended to be all-inclusive.TRAVEL EXPENSE REIMBURSEMENTThe District will reimburse employees for travel expenses that are reasonable and necessary.Each official and employee of the District has a responsibility to limit travel to purposes thatare clearly essential, and to consider the most economical means of accomplishing travel.Multiple employees traveling to the same event should coordinate travel to reduce expenses.All travel requires the prior approval of the employee‘s supervisor and out of state travelrequires the approval of an Assistant Superintendent. Employees traveling out of theDistrict must complete appropriate forms for timely and complete reimbursement.RISD Travel Request/Reimbursement Form and RISD Local Travel ReimbursementFormEmployees must submit the Travel Request/Reimbursement Form to a supervisor forapproval. All information is to be completed except the column entitled Actual Expenses.If the employee wishes to have the District prepay lodging, car rental and registrationfees by check, the employee will complete and attach the appropriate PO/PA Forms(found on the Intranet) to the campus/department administrative assistant. The checkwill be issued to the appropriate vendor for prepayment, not the employee.An employee may elect to personally pre-pay registration and airfare, out of pocket, inadvance of travel and request reimbursement with a PA form (see below).Appropriate documentation and receipts must be forwarded to campus/departmentadministrative assistant for processing of payment.Purchase Requisition/Purchase Authorization Request Form (PO/PA Form found onSkyward)Lodging, rental car, and registration fee expenses can be paid with a District check priorto travel, if the employee chooses to complete a PO/PA Form (found on the Intranet). Byusing this form, the employee does not have to charge these expenses on a personal creditcard for reimbursement by the District at a later date. If the employee chooses thisoption, the PO/PA Form is to be completed on Skyward and attached to the RISD TravelRequest/Reimbursement Form when it is submitted to a supervisor.Within 15 days after completing travel, the employee will complete and submit to thesupervisor (or designee) for signature and then to the administrative assistant forprocessing the following:‣ Travel Request/Reimbursement Form with the Actual Expenses columncompleted.‣ A copy of any previously approved PO/PA Forms (found on Skyward)‣ Supporting Documents:- 42 -

Rockwall Independent School District (RISD) Purchasing Manual‣ Proof of attendance at the event or conference.‣ Original itemized receipts for lodging, airfare, and/or car rental expenses.‣ Any miscellaneous expenses exceeding $20.Limitations on Travel ReimbursementMeals - Employees are reimbursed per diem for meals purchased while traveling out ofDistrict, locally funded, and overnight at a rate of $7 for breakfast, $9 for lunch and $20for dinner. Meals that are included in the lodging rate or conference fee should not beclaimed. To claim breakfast, travel must have originated before 7:00 a.m. To claimsupper, travel must end after 6:00 p.m. or require an overnight stay. An employee mayclaim per diem allowance for meals or choose to be reimbursed for actual meal expensesbut not BOTH per diem and actual expenses when locally funded.Reimbursement of meals from state and federal funds is limited to the allowablestate/federally funded travel. Original receipts are required for a maximumreimbursement of $36 per day. Meals that are included in the conference fee or lodgingrate should not be claimed.Lodging - Reimbursement for lodging is limited to the local reimbursement rate of $120per night. Any locally funded travel that exceeds the local rate of $120 requires preapprovalby the Assistant Superintendent, Chief Financial Officer or the ExecutiveDirector of Finance. If the funding source is state or federal, lodging is limited to thestate/federal rate. Any state or federal travel lodging exceeding the state/federal rate pernight should be paid from local funds. In either case, if the amount is exceeded, theemployee is personally liable for the excess cost. The District is exempt from Texas statehotel tax and will only reimburse/pay for local/city taxes. A hotel exemption certificatecan be obtained from the Finance Department. Employees will be personally responsiblefor any Texas state hotel taxes paid.Mileage - The District reimburses $0.55 per mile for use of a personal vehicle using cityto city distances listed in the State Comptroller of Public Accounts mileage guide.Employees may submit mileage reimbursement request for day travel that is required forbusiness meetings outside the District on a travel reimbursement form. Origination andreturn point of travel is Rockwall. Vicinity travel at the temporary duty point will not bereimbursed. Employees using a personal vehicle are required to meet state requirementsregarding minimum auto liability coverage.Expenditures that will not be reimbursed by the District include:‣ State Hotel Tax. (obtain state tax exemption certificate from Finance Departmentbefore departure)‣ Dry cleaning or laundry.‣ Alcoholic beverages.‣ Personal telephone calls.‣ In-room movies or entertainment.‣ Snacks, newspapers and magazines.‣ Spouse expense.- 43 -

Rockwall Independent School District (RISD) Purchasing ManualIntra-District Travel‣ Administrators will budget and authorize local mileage reimbursement for employeeswho are required to use personal vehicles for regular travel within the District.‣ Only mileage from duty point to duty point is authorized for reimbursement.‣ No incidental expenditures such as gas, servicing, repairs or meals are authorized forreimbursement.‣ Mileage will be recorded on actual odometer readings from duty point to duty point.‣ Intra-district travel will be reported monthly for the entire calendar month followingtravel.‣ Employees shall submit a completed Local Travel Reimbursement Form to theimmediate supervisor for approval. (attached)‣ A PA Form must be completed on Skyward by a campus/department administrativeassistant attaching a copy of the PA Form to the RISD Local Travel ReimbursementForm and forwarding all paper work to the Finance Department.‣ Payment will be processed by the Finance Department upon receipt of paperwork andapproval of PA by the administrator and purchasing.‣ Employees using privately owned vehicles while conducting District business arerequired to meet the State of Texas minimum auto liability insurancerequirements.Flowers and GiftsFlowers or gifts for staff members should only be funded from ―Sunshine Funds.‖ These typeexpenditures will not be allowed from campus activity or taxpayer resource allocations (Fund199.) The exception being the death of a student or employee.Gifts and Awards to StaffGifts and awards to staff should not exceed $25 for the calendar year. Gifts over $25 must bereported to the IRS as income.VendingAll vending machines should be handled on a ―full service‖ operation with the vendor filling themachines and counting the coins. Your individual ―commission‖ check would then be depositedin your Concession revenue code in your Campus Activity Fund.Please remember that the district does have an exclusive contract with Coca-Cola for drinkvending machine use. Coca-Cola commissions are handled in the Business Office and posted tocampus activity funds.CAMPUS ACTIVITY FUND GUIDELINESCampus Activity Accounts contain funds raised at a campus, which are managed by the principalor other campus administrator. Campus Activity Funds must:Be spent to promote the general welfare of the school and the educational development ofthe students.- 44 -

Rockwall Independent School District (RISD) Purchasing ManualBe used to supplement budgeted District funds.Be spent in a manner which would not benefit any individual or non-student group.Campus Activity Funds shall be expended for a public purpose:Which improves student and staff morale.Promotes employee retention.Recognizes dedicated employee service.Facilitates achievement of building and District goals.Recognizes achievement.The following questions must be answered before expending Campus Activity Funds:Does it serve a public purpose?Is it planned, budgeted and approved?Is it reasonable in cost, does it meet District purchasing guidelines and is it prudent?Can it withstand public scrutiny?Campus Expenditure GuidelinesCampus account questions should be directed to the Business Office prior to theexpenditure.Principals should use discretion and be guided by the guidelines addressed above.RECEIVINGCurrently receiving is done by the orderer on the receiving copy of the purchase requisition sentback to the orderer when Purchasing has processed the purchase order.Open all boxes and make sure you have the items ordered.On the Receiving copy of the PO write ―Okay to Pay‖, sign and date.Attach the packing slip if there is one to the receiving PO and send to Accounts Payablein the Finance Department.All invoices should be sent by the vendor to the attention of Accounts Payable.When the invoice and Receiving Copy of the PO are matched up with the payment copyof the PO a check will be processed in the next check run.Our warehouse is distribution center only. Receiving must be done by the school ordepartment.Purchasing Department ResponsibilitiesShall not initiate requisitions/purchase orders. The purchasing department may onlyprocess purchase orders that have been initiated, duly authorized, and adequately fundedby operating departments.Shall supervise the purchase of all materials, supplies, equipment, and services for theDistrict. According to the guidelines established on the Education Code 44.031.- 45 -

Rockwall Independent School District (RISD) Purchasing ManualShall not approve a requisition/purchase order after the event has taken place (i.e. Afterthe-fact).Shall review each purchase order in a timely manner for completeness and verify that theproposed purchases are being made through approved sources.Shall verify compliance with statues, regulations, and Board policy applicable topurchasing.Shall verify correctness of budget object coding.Shall have discretion to direct purchases through interlocal agreements or cooperatives inorder to save time and money.Shall review requests to use unapproved vendors in a timely manner and verify that theannual aggregate amount for the goods or services ordered does not require competitiveprocurement.Shall work with the end users to resolve problems with vendors.Shall send the vendor the approved purchase order and provide Accounts Payable a copyof the purchase order.Shall be the only personnel authorized to contact vendors to make purchase commitmentsand issue purchase orders.Types of Purchase OrdersRoutine Purchase OrdersRoutine purchase orders are for all normal purchasing transactions requiring a purchase order.These are ―line item‖ purchase orders (i.e. purchase order that have a quantity and a unit priceper each item to be purchased).Monthly and “Not to Exceed” Purchase OrdersA monthly purchase order is issued to an approved vendor authorizing purchases from thatvendor over a specified period of time. Monthly purchase orders are valuable because they allowthe purchase of items quickly. Both paperwork and related processing costs usually are reducedby monthly purchase orders. However, monthly purchase orders must follow certain criteria:only ―approved vendors‖ may receive monthly PO‘s, limitation on the maximum amount forpurchases (usually up to $2,000 per month per vendor), a specific time frame for purchasescovered by the monthly purchase order (one month.)Monthly purchase orders are issued so that supplies, materials, or services are available "asneeded" by end users. For example, blanket purchase orders may be requested on a regular basisby the Maintenance Department for repair type items. These purchase orders eliminate numerousindividual purchase orders for small dollar-value items. Monthly purchase orders are requestedby end users and, if approved by the purchasing department, issued to vendors.- 46 -

Rockwall Independent School District (RISD) Purchasing Manual―Not to Exceed‖ purchase orders are issued when needed items and/or prices are not firm. ―Notto Exceed‖ PO are issued to vendors like Target, Home Depot and grocery stores. ―Not toExceed‖ PO‘s are for a one time use only and receipt must be in the accounts payable officewithin 7 days of use. ―Not to Exceed‖ purchase orders are not to exceed $500 but usually rangein the $100 and $200 area.Emergency PurchasesTwo types of emergency purchases are made in school districts. One type results from aneminent threat to the health, safety, or welfare of students. Such purchases must comply withstate law and may be made only after a formal board action declaring an emergency andauthorizing the purchase. An example of an emergency purchase of this type is the authorizationto repair a school after a fire or a natural disaster.Emergency purchases exceeding the dollar amount triggering competitive procurementrequirements shall be made in accordance with subsection (h) Section 44.031 Texas EducationCode.Text of subsec. (h) as amended by Acts 1999, 76th Leg., ch. 922, § 1(h) If school equipment, a school facility, or a portion of a school facility is destroyed,severely damaged, or experiences a major unforeseen operational or structural failure,and the board of trustees determines that the delay posed by the contract methodsrequired by this section would prevent or substantially impair the conduct of classes orother essential school activities, then contracts for the replacement or repair of theequipment, school facility, or portion of the school facility may be made by a methodother than the methods required by this section.The second type of emergency purchase provides for the acquisition of goods or services to meetan immediate need such as purchases to repair damage to a facility which may imperil studentsor the security of the facility. For example, if windows are broken at a school by vandals, animmediate need exists to not only secure the building, but also to protect the contents fromdamage by the elements. This type of emergency purchase is normally utilized after regularbusiness hours or on weekends and holidays. After purchases of this type are made, a purchaseorder should be issued after the fact on the next business day.- 47 -


Rockwall Independent School District (RISD) Purchasing ManualExamine the outside of the containers for damage:Minor Visible Damage - Record any damage to the shipping containers on the carrier‘sshipping document and ensure that it is signed by the delivery person before the shipmentis accepted. Recording minor damages to containers provides added documentation inthe event that there is concealed damage.Severe Visible Damage - The process for severely damaged containers differs dependingon whether the order was shipped F.O.B. Origin or F.O.B. Destination. F.O.B standsfor ―Free On Board‖ and is a transportation term that indicates that the price for goodsincludes delivery at the vendor‘s expense to a specified point (normally your destinationi.e. school, department, or the RISD warehouse). The FOB term is used with anidentified physical location to determine:1. the responsibility and basis for payment of freight charges, and2. the point at which title (or ownership) for the goods transfers from vendor to theDistrict.F.O.B. DestinationThe vendor retains title and control of goods until they are delivered and the contract ofcarriage has been completed.The vendor selects the carrier and is responsible for the risk during transportation.The vendor is responsible for filing claims for loss or damage.o For F.O.B. Destination, if the shipping containers are damaged enough that it isprobable that the contents are also damaged, you may:1. Reject the entire shipment.2. Accept the entire shipment.3. Accept part of the shipment and reject the damaged part of the shipment.o If all or part the shipment is accepted, contact the vendor to obtain replacementinstructions for the damaged items. If the vendor abandons the merchandise (fails orrefuses to pick it up), contact the Purchasing Department to aid in resolving theproblem. If the entire shipment is refused, record the reason for refusal on thecarrier‘s shipping documents and notify the vendor that the shipment was refused andneeds to be reshipped due to severe damage.- 50 -

Rockwall Independent School District (RISD) Purchasing ManualFOB OriginThe end user/receiver assumes title and control of the goods the moment the carrier signsand picks up the goods from the vendor‘s location.The end user/receiver assumes risk during transportation.The end user/receiver is responsible for filing claims for loss or damage.o For F.O.B. Origin, if the shipping containers are damaged enough that it is probablethat the contents are also damaged, accept the shipment and then record the damageon the carrier‘s freight bill. Contact the Purchasing Department to aid in resolvingthe problem.The district discourages the use of F.O.B. Origin as a shipping method.1. If possible, open the container(s) and compare the contents with the packing slip. If thecontents do not match the packing slip, contact the vendor to attempt to resolve thediscrepancy. If absolutely necessary, refuse the shipment.2. Finally, an authorized person should accept delivery by signing and dating the packing slip.3. If an invoice is included in the container, forward it to the Accounts Payable departmentimmediately.Inspection ProceduresInspect the shipment for concealed damage. Concealed damage is damage that was not evidentat the time of delivery. If damages are discovered after unpacking the shipment, notify both thecarrier and the vendor in writing by email or facsimile.After the shipment is unpacked, check the following against the Purchase Order:Compare the quantity received with the quantity ordered.Check for:o Over-shipments: An over-shipment is a shipment that contains more of an itemthan you ordered. Contact the vendor to resolve the issue.o Under-shipments: Only pay for the actual items received.Compare the brand name and model number received with the brand name and modelnumber on the Purchase Order.- 51 -

Rockwall Independent School District (RISD) Purchasing ManualCompare the shipment with the physical descriptions on the Purchase Order.Compare the packaging, labeling, marking, etc. with those on the Purchase Order.Make certain that ―used‖ items are reflected as such on the Purchase Order.Retain copies of all shipping documentation until all discrepancies are resolved.Resolving DiscrepanciesIf the school or department determines there is damaged merchandise or a discrepancy exists,they should notify the vendor immediately and attempt to resolve the discrepancy. Allcorrespondence between the school/department and vendor must be noted on the packing slip, ifpossible. If the discrepancy is discovered during or after inspection or unpacking, the vendorshould be contacted in a timely manner. It is the end user’s responsibility to contact thevendor and attempt to resolve deficiencies.Notify the vendor of all discrepancies in writing and follow-up all telephone notifications inwriting. Written notification must include instructions on what action the vendor should takeand the deadline for that action. Give the vendor the opportunity to make the shipment good.Be sure to keep detailed records (dates, times, names, and phone numbers) and contact thePurchasing Department for assistance if satisfactory results are not obtained in a timelymanner. Send copies of all documentation by email or fax to the Purchasing Department forrecord keeping, follow-up, and vendor performance evaluation.After the physical receiving function has been performed (shipment and packing slip are correct),sign the receiving copy of the PO as approval of payment after the invoice is received byAccounts Payable and send to the Finance Office.- 52 -

Rockwall Independent School District (RISD) Purchasing ManualSECTION 10BOARD OF TRUSTEES APPROVALBids/Proposals requiring Board approval are submitted to the Superintendent in the form of arecommended Board Agenda Item. The Superintendent, if in agreement, will then add theitem to the board agenda for the appropriate Board meeting.Categories for Board ApprovalCompetitive Procurement (i.e. Bid or Proposal) ContractsProfessional and consulting Services ContractsInterlocal AgreementsPurchases over $50,000Under Texas Education Code 44.031 (a); (b), all contracts, except contracts for the purchaseof produce or vehicle fuel, valued at $50,000 or more in the aggregate, for each 12-monthperiod shall be made by one of the methods of competitive procurement. Additionally, underBoard Policy CH (Local) purchases that costs or aggregates to a cost of $50,000 or more shallrequire Board approval before a transaction may take place.Purchases under $50,000There are times when items valued less than $50,000.00 are submitted to the Board for action.In these instances, it is anticipated that purchases of these items and/or like items will exceed$50,000.00 in the aggregate over a 12 month period.Cut-Off DatesCut-off dates are very important when submitting items to the Board for approval. Itemsmust be received in the Purchasing Department no later than 10 calendar days before aparticular Board meeting.-53-- 53 -


Rockwall Independent School District (RISD) Purchasing ManualSECTION 11WAREHOUSE OVERVIEWThe warehouse has responsibility for three general functions:A. Receipt and distribution of boxes containing products ordered by campuses anddepartmentsB. Moving material between campuses/department (including print shop jobs)C. Delivery and pickup of mail, in-district correspondenceThe primary function of the warehouse is to receive and deliver products from thewarehouse to the user. ―Products‖ means items that are stocked in the warehouse and itemsordered from other sources.The warehouse stocks products that are used by the district‘s campuses/department insufficient quantity to warrant stockage for the convenience of campuses/departments.Materials such as print shop jobs that need moving between campuses or departments aremoved by warehouse employees on a scheduled rotation.Pickup and delivery of district correspondence and US mail to/from one central point on acampus/department is handled by the warehouse.WAREHOUSE PROCEDURESProcedures, as established by RISD‘s Warehouse, are designed to provide optimal service toall of the district‘s campuses and department The information contained in this documentis to assist users understand procedures and requirements of the Warehouse.The Warehouse exists to facilitate the delivery of material ordered either by PO orwarehouse requisition to the different campuses/department of RISD. The warehouse alsois in charge of delivering mail (RISD correspondence and US mail) to eachcampus/department. It is against school district policy to have personal items deliveredto the warehouse. Federal Express, DHL and UPS deliver all packages with a schooldistrict address to the warehouse. Please do not order personal items from catalogs givingthe schools address as your delivery address. The warehouse personal do not have the timeor employees to handle personal mail. (Valentine‘s Day can be a nightmare!)-55-- 55 -

Rockwall Independent School District (RISD) Purchasing ManualThe hours of operation for the warehouse are 7:00 AM to 3:30 PM Monday through Friday.Monday – Friday AMMonday – Friday PMTuesday AM - PMWednesday AM - PMThursday AM - PMFriday AMDeliver freight and warehouse requisitions from previous dayRun routes to all district buildings, Pickup/deliver mail,deliver Freight packages, take US mail to post officePull and deliver textbook orders.Pull Child Nutrition chemicals and inventory requisitions,take propane bottles to be refilledDeliver Child Nutrition requisitionsWarehouse house cleaning, vehicle maintenanceCooperation in following these procedures should allow the warehouse to meet the requirementsof all of RISD‘s campuses/department.Warehouse RequisitionsA. Warehouse Requisitions will usually be pulled and shipped the next business day or asscheduled. There are peak times of the year when the workload is high and next businessday delivery is not possible. Please allow for delivery to be made within 3-5 days uponreceipt of the requisition during these times. Also note that orders placed after 1:30 P.M.will probably not be pulled until the following day.B. If you receive items that are incorrect, have been pulled wrong, short shipped, overordered, or damaged they may be returned; however, this must be done within TWOWORKING DAYS OF RECEIPT OF DELIVERY.C. The warehouse cannot automatically exchange an item that was ordered correctly, butmay not have been what the user really wanted. (EXAMPLE. If an order was placed forblack pens, and these were received, but the user really wanted blue pens and wanted toreturn the black pens to exchange them for blue ones. This cannot be doneautomatically. A two-part process must be done to accomplish what the user wants.First, he/she must return the black pens for credit and then re-order the blue pens.)D. When receiving orders from the warehouse be sure that the requisition piece count andbox count are the same, before signing the paperwork. There is no need to open each boxat delivery before signing the paperwork--this initial signing is for number of boxesonly, not the contents of each box. If a particular box is short items, please follow theprocedures in B above.E. Make sure each box of a shipment is opened before a problem is reported. The item mayhave been ―misplaced‖ in another of the boxes in the shipment.- 56 -

Rockwall Independent School District (RISD) Purchasing ManualF. “Will calls”, or pickups at the warehouse, must be preceded by a phone call. Do notinput an order and then drive over to pick it up, expecting it to be ready. Orders areusually pulled on the same day they are received but may not be. If a ―will call‖ isnecessary, please make sure that it is an emergency so as not to impair the service toother customers.If a warehouse requisition has not been received within six working days (does notinclude weekends and holidays), please call. Give the necessary information such as thedelivery location and req. number and we will trace it and fix the problem. Please do notcall before that time.G. With the many varied programs now available, it is very important that a campuslocation be listed somewhere on the requisition. A name of the person or department,although important, will not always provide sufficient information as to which campus todeliver.H. Any returns or discrepancies must be accompanied by a Return Authorization Form. Acopy of that form is provided Appendix B.DeliveriesA. Delivery routes are traveled every day and deliveries are made to each location. Anyorders for supplies, POs, or mail should be delivered at this time.B. If there is a mix-up with mail (i.e., delivered to the wrong campus), call the warehouseand the problem will be resolved as soon as time permits. The warehouse understands theimportance of reliable mail delivery, and will try to handle these situations in a timelymanner.C. The driver‘s duty is to deliver all materials each school on his route. Speed, safety, andaccuracy are very important. A central location at each campus needs to be establishedfor all deliveries and pick-ups. This location shall be an area easily accessible fordelivery or pick up.D. Postal mail delivered to the warehouse and inter-school mail is always delivered the nextday. Postal mail addressed to the campuses will be delivered by the US Postal Serviceevery day. Inter-school mail will be picked up by warehouse personnel every day. Just areminder, it is very important that a campus’/departments name be on the inter-schoolenvelope and that all other schools be marked off. If a name only appears, or no school ismentioned, the driver has no way of knowing where to send it.Hot Mail Delivery RequestsA. Hot mail delivery requests are used to move material such as textbooks, records forstorage, print shop jobs etc.- 57 -

Rockwall Independent School District (RISD) Purchasing ManualB. All hot mail delivery requests should be submitted as far in advance as possible. Thewarehouse understands that one cannot plan for every emergency, however the more timethat is provided, the better the service.C. Each hot mail delivery request should contain the campus, location of material,number of boxes, and destination of material, and any names or numbers needed tofacilitate the completion of the hot mail delivery request. We realize that you may notbe able to go into great detail on everything, but box counts and piece counts are mostappreciated.D. Hot mail delivery requests need to be dated somewhere in the body of the hot maildelivery request document. When a hot mail delivery request is input, it gives a start andstop date. This information does not show on the finished copy. If you will include thedate required in the body of the hot mail delivery request, somewhere in the workdescription or comments section, we do our best to work on those dates.Return Package InformationThe return of items to vendors is to be coordinated through the warehouse personnel and to betterassist the warehouse in shipping please provide the following information:1. School Name2. Teacher‘s Name3. Vendors Name and Ship to Address4. To whose attention the shipment is to be returned.5. The vendors return authorization number. You should call vendor to get this number.6. Is the vendor sending a call tag?7. What is the budget account code to charge the cost of the freight to?8. How do you want it shipped (ground, next day, etc.?)9. Do you want insurance? What is the value?10. Notify the warehouse to arrange for the package to be picked up from yourcampus/department. Use the Hot Mail Delivery form.General NotesVisits to the warehouse are encouraged, however, with many different things going on werequest you come to the supervisor‘s office first before proceeding further into the center. Wewould also like to encourage you to have all phone correspondence come through either thesecretary or the principal of each campus.- 58 -

Rockwall Independent School District (RISD) Purchasing ManualRoutesRoutes are run after the UPS truck delivery Monday – Friday usually around 11:00 AM.North Route1. Child Nutrition2. Central Office3. Williams M S4. Hartman E S5. Nebbie Williams6. Reinhardt E S7. Dobbs E S8. Head Start9. Parent Center10. Clark Street-Transportation, Mechanics11. Maintenance12. Utley Middle School13. Early Head Start14. Athletic Director15. Rockwall High School16. Hays E SSouth Route1. Technology2. Print Shop3. Rockwall Quest Academy4. Jones E S5. Rochell E S6. Springer E S7. Sid‘s Road-Transportation8. Pullen E S9. Cain M S10. Rockwall Heath H S11. Amy Parks E S12. Cullins-Lake Pointe E S13. Shannon E S- 59 -


Rockwall Independent School District (RISD) Purchasing ManualSECTION 12TEXTBOOKS OVERVIEWTextbooks now belong to the District as per Senate Bill 6 - 2011.o Senate Bill 6 (SB6)Creates an instructional materials fundCreates a per-student instructional materials allotment (IMA) to be determined bythe commissioner with adjustments for high enrollment growthChanges ―textbooks‖ to instructional materials throughout the Texas EducationCode (TEC)Retains the SBOE Review and Adoption ProcessCreates an instructional materials account for each district in the EMAT systemRequires each district to certify IMA funds have been used only for authorizedpurposes and that for each subject and grade level, the district provides each studentwith instructional materials that cover all the elements of the TEKS adopted by theSBOE for that subject and grade levelCombines conforming and non-conforming into one listSBOE determines % of TEKS coveredRevises the requirements for the adoption cycle and establishes priorities for theadoption cycleo IMA may be used for:State-developed open-source instructional materialsTechnological equipmentTraining educational personnel directly involved in student learning in theappropriate use of instructional materials and technological equipmentSalaries of employees providing technical support for technological equipment(The district is in the process of rewriting textbook procedures. Informationwill be inserted as it is completed.)-61-- 61 -

Rockwall Independent School District (RISD) Purchasing Manualo Instructional Materials Allotment Considerations - IMA Decision TeamStudent, Teacher, Classroom, Campus and District Needs and GoalsReview fiscal, instructional materials and technology recommendationsShort term, long term and biennium plansShort Term ConsiderationsInstructional MaterialsContinuing ContractsTechnology ServicesStage your RequisitionsDistrict PreparationConsider district needs: immediate, short-term (fall), long-term (biennium)Consider Fiscal, Instructional Materials, and Technology Team RecommendationsEnsure Textbook Coordinator participates with trainingRequisition Instructional MaterialsProclamation 2011Supplemental ScienceContinuing ContractsRequest Allotment DisbursementInstructional materials off the adopted listTechnology servicesTechnological equipmentRequest Allotment DisbursementAdditional technology servicesTechnological equipment- 62 -

Rockwall Independent School District (RISD) Purchasing ManualTEXTBOOK CALENDARMay: 1) Deliver reconciliations to principals during the first week of MayNotify campuses of the Out-of-Adoptions for June pick-upJune: 1) Purchase district losses after compiling reconciliations2) Annual order from TEA TextbookA) Need enrollment counts for district and master schedule numbers3) Pick up out-of-adoptions books from campuses4) Workbook and ancillary orders from publishers5) On campus auditsJuly: 1) Receiving books from reconciliations and state order at textbookwarehouse2) Distribute/books according to campus enrollmentsAugust: 1) Level books counts at campuses according to enrollments2) Reply to campus textbook requestsSeptember: 1)Continue with campus textbook requestsOctober: 1) Outline timeline for new adoptions. Work with curriculum andinstruction department on the adoption process.Dec – April: 1)New adoption process with curriculum and instructionA) Board approvalB) TEA certification of adoptionsTextbook Procedures Manual – Appendix F- 63 -


Rockwall Independent School District (RISD) Purchasing ManualAPPENDIX APURCHASING DEPARTMENT CONTACTSDebra A MacDonald, RTSBADirector of Purchasing1050 Williams StreetRockwall, TX 75087469-698-7022dmacdonald@rockwallisd.orgJody Harris, CTSBOPurchasing Specialist1050 Williams StreetRockwall, TX 75087469-698-7019jharris@rockwallisd.orgRay AustinWarehouse Manager1052 Williams StreetRockwall, TX 75087469-698-7061raustin@rockwallisd.orgPaul AthensWarehouse SupervisorTextbook Coordinator1052 Williams StreetRockwall, TX 75087469-698-7062pathens@rockwallisd.orgMrs. MacDonald is a Registered Texas School BusinessAdministrator with TASBO and a Registered SchoolBusiness Official with ASBO.Mrs. MacDonald has been in public school purchasing for15 years the last seven of them with RISD.Mrs. MacDonald holds a BA in Managerial Accountingfrom New Mexico State UniversityMrs. Harris is a Certified Texas School Business Officialin Purchasing, Accounting, & Distribution and Inventory.Mrs. Harris has been in public school purchasing for nineyears and with RISD for 11 years. She has 12 years ofcorporate experience in manufacturing and accountspayable.Mrs. Harris has 64 credit hours from EastfieldCommunity CollegeMr. Austin has 36 years‘ experience in thebuyer/warehouse manager field with the last 11 at RISD.Mr. Austin has completed 2 years towards a bachelor‘sdegree.Mr. Austin is certified for operating a fork lift and powerpallet jack.Mr. Athens has 34 years‘ experience in purchasing,receiving and warehousing. 26 years in the institutionalfood service and the last eight with RISD.Mr. Athens is certified for operating a fork lift and powerpallet jack.-65-- 65 -


Rockwall Independent School District (RISD) Purchasing ManualAPPENDIX BFORMSAvailable on the Intranet under the Finance Department or on yourFinance flash drive (interactive excel forms)ACH AuthorizationActivity Fund RequestBudget Amendment worksheetChange of AddressContract Labor Time SheetExtra Pay RequestHot Mail Delivery FormOut of District Travel RequestPayment Election FormPR-PA RequestRequest for Quote FormTextbook Order FormTime Sheet for Special EventsTravel Reimbursement – LocalTravel Reimbursement – StudentTravel Request Reimbursement – Out of AreaW-9 FormWeekly Time Record-67-- 67 -


Rockwall Independent School District (RISD) Purchasing ManualAPPENDIX CCURRENT PROPOSALS-69-- 69 -

Rockwall Independent School District (RISD) Purchasing ManualContract Manager at Risk – New Bond – RFP 07-08.02-72 awarded to Pogue Construction.Geotechnical Services – RFP 08-10.11-75 awarded to FUGRO Consultants.Network Operation Center Upgrade, SAN Solution and Citrix Virtual Desktop – RFP 09-12.12-89: Contract awarded to ZAC Solutions.Laser Printer Maintenance and Supplies – RFP 09-03.26-91: in effect through March 31,2010 with two one-year extensions i.e. March 31, 2013.Arts / Fine Arts – RFP 11-05.13-95: in effect July 1, 2010 through June 30, 2011 with two oneyear extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listing ofapproved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover printing/coping servicesthat cannot be done by the District‘s Print Shop.Athletics – RFP 11-05.13-96: in effect July 1, 2010 through June 30, 2011 with two one yearextensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listing ofapproved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover the equipment, supplyand uniform needs of the districts athletic departments.Audio Visual - RFP 11-05.13-97: in effect July 1, 2010 through June 30, 2011 with two oneyear extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listing ofapproved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover the audio visual needs ofthe district.Career / Tech – RFP 11-05.13-98 - in effect July 1, 2010 through June 30, 2011 with two oneyear extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listing ofapproved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover career and techequipment, supplies and uniform needs of the district.Cheer / Dance / Drill Team – RFP 11-05.13-99: in effect July 1, 2010 through June 30, 2011with two one year extensions i.e. July 31, 2013. Multiple awards were made. See appendix Gfor listing of approved vendors with bid summaries. Three quotes from approved vendorsrequired when purchase requisition is over $2500. This proposal is designed to cover cheer,dance, drill team equipment, supplies and uniform needs of the district.Clinic / Trainer – RFP 11-05.13-100: in effect July 1, 2010 through June 30, 2011 with twoone year extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listingof approved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover school clinic and athletictrainer equipment, supplies and uniform needs of the district.- 70 -

Rockwall Independent School District (RISD) Purchasing ManualTechnology – RFP 11-05.13-101: in effect July 1, 2010 through June 30, 2011 with two oneyear extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listing ofapproved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover technology equipment,supply needs of the district.Crafts, Trades & Services – RFP 11-05.13-102: in effect July 1, 2010 through June 30, 2011with two one year extensions i.e. July 31, 2013. Multiple awards were made. See appendix Gfor listing of approved vendors with bid summaries. Three quotes from approved vendorsrequired when purchase requisition is over $2500. This proposal is designed to cover servicesneeded in the district.Custom Apparel – RFP 11-05.13-103: in effect July 1, 2010 through June 30, 2011 with twoone year extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listingof approved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover the custom apparel needsof the district.General Supplies & Catering – RFP 11-05.13-104: in effect July 1, 2010 through June 30,2011 with two one year extensions i.e. July 31, 2013. Multiple awards were made. Seeappendix G for listing of approved vendors with bid summaries. Three quotes from approvedvendors required when purchase requisition is over $2500. This proposal is designed to covergeneral (uncategorized) needs of the district.Instructional Aids – RFP 11-05.13-105: in effect July 1, 2010 through June 30, 2011 with twoone year extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listingof approved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover instructional equipmentand supply needs of the district.Library and Classroom Books/Non Print Media – RFP 11-05.13-106: in effect July 1, 2010through June 30, 2011 with two one year extensions i.e. July 31, 2013. Multiple awards weremade. See appendix G for listing of approved vendors with bid summaries. Three quotes fromapproved vendors required when purchase requisition is over $2500. This proposal is designedto cover books, periodicals and non-print media needs of the district.Maintenance – RFP 11-05.13-107: in effect July 1, 2010 through June 30, 2011 with two oneyear extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listing ofapproved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover maintenance equipment,supplies and uniform needs of the district.Outside Printing – RFP 11-05.13-108: in effect July 1, 2010 through June 30, 2011 with twoone year extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listing- 71 -

Rockwall Independent School District (RISD) Purchasing Manualof approved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover printing needs that can‘tbe done by the district‘s print shop and the equipment and supplies needed in the print shop.Promotions / Awards – RFP 11-05.13-109: in effect July 1, 2010 through June 30, 2011 withtwo one year extensions i.e. July 31, 2013. Multiple awards were made. See appendix G forlisting of approved vendors with bid summaries. Three quotes from approved vendors requiredwhen purchase requisition is over $2500. This proposal is designed to cover the promotionalsupplies, gifts and awards needs of the district.Special Education / Assistive Learning – RFP 11-05.13-110: in effect July 1, 2010 throughJune 30, 2011 with two one year extensions i.e. July 31, 2013. Multiple awards were made. Seeappendix G for listing of approved vendors with bid summaries. Three quotes from approvedvendors required when purchase requisition is over $2500. This proposal is designed to coverspecial ed / assistive learning equipment and supplies for the district.Transportation – RFP 11-05.13-111: in effect July 1, 2010 through June 30, 2011 with twoone year extensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listingof approved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is designed to cover transportation equipment,supplies and uniform needs of the district.Fuel – RFP 10-05.04-113: in effect July 1, 2010 through June 30, 2011 with two one yearextensions i.e. July 31, 2013. Multiple awards were made. See appendix G for listing ofapproved vendors with bid summaries. Three quotes from approved vendors required whenpurchase requisition is over $2500. This proposal is for the diesel and unleaded gas needed bydistrict vehicles. Awarded to Douglas Distributing as primary and Petroleum Traders secondary.Legal Services – RFQ 11-08.12-115: in effect from September 20, 2010. Awarded toAbernathy.Financial Advisor – RFQ 11-08.25-116: in effect September 20, 2010 through September 30,2013 with one two-year extension i.e. September 30, 2015. Award was made to First SouthwestCompany.Architect Services – RFQ 11-08.30-117: in effect November 15, 2010 through November 30,2013 with one two-year extension i.e. November 30, 2015. Award was made to SHW Group,PBK and VLK.Annual Audit Services – RFQ 11-1.7-118: in effect February 21, 2011 through February 28,2016. Award was made to Weaver and Tidwell LLP.TPA-Employee Voluntary Benefits – RFQ 11-1.14-120: in effect September 1, 2011 throughAugust 31, 2016. Award was made to Kean Financial.- 72 -

Rockwall Independent School District (RISD) Purchasing ManualWorkers Compensation Insurance - RFP 11-5.6-121: in effect September 1, 2011 throughAugust 31, 2012 with two one-year extensions i.e. August 31, 2014. Award was made to TexasMutual Insurance Company through K&S Insurance Agency.Property Casualty Insurance – RFP 11-5.6-122: in effect September 1, 2011 through August31, 2012 with two one-year extensions i.e. August 31, 2014. Award was made as follows:Property & Content/Equipment Breakdown–Fireman‘s Fund Insurance Companythrough K&S Insurance Agency.General Liability and Professional Liability-TASB‘s Risk Management Fund.Crime Coverage-Trident Insurance Company through K&S Insurance Agency.Auto Liability and Physical Damage Coverage-TASB‘s Risk Management Fund.Student Athletic Accident Insurance – RFP 11-5.6-123: in effect September 1, 2011 throughAugust 31, 2012 with two one-year extensions i.e. August 2014. Award was made to Bene-Marc.Student Transportation Services – CSP 11-3.22-124: in effect July 1, 2011 through June 30,2016. Award was made to Durham School Transportation Services.Depository Services – RFP 11-3.22-125: in effect April 21, 2011 through April 31, 2013 withtwo two-year extensions i.e. April 31, 2017. Award was made to The American National Bank.Student Nutrition, Dish & Cleaning Supplies – RFP 11-5.13-126: in effect July 1, 2011through June 30, 2012 with two one-year extensions i.e. June 30, 2014. Award was made toPortionPac Chemical Corporation.Student Nutrition, Produce – RFP 11-5.13-127: in effect July 1, 2011 through June 30, 2012with two one-year extensions i.e. June 30, 2014. Award was made to Hardies Fruit & VegetableCompany.- 73 -


Rockwall Independent School District (RISD) Purchasing ManualBuyBoard (TASB)APPENDIX DPURCHASING COOPERATIVESThe Texas Local Government Purchasing Cooperative was created to increase thepurchasing power of government entities throughout Texas and to simplify their purchasingby using a customized electronic purchasing system, called the BuyBoard. Each product andservice on the BuyBoard has been competitively bid and awarded based on Texas Statutes,thereby satisfying the requirements under Texas Education Code 44.031 (a); (b).The Cooperative uses Internet-based technologies to create a single source forproduct and awarded contract information. The web address for the BuyBoard iswww.buyboard.com. You may register to view BuyBoard information by using ourself-registration user name of 199-901 and user password of 199-901.BuyBoard objectives1. Facilitate compliance with state bidding requirements2. Identify qualified vendors of goods and services3. Relieve the burdens of governmental purchasing functions4. Reduce the cost of goods and services with economies of scaleThe Cooperative Purchasing Network (TCPN)The Cooperative Purchasing Network (TCPN) is the Region IV Education Service Centercooperative purchasing program. Enabling statutes for TCPN can be found in theGovernment Code, Title 7. Intergovernmental Relations, Chapter 791 InterlocalCooperation Contracts, Subchapter B, General Interlocal Contracting Authority, SubchapterC, Specific Interlocal Contracting Authority.TCPN is available for use by all public and private schools, colleges, universities, cities,counties, and other government entities in the State of Texas.Participation in TCPN is not required of government entities. However, participation bygovernment entities can provide the legally required competition for contracts forcommonly purchased items thereby saving the individual entity the cost of going throughthe competitive process.Vendors with TCPN awarded contracts have agreed to provide the best pricing, terms andconditions available to similar customers.-75-- 75 -

Rockwall Independent School District (RISD) Purchasing ManualThe Purpose of TCPN is to:Provide school districts and other government entities opportunities for greater efficiencyand economy in acquiring goods and services.Take advantage of state-of-the-art purchasing procedures to ensure the most competitivecontracts.Provide competitive price solicitation and bulk purchasing for multiple governmententities that yields economic benefits unobtainable by individual entities.Provide quick and efficient delivery of goods and services by contracting with "highperformance" vendors.Equalize purchasing power for smaller entities that are not able to command the bestcontracts for themselves.Maintain credibility and confidence in business procedures by maintaining opencompetition for purchases and by complying with purchasing laws and ethical businesspractices.Assist entities in maintaining the essential controls for budget and accounting purposes.Approved vendors and bid responses can be found at www.tcpn.org.Educational Purchasing Cooperative of North Texas (EPCNT)The Educational Purchasing Cooperative of North Texas was developed by members of theTASBO North Texas Purchasing and Supply Management Affiliate for the purpose of improvingpurchasing efficiency, improving pricing, improve relationships with vendors and to assistmember districts with purchasing ―best practice‖ review, when requested. Lewisville ISD agreedto act as the fiscal agent and host (website) of the cooperativeAll district or cross-district contracts for the purchase of goods and services, regardless ofwhether formed as a result of EPCNT activity or interaction shall be directly between theMembers or Participants or combinations of the Parties and vendors providing goods andservices to the associated governmental entities.Additional information may be found at www.epcnt.com.Region 10 Education Service Center Purchasing ConsortiumA consortium for school districts in the Region 10 service area allows significant cost savings todistricts. Member districts will have purchasing option expansions to include, but not be limited- 76 -

Rockwall Independent School District (RISD) Purchasing Manualto, the Texas Local Government State-wide Purchasing Cooperative (Buy Board) administeredby the Texas Association of School Boards (TASB), The Cooperative Purchasing Network(TCPN), administered by the Region 4 Education Service Center (Houston), and Texas InterlocalPurchasing System (TIPS), administered by Region 8 Education Service Center (MountPleasant).Examples of items available include:Computer hardware HVACComputer Software Buses/automobilesOffice Supplies Job order contractsTemporary buildings FurnitureTips-USA (Educational Service Center 8)www.tips-uas.comU.S. CommunitiesU.S. Communities Government Purchasing Alliance (U.S. Communities), a division of U.S.Communities Public Services Alliance was designed in cooperation with an Advisory Board oflocal and state government purchasing officials and is jointly sponsored by the Association ofSchool Business Officials International (ASBO), the National Association of Counties (NACo),the National Institute of Governmental Purchasing (NIGP), the National League of Cities (NLC),and the United States Conference of Mayors (USCM).U.S. Communities provides a national purchasing forum for local and state government agencies,school districts (K-12), higher education and non-profits nationwide by pooling the purchasingpower of over 87,000 public agencies.Additional information about awarded contracts and vendors can be found atwww.uscommunities.org.Houston-Galveston Area Council (HGAC)When participating in HGACBuy, members make their purchase orders out to, and directly pay,the HGACBuy contractor. However, H-GAC does act as the designated purchasing agent onbehalf of participating End Users by performing specific services including, but not limited to:Conducting research and surveysDeveloping specifications for each product/serviceSoliciting vendor participationIssuing specifications documentsConducting pre-bid/pre-proposal conferencesOpening bid/proposal responses- 77 -

Rockwall Independent School District (RISD) Purchasing ManualEvaluating responsesIssuing Vendor Contracts awarded by the H-GAC Board of DirectorsCertifying contract validityContracts AdministrationHGACBuy offers significant benefits to participating End Users whether large, medium, or smallsize.Expedited procurementVolume purchasing discountsOn-duty professional staff assistanceResearch and development of technical specificationsContract administrationThe web site for this cooperative is www.hgacbuy.org. Push the login button and type in ourlogin password exactly – 02-1323.Information on products under contract through HGACBuy can be accessed through the website. The web site contains the following:Product categories with base bid pricesContractors‘ representatives with telephone numbersH-GAC staff telephone numbers and e-mail addressesListing of Specifications ConferencesListing of Bid opening dates for each product categoryHarris County Department of Education (Choice Facility Partners)Choice Facility Partners (a division of Harris County Department of Education that) is acooperative that brings legally and competitively bid facility contracts to schools, educationrelated organizations and other governmental entities across Texas.Some benefits of working with Choice Facility Partners are:Provides quality, quick method of delivering facilities services which saves staff time inpurchasing. Contracts are legally and competitively bid.Saves staff time in construction services.Saves money in school facility budgets.Schedule maintenance proactively (fix the roof before it leaks.)Efficiently spend bond project funds for repair and renovation through JOC program.For additional information go to www.choicefacilitypartners.org.- 78 -

Rockwall Independent School District (RISD) Purchasing ManualStatewide Purchasing OperationsThe Comptroller's office performs a variety of purchasing operations and customer service coreto State of Texas purchasing--ranging from administering the Centralized Master Bidders List toprocessing hundreds of bid invitations, tabulations and awards for all statewide term, TXMAS,and open market contracts. Go to www.window.state.tx.us and then to State Purchasing.Texas Procurement and Support Services (TPASS) awards and manageshundreds of statewide contracts on behalf of more than 200 state agencies and 1,700 localgovernment agencies. With a massive marketplace and billions of dollars in purchasing power,Texas offers abundant opportunities for vendors of a wide variety of goods and services,including minority- and women-owned businesses.Program Benefits - Get Best Value for Your Purchases:TPASS purchasers competitively bid and award hundreds of contracts per statepurchasing statutes and competitive bidding requirements.Members reap the savings for their individual organizations and ultimately for Texans.Save Valuable Time and Effort: No bidding- just order from over 300 commodity andservice contracts and state open market contracts.Search Thousands of Vendors: Looking for something not on contract? Use theCentralized Master Bidder's List to identify vendors from a database of over 11,000companies including HUBs.Post Bid and Award Notices on ESBD: CO-OP members can set up free password accessto the Electronic State Business Daily to post their entity's solicitations to increase vendorparticipation and competition, or to provide public notice of awards.Receive Discounted Rates on Travel: Qualifying CO-OP members may use the StateTravel Management Program for discounted rates on flights, rental cars, travel agencyservices, and over 1000 hotels.TXMAS Program - Texas Procurement and Support Services (TPASS) has established,as an alternative purchasing method, the use of Texas multiple award schedule (TXMAS)contracts that have been developed from contracts that have been competitively awarded by thefederal government or any other governmental entity of any state. As the responsible federalentity, the General Services Administration's (GSA) Federal Supply Service awards FederalSupply Schedule contracts by competitive procurement procedures for more than 50 schedulesthat cover multiple commodities and services. The prices reflected on GSA schedule contractsare the most favored customer (MFC) prices and the maximum price allowable. TXMAScontracts take advantage of the MFC pricing and under certain circumstances, an agency or localgovernment entity, may negotiate a lower price for the goods or services offered on a schedulecontract. A "best value" purchase can be made by following the TXMAS purchasing procedures.- 79 -

Rockwall Independent School District (RISD) Purchasing ManualDepartment of Information Resources (DIR) - Leadership for TexasGovernment Technology Statutory Basis –Almost forty years ago, the Texas Legislature began to address the challenges associated withagency management of information resources. Responsibility for the review of informationresources expenditures has been assigned to various regulatory agencies through the years. In1989, the Legislature enacted Chapter 2054, Texas Government Code (the InformationResources Management Act) which comprehensively addressed major aspects of informationtechnology (IT) management. This legislation established DIR to coordinate and direct the use ofinformation resources technologies by state agencies and provide the most cost-effective anduseful retrieval and exchange of information within and among state agencies, and to Texasresidents and their elected representatives.DIR‘s responsibilities and authority have evolved since its creation. Most recently, the 79thTexas Legislature signaled a clear mandate for the state to restructure the roles andresponsibilities for its investment in information and communications technology. DIRresponded to this mandate in its 2005 State Strategic Plan for Information ResourcesManagement. In that document, DIR established five statewide goals:Reduce Government CostsDrive Effective Technology ContractingLeverage Shared Technology OperationsPromote Innovative Use of Technology that Adds ValueProtect Technology and Information AssetsTen statewide objectives underpinned the realization of the five statewide goals.DIR continues to ensure the effective and efficient use of public funds by promoting opportunityand economic prosperity for the state‘s citizens through the successful application of statewideservices and technologies that are beneficial, secure, accessible, and utilize a statewide sharedinfrastructure.- 80 -

Rockwall Independent School District (RISD) Purchasing ManualAPPENDIX EHOW TO ENTER PURCHASE REQUISITIONS,PAYMENT AUTHORDIZATIONS &WAREHOUSE REQUISITIONS-81-- 81 -

Rockwall Independent School District (RISD) Purchasing ManualPURCHASE REQUISITION / PURCHASEAUTHORIZATION PROCESSDOUBLE CLICK TO OPEN- 82 -

Rockwall Independent School District (RISD) Purchasing ManualTHE TECHNOLOGY DEPARTMENT WILL ISSUE YOU YOUR USER NAME AND FIRSTPASSWORD.DO NOT JUST USE YOUR PREDECESSORS USER NAME AND PASSWORD; GET ONEOF YOUR OWN.YOU WILL CHANGE YOUR PASSWORD THE FIRST TIME YOU LOG IN TO THESYSTEM. PASSWORDS EXPIRE AFTER 4 MONTHS. BE SURE TO CHANGE YOURPASSWORD ANY TIME THE SYSTEMS PROMPTS YOU TO DO SO.- 83 -

Rockwall Independent School District (RISD) Purchasing ManualCLICK ON THE FINANCIAL MANAGEMENT BUTTONTHEN THE PURCHASING BUTTONTHEN REQUISITION BUTTON- 84 -

Rockwall Independent School District (RISD) Purchasing ManualALWAYS USE CAPITAL LETTERS IN SKYWARD!CLICK ON THE GREEN ARROW (FIRST TIME ONLY) AND CLICK ON - ‗DATARETENTION ON ADD‘.- 85 -

Rockwall Independent School District (RISD) Purchasing ManualMAKE SURE THE SHIP TO IS CHECKED AND THE RISD DISTRIBUTION CENTER ISON THAT LINE.SHIP DATE IS OPTIONAL BUT RECOMMEND IT STAY AT CURRENTCHECK NARRATIVE AND PUT YOUR NAME AND CONTACT INFORMATION FORVENDORS TO CALL WITH QUESTIONS.CLICK OK TO RETURN TO REQUISITION SCREEN- 86 -

Rockwall Independent School District (RISD) Purchasing ManualCLICK ON THE ADD BUTTON TO ADD A NEW REQUISITION TO THE SYSTEM- 87 -

Rockwall Independent School District (RISD) Purchasing ManualSELECT IF YOU ARE DONG A PURCHASE REQUISITION OR A PAYMENTAUTHORIZATION BY HIGHLIGHTING THE APPROPRIATE LINE AND CLICKINGOKAY- 88 -

Rockwall Independent School District (RISD) Purchasing ManualDESCRIPTION - TYPE A BRIEF BUT COMPREHENSIVE DESCRIPTION OF ITEM(S)BEING PURCHASED. THIS IS THE BOX PURCHASING SEES WHEN APPROVING PO‘SAND PA‘S.VENDOR - TO ADD THE VENDOR TO THE REQUISITION CLICK ON THE VENDORBUTTON AND GO TO THE VENDOR MASTER TO SELECT YOUR VENDOR.CONTRACT – IF YOU KNOW THE CONTRACT (BID) NUMBER CLICK ON THE DROPDOWN ARROW AND SELECT CORRECT NUMBER IF NOT CLICK THE CONTRACTBUTTON TO GET A FULL LISTING WITH CONTRACT (BID) NAMES AS WELL ASNUMBERS- 89 -

Rockwall Independent School District (RISD) Purchasing ManualIN THE VENDOR MASTER TYPE IN THE VENDORS NAME AND ENTER OR SELECT.- 90 -

Rockwall Independent School District (RISD) Purchasing ManualAFTER YOU FIND THE VENDOR, LOOK TO SEE IF THERE ARE TWO ADDRESS‘LISTED FOR THE VENDOR (ONE IN BLUE (THE ORDER FROM) AND ONE IN BLACK(REMIT TO).)WHEN ORDERING (I.E. A PO) USE THE VENDOR WRITTEN IN BLUE.HIGHLIGHT THE VENDOR YOU WANT AND SELECT.- 91 -

Rockwall Independent School District (RISD) Purchasing ManualENTER ATTENTION TO CONTACT PERSON.ENTER YOUR PO PROCESSING PREFERENCE (FAX, FAX W/ATTACH., RETURN(WILL COME BACK TO YOU FOR PROCESSING), MAIL, MAIL W/ATTACH)YOU MUST SEND ATTACHMENTS IN INTERSCHOOL MAIL, OR BY EMAIL (BE SURETO REFERENCE PR IN EMAIL) TO THE PURCHASING SPECIALIST IN THE FINANCEOFFICE BEFORE A PO CAN BE PROCESSED.PRESS THE ADD BUTTON TO START ENTERING ITEMS ON THE REQUISITION- 92 -

Rockwall Independent School District (RISD) Purchasing ManualON THE REQUISITION DETAIL SCREEN PRESS THE DROP DOWN ARROW BY THELINE TYPE AND HIGHLIGHT THE NARRATIVE.THE INFORMATION YOU TYPED BACK ON THE DATA RETENTION SCREENSHOULD POPULATE THE LINE DESC BOX.PRESS ADD & AGAINAGAIN ON THE LINE TYPE SELECT NARRATIVE BUT THIS TIME CLICK ON THECATALOG BUTTON- 93 -

Rockwall Independent School District (RISD) Purchasing ManualHIGHLIGHT THE CORRECT ‗BID‘ REFERENCE AND PRESS SELECT.CHECK THE LIST OF APPROVED VENDORS TO NOTE WHAT BID REFERENCE TOUSE.- 94 -

Rockwall Independent School District (RISD) Purchasing ManualPRESS ADD & AGAIN AND THIS TIME HIGHLIGHT THE LINE TYPE OFMERCHANDISE.- 95 -

Rockwall Independent School District (RISD) Purchasing ManualENTER THE CATALOG NUMBER AND DESCRIPTION OF THE FIRST ITEM.ENTER THE QUANTITYENTER THE UNIT OF MEASUREENTER THE UNIT COST AND THEN THE ENTER KEY ON YOUR KEYBOARD ANDTHE TOTAL AMOUNT WILL CALCULATE FOR YOUTO ADD ANOTHER LINE ITEM PRESS ADD & AGAIN – REPEAT AS NEEDED- 96 -

Rockwall Independent School District (RISD) Purchasing ManualAFTER ALL LINE ITEMS HAVE BEEN ENTERED PRESS THE ADD BUTTON UNDERACCOUNT DISTRIBUTION TO ADD THE BUDGET CODE.- 97 -

Rockwall Independent School District (RISD) Purchasing ManualON THE ACCOUNT NUMBER ENTRY SCREEN TYPE IN THE BUDGET CODE YOUARE CHARGING YOUR PURCHASE REQUISITION OR PAYMENT AUTHORIZATIONTO.AFTER YOU HAVE TYPED IT IN YOU MAY SELECT OK OR JUST ENTER.- 98 -

Rockwall Independent School District (RISD) Purchasing ManualTHIS SCREEN GIVES YOU A LOT OF INFORMATION.WHAT YOU NEED TO LOOK AT IS THE ACCOUNT AND ACCOUNT BALANCE.- 99 -

Rockwall Independent School District (RISD) Purchasing ManualIF YOU DO NOT HAVE FUNDS IN THE ACCOUNT YOU WILL GET A MESSAGEASKING YOU IF YOU WANT TO SUSPEND THE PR UNTIL YOU HAVE TRANSFERREDFUNDS INTO THE ACCOUNT.IF YOU SAY YES YOU WON‘T LOSE ANY INFORMATION.AFTER FUNDS ARE TRANSFERRED YOU WILL HAVE TO GO BACK AND ACTIVATETHE PR.- 100 -


Rockwall Independent School District (RISD) Purchasing ManualIF ALL INFORMATION LOOKS CORRECT SAY OK.- 102 -

Rockwall Independent School District (RISD) Purchasing ManualPRESS OK UNTIL YOU ARE BACK TO THE REQUISITION SCREEN.- 103 -

Rockwall Independent School District (RISD) Purchasing ManualREQUISITION SCREENTAKE ONE LAST LOOK.IS THE STATUS R?ON THE DETAIL TABDID YOU REMEMBER YOUR CONTACT INFORMATION?DID YOU LIST THE BID REFERENCE?ARE ALL YOUR LINE ITEMS THERE?AT THIS POINT IF YOU ARE DOING A PA, PRINT YOUR COPY TO ATTACH WITHYOUR BACKUP (INVOICE, TRAVEL REIMBURSEMENT FORM, RECEIPTS ETC.)- 104 -

Rockwall Independent School District (RISD) Purchasing ManualACCOUNTING TAB OF THE REQUISITION SCREEN SHOWS THE ACCOUNTING.- 105 -

Rockwall Independent School District (RISD) Purchasing ManualTHE APPROVAL TAB WILL SHOW YOU WHO HAS APPROVED THE REQUISITION.(YOU WILL KNOW WHO TO CONTACT IF IT GETS ‗STUCK‘ IN THE SYSTEM.)- 106 -

Rockwall Independent School District (RISD) Purchasing ManualALWAYS USE THE CLOSE BUTTON WHEN EXITING.NEVER USE THE RED X.- 107 -

Rockwall Independent School District (RISD) Purchasing ManualWarehouse RequisitionsCHOOSE FINANCIAL MANAGEMENT - THEN INVENTORY - THEN REQUISITIONDO NOT USE QUICK ORDER UNLESS YOU ARE ORDERING THE SAME ITEMSAND USING THE SAME BUDGET CODES WITH EVERY ORDER.- 108 -

Rockwall Independent School District (RISD) Purchasing ManualCHOOSE THE ADD BUTTON TO START A WAREHOUSE REQUISITION.- 109 -

Rockwall Independent School District (RISD) Purchasing ManualSELECT YOUR PO GROUP.CHOOSE REQUESTOR AND LOOK FOR YOUR NAME AND SELECT.BE SURE TO PROVIDE THE WAREHOUSE WITH DELIVERY INSTRUCTIONS.IN THE INVENTORY REQUISITION ENTRY YOU WILL PUT YOUR BUDGETACCOUNT IN FIRST. CHOOSE THE ADD BUTTON NEXT TO ACCOUNTDISTRIBUTION.- 110 -

Rockwall Independent School District (RISD) Purchasing ManualENTER YOU BUDGET CODE. CLICK OK.IF YOU NEED TO SPLIT THIS EXPENSE BETWEEN TWO ACCOUNTS YOU MAYDO THAT ON THIS SCREEN OR JUST LEAVE THE % AT 100.CLICK OK TO GO TO THE NEXT SCREEN.- 111 -

Rockwall Independent School District (RISD) Purchasing ManualTO ADD ITEMS TO YOUR REQUISITION CHOOSE THE ADD BUTTON UNDERTHE REQUISITION DETAIL INFORMATION.- 112 -

Rockwall Independent School District (RISD) Purchasing ManualSELECT THE DROP DOWN ARROW NEXT TO THE ITEM. THE DROP DOWNLISTS ITEMS IN ALPHA ORDER. LOOK FOR WHAT YOU WANT TO ORDER ANDHIGHLIGHT THE ITEM.- 113 -

Rockwall Independent School District (RISD) Purchasing ManualCHECK CURRENT ITEM INFORMATION FOR AVAILABILITY.ENTER QUANTITY, AND HIT ENTER. THE TOTAL COST WILL CALCULATE FORYOU.IF YOU ARE DONE, CLICK THE OK BUTTON TO EXIT.- 114 -

Rockwall Independent School District (RISD) Purchasing ManualCLOSE UNLESS YOU NEED TO PUT IN ANOTHER REQUISITION.- 115 -

Rockwall Independent School District (RISD) Purchasing ManualREQUISITION EXAMPLESREQUISITION DENIED – EMAIL WILL BE SENT TO THE USER WHO ENTERED THEREQUISITION AND WILL APPEAR ON THE APPROVAL TAB (TAB 4)- 116 -

Rockwall Independent School District (RISD) Purchasing ManualAFTER YOU ENTER THE REQUISITION IT WILL SHOW UP WITH AN R TO SIGNIFYREQUISITION. THIS REQUISITION IS WAITING FOR ALL APPROVALS.- 117 -

Rockwall Independent School District (RISD) Purchasing ManualSUSPENDED REQUISITION – MEANS THERE WAS NOT ENOUGH MONEY IN THEBUDGET ACCOUNT AT THE TIME THE REQUISITION WAS ENTERED. ENTERERWILL NEED TO DO A BUDGET TRANSFER TO ADD MONEY TO THE NEEDEDACCOUNT AND THEN HIGHLIGHT THE REQUISITION, CLICK EDIT AND ACTIVATETHE REQUISITION.- 118 -

Rockwall Independent School District (RISD) Purchasing ManualBATCH PURCHASE ORDER – ONCE A PURCHASE ORDER HAS ALL THE NEEDEDAPPROVALS IT IS PUT INTO A BATCH. MONEY IS ENCUMBERED AND THE PO/PASTAYS IN A QUEUE TO BE PROCESSED BY THE PURCHASING DEPARTMENT.ONCE PROCESSED THE BATCH PO BECOMES AN OPEN PO.ONCE A PO/PA HAS BECOME A BATCH PO/PA DO NOT PRINT OR IT WILL NOT BEPRINTED IN THE PURCHASING PROCESS. BATCH PO‘S ARE ONLY PRINTED ONCEAND IF YOU PRINT IT BEFORE PURCHASING DOES IT WILL NOT BE PRINTED INPURCHASING AND THE VENDOR WILL NOT BE SENT A COPY. ONLY PURCHASINGCAN PRINT A PURCHASE ORDER WITH A SIGNATURE. EVEN WHEN YOU PRINT/FROM THE BATCH STATUS YOU WILL GET A PR WITHOUT A SIGNATURE.LOOK FOR THE DIR PURCHASING APPROVAL UNDER LEVEL. THAT IS THEAPPROVAL THAT MAKES THE REQUISITION A NEGOTIABLE PURCHASE ORDER.- 119 -

Rockwall Independent School District (RISD) Purchasing ManualPURCHASE ORDER - EXAMPLESOPEN PURCHASE ORDER – THIS PURCHASE REQUISITION HAS ALL NEEDEDAPPROVALS AND HAS BEEN PROCESSED IN PURCHASING.- 120 -

Rockwall Independent School District (RISD) Purchasing ManualHISTORY – THIS PURCHASE ORDER HAS BEEN PAID.YOU CAN SEE THE INVOICE PAID AGAINST THE PO BY CLICKING ON THE VIEWBUTTON.- 121 -

Rockwall Independent School District (RISD) Purchasing ManualWHEN A PURCHASE ORDER HAS BEEN PARTIALLY PAID YOU CAN SEE WHAT ISLEFT ON THE ACCOUNTING TAB.- 122 -

Rockwall Independent School District (RISD) Purchasing ManualON THE INVOICE TAB YOU CAN SEE ALL INVOICES PAID AGAINST A PURCHASEORDER.- 123 -

Rockwall Independent School District (RISD) Purchasing ManualTHE APPROVAL TAB SHOWS WHO AND WHEN HAS APPROVED THE PURCHASEREQUISITION.- 124 -

Rockwall Independent School District (RISD) Purchasing ManualAPPENDIX FROCKWALL INDEPENDENT SCHOOL DISTRICTRISD TEXTBOOK INFORMATIONTEXTBOOK PROCEDURES MANUALForPRINCIPALSASSISTANT PRINCIPALSAndCAMPUS TEXTBOOK COORDINATORS-125-- 125 -

Rockwall Independent School District (RISD) Purchasing ManualTEXTBOOK CALENDARMay: 1) Deliver reconciliations to principals during the first week of May2) Notify campuses of the Out-of-Adoptions for June pick-upJune: 1) Purchase district losses after compiling reconciliations2) Annual order from TEA TextbookA) Need enrollment counts for district and master schedule numbers3) Pick up out-of-adoptions books from campuses4) Workbook and ancillary orders from publishers5) On campus auditsJuly: 1) Receiving books from reconciliations and state order at textbookwarehouse2) Distribute/books according to campus enrollmentsAugust: 1) Level books counts at campuses according to enrollments2) Reply to campus textbook requestsSeptember: 1) Continue with campus textbook requestsOctober: 1) Outline timeline for new adoptions. Work with curriculum and instructiondepartment on the adoption process.Dec – April: 1)New adoption process with curriculum and instructionA) Board approvalB) TEA certification of adoptions- 126 -

Rockwall Independent School District (RISD) Purchasing ManualTABLE OF CONTENTS1. Textbooks: An Overview in Simple Terms……………………..2. State and District Rules and Responsibilities…………………….3. Departmental and Campus Responsibilities………………………4. Membership Reports……………………………………………..5. Textbook Ordering……………………………………………….6. Transfers, Donating, and Selling of Books………………………7. Textbook Inventories…………………………………………….8. Textbook Payments, Refunds, and Fines………………………...9. Campus Audits…………………………………………………...10. Textbook Reports………………………………………………...- 127 -

Rockwall Independent School District (RISD) Purchasing ManualTEXTBOOKSAN OVERVIEW IN SIMPLE TERMSWHAT SHOULD A PRINCIPAL KNOW?Textbooks belong to the state of Texas.The campus is responsible for the dollar value of the textbooks and systems issued totheir campus.The formula used to establish textbook needs is:(student enrollment x distribution %) + (content mastery) + (current inventory)Textbooks are to be protected by using book covers.THINGS THAT A PRINCIPAL MUST D01. The principal or the principal‘s designee should carefully check every textbook transferin or out of the campus to ensure accurate textbook inventories.2. Establish a system to check out books to teachers and students.3. Hold all teachers and students accountable for all textbooks issued.4. As soon as a school term is completed, a complete inventory must be taken.5. As the end of year inventory is conducted, set aside all textbooks that need to bereplaced due to poor condition or wear. Contact the textbook coordinator to arrange forthe exchange of these books during the summer.6. Pay for all lost textbooks with campus funds.7. Notify the textbook coordinator as soon as possible of any new courses that require theuse of a new or different textbook.8. Be aware that if a student has a book stolen or destroyed by an act of nature, there aremeans to obtain relief from TEA.9. Levy and collect fines or damages at your campus. While the district has suggested listfor fines or damages, this is a campus responsibility. There are no appeals of campusdecisions regarding textbook fines.10. Be sure that content mastery, special education and bilingual classes are providedtextbooks.- 128 -

Rockwall Independent School District (RISD) Purchasing ManualSTATE RULES AND DISTRICT BOARD POLICIESPUPIL, PARENT OR GUARDIANTEC 31.104(c): ―Each textbook must state that the textbook is the property of or is licensed tothis state, as appropriate. Each textbook, other than an electronic textbook, must be covered bythe student under the direction of the teacher. A student must return all textbooks to the teacherat the end of the school year or when the student withdraws from school.‖TEC 31.104(d): ―Each student, or the student‘s parent or guardian, is responsible for eachtextbook not returned by the student. A student who fails to return all textbooks forfeits the rightto free textbooks until each textbook previously issued but not returned is paid for by the student,parent, or guardian. As provided by policy of the board of trustees or governing body, a schooldistrict or open-enrollment charter school may waive or reduce the payment requirement if thestudent is from a low-income family. The district or school shall allow the student to usetextbooks at school during each school day. If a textbook is not returned or paid for, the districtor school may withhold the student‘s records. A district of school may not, under thissubsection, prevent a student from graduating, participating in a graduation ceremony, orreceiving a diploma.‖TEACHER AND PRINCIPALEach teacher shall keep a record of the number or other identifying mark of each textbook issuedto each student.Teachers and school officers must make such reports as to the use, care, and condition of freetextbooks as may be required by the local trustees or by the State Department of Education.It is suggested that the principal, or his/her appointee, carefully control the textbook activity withthe school by:Making a yearly actual physical inventory of all books, (required by state law andboard policy)Maintaining all textbook records and a statement of current charges, (required by statelaw and board policy)Insisting on regular textbook inspections by the teachers, (required by state law andboard policy)Keeping all extra textbooks in a controlled bookroom, andSending all money collected from students for sales to the central office, (required bystate law and board policy)- 129 -

Rockwall Independent School District (RISD) Purchasing ManualTEXTBOOK COORDINATOR19 TAC 66.107: Each school district shall conduct an annual physical inventory of all currentinstructional materials that have requisitioned by and delivered to the district. The results of theinventory shall be recorded in the district‘s files. Reimbursement shall be made for allinstructional material determined to be lost during the physical inventory.The duties of the textbook coordinator are two-fold: controlling all textbook activity within thedistrict and coordinating all textbook activity with the Textbook Division of The TexasEducation Agency.DISTRICT ACTIVITYThe Coordinator must:Request strict accounting of textbooks with the system for which he/she is assumingresponsibility.Maintain all records for textbook activity including textbook distribution to and transfer fromall schools within the system.Remember that he/she is accountable for all textbooks charged to the system, all textbookrequisitioned for the district during his/her tenure, and all money collected on sales of booksduring either of the above items.Ensure that an annual physical inventory is completed by each school.Conduct random campus audits.TEXTBOOK DIVISION ACITVITYThe Coordinator must:Requisition textbook shipments for the district, including the one official sample textbook orprospectus, and report all shipment errors and/or discrepancies to the depositories and theTextbook Division.Report all publishers who fail to ship samples.Be responsible for all shipments to textbooks for the district (interim, expiring adoptions, andout-of-adoptions)SUPERINTENDENTBy law, the superintendent‘s textbook responsibility is the reporting of district-wide maximummemberships to the Commissioner of Education, (TEC 12.61). TAC 81.153, Selection ofTextbooks by Local School Districts, give jurisdiction over a multiple list selections to thesuperintendent and board of trustees. Appointments to the local textbook committee are basedon the recommendations of the superintendent or designee who serves as chairman of thecommittee. The superintendent also signs textbook division forms and acts as interim textbookcoordinator until a new appointee is hired.- 130 -

Rockwall Independent School District (RISD) Purchasing ManualBecause the superintendent is the chief administrative officer in the district and is ultimatelyresponsible for all activity within the district, it is important that he/she keep abreast of alltextbook activity. It is strongly suggested that the superintendent ensure that the coordinator ismaintaining accurate textbook records, controlling the textbook funds, and recording the annualcampus physical inventories. The superintendent should require that all textbook problems andquestions be routed to the textbook coordinator. The Textbook Division prefers to deal directlywith the coordinator and refers all textbook inquiries from teachers, principals, etc., to thecoordinator.LOCAL BOARD OF TRUSTEESTEC 31.104(a): ―The board of trustees of a school district or the governing body of an openenrollmentcharter school may delegate to an employee the authority to requisition, distribute,and manage the inventory of textbooks in a manner consistent with this chapter and rulesadopted under this chapter.‖The local board of trustees is responsible for adopting a policy for the selection of instructionalmaterials to be used in the school district. State adopted instructional materials will be providedto local districts only after the local selections are ratified by the local board of trustees. Theboard of trustees is also the legal custodian of textbooks purchased by the state for the schooldistrict.DIVISION OF TEXTBOOK ADMINISTRATIONThe division is responsible for enforcing the textbook laws and rules as set forth by theLegislature and State Board of Education. It is the division‘s duty to provide districts with allnecessary forms, instructions, and information to requisition and receive the necessary textbooks.STATE BOARD OF EDUCTIONThe board oversees the activity of the Texas Education Agency as a whole, including theinstructional materials system. It is responsible for the enforcement of the Texas AdministrativeCode, Title 19, Chapter 66, State Adoption and Distribution of Instructional Materials, whereinall rules and regulations pertaining to the purchased and distribution of free instructionalmaterials are given. The board meets in November of each year to adopt the textbooks that willbe used in the public schools of Texas.- 131 -

Rockwall Independent School District (RISD) Purchasing ManualDEPARTMENTAL AND CAMPUS RESPONSIBILITIESTEXTBOOK COORDINATOR:Will perform the functions set out in the statutes and regulations and such other duties asmay be assigned by the Superintendent.Will maintain the district‘s textbook agency account.Will be responsible for supervising all shipping and receiving of textbooks from TEA andschool book depositories.Will be responsible for all deliveries and transfers from the textbook department toschool campuses.Will be responsible for seeing that the warehouse delivery staff return and complete allpaperwork for the textbook transfers.Will be responsible for monitoring textbook inventories for each school and checkingtheir needs against the textbook inventory to approve requests.Will be responsible for maintaining the computerized textbook inventory.Will be responsible for handling textbook samples, teacher‘s editions, rebinds, andbuilding level surpluses.Will be responsible for receiving and checking all textbook shipments.Will be responsible for maintaining the warehouse.Will be responsible for shipment of surplus textbooks to the state and out-of-adoptiontextbooks.Will be responsible for transfer of all textbooks to and from all campuses.CAMPUS PRINCIPAL OR DESIGNEEWill be accountable for all textbooks and systems charged to his/her campus.Will be accountable for moneys collected for all lost or damaged textbooks.Will be responsible for designating an assistant principal or other campus staff member toassume the duties of textbook coordinator for that building.- 132 -

Rockwall Independent School District (RISD) Purchasing ManualWill be responsible for seeing that teachers keep a record of the number of all books issuedto each student.Will be responsible for seeing that books are covered by the students.Will be in charge of informing staff members of applicable state regulations regardingtextbook matters.Will be accountable for keeping complete records of books within that school.Will be responsible for setting up a workable campus inventory and insisting on regulartextbook inspections by all teachers.Will be in charge of making an actual physical inventory of all textbooks on his/hercampus.Will be accountable for making all required reports to the textbook office.Will be in charge of filing requests for textbooks and teacher‘s editions.Will be responsible for accepting and checking all shipments from the textbookswarehouse.Will be responsible for seeing that teachers are not allowed to stockpile books by keepingall extra books in a central controlled bookroom.Will be responsible for restricting book requisitions to legal quotas and to the TextbookDepartment all books for which there are no current need.Will be responsible for the payment for any books that cannot be located in the annualaudit.Will be responsible for reporting all books needing to be replaced due to wear or damage.TEACHERSAre accountable for all textbooks and teacher materials charged to the grade or subject.Will require all student names to be written in the textbooks.Must keep an accurate listing of each specific textbook issued to what student.Will require all textbooks to be covered.- 133 -

Rockwall Independent School District (RISD) Purchasing ManualShould make an actual physical inventory in the classroom at the conclusion of eachgrading period, or upon request of the campus textbook coordinator.Will notify the campus textbook coordinator and the parent/guardian when books are lostor damaged so that fines or monies can be collected.Will not keep extra books without the prior approval of the campus textbook coordinator.STUDENT, PARENT/GUARDIANWill be responsible for the proper use and care of textbooks.Will maintain book covers on all textbooks.Parents or guardians are ultimately responsible for stolen, lost, or damaged textbooks and shouldpay the school for any replacement, fines, or damages.Note:Each student, or his/her parent or guardian, shall be responsible to the teacher for all books notreturned by the student. Any student failing to return all books shall forfeit his or her right tofree textbooks until the books that were previously issued are returned or paid for by the parentor guardian. (Education Code 31.104 (d))Failure on the part of any student to make good any loss or damaged to state issued textbooksmay result in the denial of further use of free textbooks by that student until the loss or damageassessment is paid.- 134 -

Rockwall Independent School District (RISD) Purchasing ManualMEMBERSHIP REPORTSThe District Textbook Coordinator is responsible for filing membership/enrollment reports toTEA in order to obtain the proper amount of textbooks for the district. He/she determines themembership/enrollment counts based on:Superintendent‘s Membership Report (December PEIMS report to TEA)Projected enrollments by the Assistant Superintendent.Bilingual, ESL, and Special Education projections.- 135 -

Rockwall Independent School District (RISD) Purchasing ManualSUMMER TEXTBOOK REQUESTSTEXTBOOK ORDERSIt is not necessary for schools to request textbooks during the summer. All requests for newtextbooks and for additional books due to expanding enrollments will be initiated by the textbookoffice as soon as possible. If within 5 days of the start of school, additional materials have notarrived, contact the textbook office.SUMMER DELIVERIESNewly adopted textbooks that replace expiring books, additional textbooks that cover expandedenrollments and replacement for in-adoption damaged books already reported and turned in tothe textbook office will be delivered to the campus only when the principal, the textbookcoordinator, or the designate can count, sign for, and receive the textbook shipment. Anydiscrepancy in textbook counts should be immediately resolved between the campusrepresentative and the textbook office and any shortages or discrepancies should be noted on thedelivery sheet. Each entity will retain a copy of the delivery slip for their records. Textbookcounts must be correct because those figures will be charged to the campus master inventory.FALL/SPRING TEXTBOOK REQUESTSWhen a school is in need of additional textbooks, a request should be made to the centraltextbook office on the textbook order request form and sent by email or faxed. Remember tocheck the class enrollment against the number of books charged to your campus. Requestsreceived by the textbook office will be filled and delivered as expeditiously as possible.REGULAR SCHOOL TERM DELIVERIESTextbook orders from the campus textbook coordinator that are approved by the district textbookcoordinator will be filled and delivered as expeditiously as possible. All campus deliveries mustbe counted and received by the campus textbook coordinator. The number of books that aresigned for as received will be placed on the campus master inventory and the campus will beheld accountable for these additional books.VERIFYING TEXTBOOK SHIPMENTS/REPORTING ERRORSA representative from the campus must count and agree on the number of books being delivered.REPORTING ERRORSIf an error is discovered after the delivery staff has left, the textbook office should be contactedimmediately by phone and informed of the problem. Contact must be made in 48 hours. Promptattention will be given to this matter by the textbook office. Changes will only be made if aninventory check of warehouse stock verifies that an error has occurred.- 136 -

Rockwall Independent School District (RISD) Purchasing ManualRETURNING TEXTBOOKS FROM THE CAMPUS TO THE WAREHOUSEIn-adoption Surplus Textbooks— Textbooks will be picked up as agreed upon by the campusand the textbook office. It is critical that all requests be boxed/labeled and available and in areasonable location when requested by the textbook office. A Textbook Transfer Form must besent to the District Textbook Coordinator along with the textbooks.In-adoption Replacements or Rebinds— Picked up in June during the inventory time. Fill out atransfer form and write REBINDS on the top of the page and send the transfer form to thetextbook office.Out of Adoption-- Picked up at the end of the school year in our annual summer operation. Onlythen are there adequate personnel, vehicles, and storage space available to manage a largevolume of textbooks. This operation must be done before the end of June.All textbooks—to be picked up must be in a location that is conducive to retrieval. Also thebooks should be boxed in boxes (copy paper size box) not to exceed 50 pounds.TEXTBOOKS FOR SPECIAL EDUCATIONIf a student in Inclusion is working in an on grade level textbook, that student has been includedin the campus allotment. If a student is not using an on grade level textbook, then that bookshould be taken from the campus surplus. If there is not adequate inventory at the campus youwill need to contact the textbook office.CONTENT MASTERYContent Mastery is a unique program that is offered by the Special Education Department. Thisprogram requires that textbooks be highlighted by the teacher for use by the special educationstudents. Normally there should not be more than three copies of a specific textbookhighlighted. These books should come from the campus surplus and should be counted in theannual inventory, but should remain with the Content Mastery room to be used in future years.If specific needs arise contact the textbook office.- 137 -

Rockwall Independent School District (RISD) Purchasing ManualTRANSFERS, DONATING, AND SELLING TEXTBOOKSLOANING TEXTBOOKSThe transfer of textbooks from one campus to another or swapping books is not allowed. Alltransfers will be done through normal textbook office procedures. Each campus is responsiblefor its own textbook inventory.LOANING TEXTBOOKS TO STUDENTS AND/OR PARENTSThe campus textbook coordinator may decide to loan textbooks to students that attend theirschool or to the parents of students that attend their school, but at the discretion of the campusinventory. Each loaned book is still charged to that campus inventory and should be returned tothe campus textbook coordinator or otherwise the campus will be charged in the summerinventory. The campus is responsible for getting the textbook returned or collecting for thetextbook. Textbook loans are made from the campus, not the district textbook office.LOANING TEXTBOOKS TO OUTSIDE ORGANIZATIONS OR INDIVIDUALSTextbooks should not be loaned to individuals who do not have school age children in yourbuilding, outside groups, or organizations for whatever purposes. The textbook office will assistyou with information including publisher names, addresses, and phone numbers if suchindividuals or groups wish to purchase the textbooks.DONATIONS OF OUT OF ADOPTION TEXTBOOKSThe Textbook Coordinator may donate out of adoption textbooks to adult education programs orother non-profit organizations. Those wishing to receive these books are responsible fortransporting the textbooks. The Texas Administrative Code, Section 66.131 (b) and (c), alsorequires that copies of discontinued textbooks be made available for use in libraries maintainedin city and county jails, institutions within the Texas department of Corrections, and other stateagency institutions.SELLING OF TEXTBOOKSUnder no circumstances will school districts be allowed to sell expiring or out of adoptiontextbooks. The textbook office will furnish publisher names, addresses, and phone numbers tooutside parties wishing to purchase textbooks.- 138 -

Rockwall Independent School District (RISD) Purchasing ManualTHE TEXTBOOK OFFICE:TEXTBOOK INVENTORIESWill maintain an accurate system of each individual school inventory that will reflect theschool‘s textbook charges and textbook returns.Will be responsible for all TEA reports in ordering textbooks based on current studentpopulations.Will be available to consult all principals and assistant principals regarding their textbookcount and textbook charges.Will provide training to all appropriate staff on the Textbook Manuel.Will deliver requested textbooks that are approved in a timely manner.Will, near the end of the school year, send to the principal a package of information thatwill include a list of expiring titles and out of adoptions.THE PRINCIPAL:Is ultimately in charge of all textbooks for his/her campus.Will, when possible, designate an assistant principal and charge him/her with theresponsibility of keeping a complete and accurate inventory.Will periodically check with the assistant principal on the numbers charged to the school.THE CAMPUS TEXTBOOK COORDINATOR:Will be responsible for conducting the campus textbook inventory.Is responsible for keeping complete records of books within the school.Will require a regular textbook inspection by all teachers.Will require that all textbooks be collected to a central location in the building for an auditat the end of each school year.Will pay for or replace any lost or damaged textbooks to bring the campus inventory intocompliance with the statement of charges.Will attend all trainings regarding textbooks.- 139 -

Rockwall Independent School District (RISD) Purchasing ManualWill see that all textbook reports are done in a timely manner.THE TEACHER:Will require all students to enter their names inside the textbook in the designated place.Will conduct an actual physical inventory at least twice per semester as requested by thecampus textbook coordinator.Will notify the assistant principal when books are lost or unaccounted for, so thatappropriate fines or moneys can be collected and the appropriate reports can be filed withthe textbook office.- 140 -

Rockwall Independent School District (RISD) Purchasing ManualTEXTBOOK PAYMENTS, REFUNDS, AND FINESSTUDENTS WHO FAIL TO PAY FOR LOST OR DAMAGED TEXTBOOKS:Students will forfeit their right to free textbooks until the fine for the lost or damaged book iscleared with the campus administrator.PRINCIPAL OR ASSISTANT PRINCIPAL CONTACTING PARENTS OR GUARDIANFOR THE PAYMENT OF LOST OR DAMAGED TEXTBOOKS:The Principal or Assistant Principal will be responsible for contacting parents in an attempt torecover textbooks or payment for the district.DEPOSITING FUNDS TO THE BUSINESS OFFICE FOR PAYMENT OF LOSTTEXTBOOKS:All textbook funds should be deposited into a specific campus textbook account. The principalor campus textbook coordinator will complete a payment at the conclusion of each year to payfor any lost textbooks. Money placed in this account can only be spent to pay for adoptedtextbooks.REFUNDS:When a textbook has been paid for and then found, a parent may request a refund. The textbookwill be returned to the principal with receipt of payment.The school will submit the request for refund to the Accounting Department according to theirregulations. The Accounting Department will mail the refund for the textbook.EXCEPTION:When a textbook is stolen or destroyed in a manner that is not preventable, a report must becompleted and sent to the textbook office. This report is submitted to TEA for a waiver toreduce the district inventory.- 141 -

Rockwall Independent School District (RISD) Purchasing ManualCHARGES FOR FINES AND DAMAGES TO TEXTBOOKS:The following is a suggested list of charges for fines and damages to textbooks. The finaldecision for charge amounts is up to the discretion of the campus. If the degree or nature of thedamage makes the textbook unusable, the student will be required to buy the book.Note: Condition of a textbook at the time it was issued to the student should be taken intoconsideration.DAMAGEFINETorn pages$1.00 eachDamaged binder $5.00Heavily marked pages.50 eachSlightly marked pages.25 eachBadly dog-eared pages.50 eachSlightly dog-eared paged.25 eachOther damage.50 to total price of bookIf the fines total more than the cost of the textbook, the student will be required to buy thetextbook.If one or more pages are torn out and missing, the student will be required to buy the textbook.If books are heavily marked the student will be required to buy the textbook.When making decisions regarding fines for damages to textbooks, the guiding principle shouldbe, ―Is the book in sufficient condition for another student‘s use?‖- 142 -

Rockwall Independent School District (RISD) Purchasing ManualCAMPUS AUDITSSome campuses may have a textbook audit in the summer. The District Textbook Coordinatorwill conduct the audits. The Campus Textbook Coordinator will be notified in advance. If thebuilding Principal leaves, the new Principal may request an audit.The annual Textbook Inventory should be conducted by the Campus Textbook Coordinator priorto the textbook audit. Any time the campus textbook coordinator does an inventory, every book,teacher edition, and systems must be counted. IT IS IMPORTANT TO REPORT OVERAGESAS WELL AS SHORTAGES! Overages indicate a shipping error, and someone else in theDistrict is short of books. The District Textbook will audit numbers to determine if recounts ofselected titles are necessary. Those recounts should be conducted the day of the audit by theDistrict Textbook Coordinator with the Campus Textbook Coordinator.Prior to the Textbook Audit, all books should be returned to the bookroom(s)/classroom(s) orone location. This includes student textbooks that were checked out to teachers. You will becharged for any books that are not in your book rooms. Teacher Editions will be counted.Textbooks MUST be stacked 5 books spine in and 5 books spine out or every 5 th book turned ina different direction. Leftover books in stacks less than 5 should all be stacked on the same sideof the shelf. Scheduled audits will be postponed if textbooks are not arranged in 5‘s. Thisarrangement cuts counting time and minimizes errors. If you must stack books more than onedeep, please make sure that there is an equal number on all rows. It is recommended wherepossible the books be stacked so that the second row of books is visible. (Back row vertical (5spines in/5 spines out), front row/horizontal (5 spine up/5 spine down)). If you do not do this,you may find you are short books when school starts.TEA AUDITThe textbook Division of TEA notifies districts several months in advance of a full audit. A fullaudit is when TEA sends a team in for several days and they go to every campus and count everytextbook. When the audit is complete, all missing textbooks must be paid for by the campuswhere a shortage has been identified.TEA expects the following procedures to be followed:All textbooks are to be moved to a central location (gym or cafeteria)Textbooks are to be stacked by title in columns of 50 and placed in groups as sequenced onthe campus inventory report.The campus textbook coordinator should be present to confirm the auditor‘s counts.Immediately following the audit, the principal/assistant should be prepared to makepayment for all textbooks not counted during the audit. If the building textbook accountis not adequate to pay for the shortages, then the activity account or regular budgetedfunds will be required to make up the shortfall.- 143 -


Rockwall Independent School District (RISD) Purchasing ManualAPPENDIX GAPPROVED VENDORS LIST-145-- 145 -


Rockwall Independent School District (RISD) Purchasing ManualAPPENDIX HGLOSSARY OF TERMSAcknowledgement: A form used by a vendor to advise a purchaser that an order has beenreceived, and usually implying acceptance.Act of God: A contingency or occurrence that cannot be avoided by human power; a cause ofdamage which is irresistible (e.g., hurricane, flood, lightening) and not attributable tonegligence.Advertising: A form of public notice of an intended purchase. See "Legal Notice."Agency: (1) An administrative division of a government. (2) A relationship between twoparties by which one, the agent, is authorized to perform or transact certain business for theother, the principal; also, the office of the agent.All-or-None Bid: A bid submitted for a number of different items, services, etc., in which thebidder states he will not accept a partial award, but will accept only an award for all the items,services, etc., included in the Invitation for Bids. Such bids are acceptable only if provided forin the Invitation, or if the bidder quoted an individual price for each of the items, services, etc.,as listed and are the low bidders on each item.Alternate Bid: A bid submitted in knowing variance from the specifications, terms,conditions, or provisions of the solicitation. Such a bid is acceptable only when the variance isdeemed to be immaterial.Approved Vendor: An ―approved vendor‖ is a vendor that has been awarded a Bid/Proposalthrough the RISD competitive procurement process or through an Interlocal Agreement.Assigned Budget Owners: Managers who are assigned ownership of a Board approved budgetand who are authorized to procure goods or services in accordance with the approved budget.Award: The acceptance of a bid or proposal.Back Order: That portion of an order which a vendor does not deliver at the scheduled timeand has re-entered for shipment at a later date.-167-167

Rockwall Independent School District (RISD) Purchasing ManualBest Interests of the District: The rationale granting the District discretion in taking action mostadvantageous to the district when it is impossible to delineate adequately a specific response bylaw or regulation.Bid: The executed document submitted by a Bidder in response to an Invitation for Bids, or amulti-step bidding procedure.Bid Bond: An insurance agreement in which a third party agrees to be liable to pay a certainamount of money in the event that a specific bidder, if the bid is accepted, fails to accept the bidaward as bid.Bid Deposit: A sum of money or check deposited with and as instructed by the prospectivepurchaser to guarantee the bidder (depositor) will, if selected, accept the bid award in accordancewith the bid. If the bidder does not accept the bid award, he forfeits the amount of the deposit.Bid Opening: The formal process through which bids are opened and the contents revealed forthe first time to the district, other bidders and usually, to the public.Bid Sample: A sample required of a bidder for examination, comparison, testing, and evaluationby the prospective purchaser.Bid Security: A guarantee, in the form of a bond or deposit, that the bidder, if awarded a bid,will accept the bid award as bid, otherwise the bidder (in the case of a deposit) or his/herguarantor (in the case of a bond) will be liable for the amount of the bond or deposit.Bidder: Any person submitting a competitive bid in response to a solicitation.Bid List: A mailing list maintained by the purchasing department setting out the names andaddresses of suppliers of various goods and services from whom bids, proposals, and quotationscan be solicited (also called the vendor mailing list).Bill: A list of charges or costs presented by a vendor to a purchaser, usually enumerating theitems furnished, their unit and total costs, and a statement of the terms of sale: an invoice.Bona Fide: In good faith.Brand Name: A name which serves to identify a product of a particular manufacturer. A tradename.Brand Name or Equal Specification: A specification that cites brand names, model numbers,or other identifications as representing quality and performance called for, and inviting bids oncomparable items or products of any manufacturer.168

Rockwall Independent School District (RISD) Purchasing ManualBulk Purchasing: Purchasing in large quantities to seek a lower price per unit; volumepurchasing.Budgeted Purchases: Purchases that assigned budget owners are authorized to make withinapproved budget limits.Calendar Day: Every day shown on the calendar, Saturdays, Sundays, and holidays included.Cash Discount: A discount from the purchase price allowed by the seller to the purchaser whenpayment is made within a designated period.Cash on Delivery (COD): Payment due and payable upon delivery of goods.Catalog: A listing of item identifications arranged systematically.Change Order: A written order directing the contractor to make changes which the Changesclause of the contract authorizes the District to order without consent of the contractor.Code of Ethics: Written guidelines within which judgments and considerations of professionalethics and behavior should be made for all public officials and employees of a district.Collusion: A secret agreement or cooperation between two or more persons to accomplish afraudulent, deceitful, or unlawful purpose.Combination Specifications: Contain elements of both design and performance specifications.Some features of each are included to allow a vendor to use ingenuity to meet the performanceneeds of the government and also to require certain necessary design characteristics. This isprobably the most common type of specification.Commodity: An article of trade, a movable article of value, something that is bought or sold;any movable or tangible thing that is produced or used as the subject of barter or sale.Competition: The process by which two or more vendors vie to secure the business of apurchaser by offering the most favorable terms as to price, quality, delivery and/or service.Competitive Bidding: The submissions of prices by individuals or firms competing for acontract, privilege, or right to supply merchandise or services.Competitive Negotiation: A method for contracting for goods and services, whereby proposalsare solicited from qualified suppliers, following submission of which changes in proposals andprices are allowed, and the offer deemed by the awarding authority to be most advantageous interms of criteria as designated in the Request for Proposals is accepted; a negotiatedprocurement.Competitive Sealed Proposals: A term used for competitive negotiation as a source selection.169

Rockwall Independent School District (RISD) Purchasing ManualComponent Purchases: Purchases of the component parts of an item that in normal purchasingpractices would be made in one purchase.Confirming Order: A de facto purchase order issued to a vendor listing goods or servicesprocured verbally and/or outside established purchasing procedures. Since a confirming orderprecludes competition it may be illegal under certain laws/ordinances.Conflict of Interest: A situation where the personal interests of a contractor, public official oremployee are, or appear to be, at odds with the best interests of the district.Contingency: A possible future event or condition arising from presently known or unknowncauses, the outcome of which is indeterminate at the present time.Cooperative Purchasing: (1) The combining of requirements of two or more political entities toobtain the advantages of volume purchases, reduction in administrative expenses, or other publicbenefits. (2) Procurement conducted by, or on behalf of, more than one Public ProcurementUnit, or by a Public Procurement Unit with an External Procurement Activity.Decentralized Purchasing – Although the purchasing operation is overseen by the PurchasingDepartment much of the actual purchasing is done on the campus or department level byacquiring quotes from district approved vendors and making purchases from the vendor offeringthe best value.Delivery Schedule: The required or agreed time, or rate, of delivery of goods or services.Delivery Terms: Conditions in a contract relating to freight charges, place of delivery, time ofdelivery, or method of transportation.Descriptive Literature: Information, such as illustrations, charts, drawings, and technical datawhich show the characteristics or construction of a particular product or explains its operations,furnished by a bidder as part of the bid to describe the items he offers. The term refers only toinformation required to evaluate a product, and need not include other information such as thatrelates to the qualifications of a bidder or operating or maintaining equipment.Design-Build: The district and the design/build contractor enter into a specific contract whereinthe contractor undertakes the responsibility to provide for the design and construction of theproject in conformance with basic requirements which have been set forth by the district. Thecontract may be lump sum, cost plus a fee or guaranteed maximum, lease or lease-purchase. Thecontract is generally entered into after project definition but before substantial design work hasbeen done.Design Specifications: A type or manner of writing a purchase description characterized bydetail as to how the product is to be manufactured or work is to be performed; genericspecification. Appropriate for a unique product or custom work.170

Rockwall Independent School District (RISD) Purchasing ManualDesignee: A duly authorized representative of a person holding a superior position.Discount: An allowance or deduction from a normal or list price extended by a seller to a buyerto make the net price more competitive.Emergency Purchases: Two types of emergency purchases are made in districts. One typeresults from an eminent threat to the health, safety, or welfare of students. Such purchases mustcomply with state law and may be made only after a formal board action declaring an emergencyand authorizing the purchase. The second type of emergency purchase usually is defined bylocal policy to provide for the acquisition of goods or services to meet an immediate need suchas purchases to repair damage to a facility which may imperil students or the security of thefacility.End User: Staff member from a school or department who initiates the request for purchase(requisition).Equipment: Personal property of a durable nature which retains its identity throughout its usefullife.Evaluation Committee: A committee which advises and assists the purchasing office inevaluation and award, usually employed in high tech and purchase of services transactions.Evaluation of Bid: The process of examining a bid after opening to determine the bidder'sresponsibility, responsiveness to requirements, and to ascertain other characteristics of the bidthat relate to determination of the successful bidder.Fiscal Year: A period of 12 consecutive months selected as a basis for annual financialreporting, planning, or budgeting.F.O.B.: ―Free on Board‖ specifies when the title for shipped merchandise transfers to thedistrict. F.O.B. is often followed by the text that specifies which party is responsible for freightcharges and damages or losses while in transit.F.O.B. Destination: Under these terms, the risk of loss of goods does not pass to the districtuntil the goods are delivered and the district has accepted the shipment. If the shipment isrefused or never reaches its destination, the vendor is responsible for re-shipping new goods attheir expense. It is recommended that all orders be placed as F.O.B. Destination.F.O.B. Origin: Under these terms, the risk of loss passes to the district when the carrier picksup the shipment from the vendor. The district is responsible for the merchandise at that point. Ifthe merchandise is damaged or lost in shipment, the district owes the vendor full paymentregardless. If there are damages or shortages, the district is responsible for filing any neededfreight claims to attempt to recover the damages. If goods must be replaced, a new order must beplaced with the vendor. The district does not recommend using F.O.B. Origin.171

Rockwall Independent School District (RISD) Purchasing ManualIdentical Bid: A bid that is the same in all respects with another bid.Ineligible Bidder: A supplier or prospective supplier who, by reason of financial instability,unsatisfactory reputation, poor history of performance, or other deficiency, does not meet thequalifications for placement on the vendor mailing list (bidder‘s list) or for award; also nonresponsiblebidder.Inspection: Critical examination and/or testing of items to determine whether they have beenreceived in the proper quantity and condition and conform to the applicable specifications.Late Bid Proposal: A bid or proposal received at the place specified in the solicitation after thetime designated for all bids or proposals to be received.Legal Notice: Notice of a proposed purchase as required by law. Depending upon the legalrequirement, notice may be satisfied by posting an announcement of the purchase in a publicplace, notification of the appropriate bidders from the vendor mailing list (bidder‘s list), formaladvertisement in a newspaper or newspapers, or a combination of these methods.Lease-Purchase Agreement: A lease contract containing a purchase option in which the lessee'speriodic payments or parts thereof may be applied to serve both as the rental obligation and asinstallments for acquiring ownership of the property upon lessee exercising the purchase option;a conditional sales contract.Life-Cycle Costing: A procurement technique which takes into account demonstrable anddocumented operating, maintenance, the cost of money, and other costs of ownership and usage,and resale or residual value in addition to acquisition price in making an award on low total cost.Lowest (Responsive and) Responsible Bidder: Originally, the bidder submitting the lowestinitial price and capable of performing the proposed services or provide the proposed goods.Under modern purchasing concepts, often construed as generally the same as the "lowestresponsive and responsible bidder," or the bidder who submits the "lowest and best bid," or the"most advantageous bid, price, and other factors considered." For clarity and accuracy, therecommended provision for determining award is the "responsive and responsible bidder whosebid is most economical for the purpose intended, according to criteria set forth in thesolicitation.‖Monthly Purchase Order: A monthly purchase order is issued to an approved vendorauthorizing purchases from that vendor over a period of time. An arrangement under which apurchaser contracts with an approved vendor to provide the purchaser's requirements for an itemor a service, on an as-needed and often over-the-counter basis. Properly prepared, such anarrangement sets a limit on the period of time it is valid and the maximum amount of moneywhich may be spent at one time or within a specified period.Multiple Awards: The award of bids/proposals to two or more bidders for the same oressentially similar items. Appropriate only in situations where a single award would be172

Rockwall Independent School District (RISD) Purchasing Manualimpossible or impractical and awards are limited to the least number of suppliers necessary for aworkable contract.Multi-Step Competitive Bidding: A competitive process calling for separate submissions of atechnical proposal (which may be negotiated) as the first step or steps of the process followed bya call for non-negotiable competitive price bid as the final step.Non-responsive Bid: A bid that does not conform to the essential requirements of the invitationfor Bids; nonconforming bid; unresponsive bid.Option to Renew: A bid/proposal clause that allows a party to elect to re-institute thebid/proposal for an additional term.Performance Bond: A contract of guaranty executed subsequent to award by a successfulbidder to protect the district from loss due to vendor‘s inability to complete the bid/proposal asagreed.Performance Record: Record to indicate a supplier's ability to keep delivery promises andreliability, together with consistency of quality and performance of the products and servicesfurnished.Performance Specifications: Where the goods and/or services are described in terms ofrequired performance. They may include such details as required power, strength of material,test methods and standards of acceptability and recommended practices.Pre-Bid/Proposal Conference: A meeting scheduled in a solicitation for the purpose ofproviding clarification as needed. Substantive questions raised at a pre-bid conference areanswered in writing and may modify the solicitation.Procurement: The procedures for obtaining goods or services, including all activities from theplanning steps and preparation and processing of a requisition, through receipt and acceptance ofdelivery and processing of a final invoice for payment. The acts of preparing specifications,evaluating bids or proposals, making awards, and administering contracts are involved; in somecontexts property management is implied.Professional Services: Often technical, and/or unique functions performed by independentcontractors whose occupation is the rendering of such services. While not limited to licentiates,the services are considered "professional," and the contract may run to partnerships, firms, orcorporations as well as individuals. Examples of professional services include medicine and themedical arts, architectural and engineering services, management and systems consultation,research, and the performing arts.Proposal: The executed document submitted by an offeror in response to a Request for Proposal(and the basis for subsequent negotiation).173

Rockwall Independent School District (RISD) Purchasing ManualProposal Evaluation Criteria: Factors, usually weighted, relating to management capability,technical capability, manner of meeting performance requirements, price and other importanceconsiderations used to evaluate which proposer in a competitive negotiation has made the mostadvantageous offer.Purchase Order: This document serves as a formal order for goods, materials and/or servicesfrom a vendor. A purchase order, once approved, is a binding commitment for a district to remitpayment to the vendor after the item(s) and an invoice are received by the district. Acceptanceof a purchase order by the vendor constitutes a contract.Quotation: A statement of price, terms of sale, and description of goods or services offered by aprospective seller to a prospective purchaser, usually for purchases below the amount requiringformal bidding; the stating of the current price of a commodity, or the price so stated.Request for Information (RFI): The document used in informal, uncompetitive solicitation ofinformation, data, comments, or reactions from possible suppliers preceding the issuance of aRequest for Proposals or a multi-step bidding procedure.Request for Proposal (RFP): (1) All documents, whether attached or incorporated by reference,utilized for soliciting (competitive) proposals. The RFP procedure permits negotiation ofproposals and prices as distinguished from competitive bidding and an Invitation for Bids. (2)The solicitation document used in the competitive negotiation process. The procedure allowschanges to be made after proposals are opened and contemplates that the nature of the proposalsand/or prices offered will be negotiated prior to award.Requisition: A requisition is an internal document by which a campus or department of thedistrict requests the purchasing department to initiate a purchase order. It is a request generatedelectronically (through use of the automated system AS-400) for the purchase of supplies,services, equipment, etc. A requisition is an un-approved purchase order. No purchasingcommitment shall be made without an approved purchase order.Responsible Bidder: A person who has the capability in all respects to perform in full the bidrequirements, and the integrity and reliability which will assure good faith performance.Responsive Bidder: (1) A person who has submitted a bid which conforms in all materialrespects to the Invitation for Bids. (2) One whose bid conforms in all material respects to theterms and conditions, the specifications and other requirements of the Invitation for Bids.Sealed Bid: A bid which has been submitted in a sealed envelope to prevent its contents beingrevealed or known before the deadline for the submission of all bids: usually required by law orrule on major procurements, to enhance fair competition.Separate Purchases: Purchases, made separately, of items that in normal purchasing practiceswould be made in one purchase.174

Rockwall Independent School District (RISD) Purchasing ManualSequential Purchases: Purchases, over a period, of items that in normal purchasing practiceswould be made in one purchase.Sole Source Procurement: A purchase or award for a commodity or service to the only legallycapable supplier, occasioned by the unique nature of the requirement, the supplier, or marketconditions.Special Revenue Fund: Proceeds of specific program grants that are legally restricted toexpenditures for specified purposes.Specification: A description of what the purchaser seeks to buy, and consequently, what biddermust be responsive to in order to be considered for award of a contract. A specification may be adescription of the physical or functional characteristics, or the nature of, a supply of service. Itmay include a description of any requirements for inspecting, testing, or preparing a supply orservice item for delivery. A purchase description.Standardization (of Specifications): The process of examining characteristics and need foritems of similar end usage and developing a single specification that will satisfy the need formost or all purchases for that purpose.Supplies: Customarily, items that are consumed or expended in the course of being used, asdistinguished from equipment and materials; but in some purchasing terminology, all itemsexcept construction and services.Tabulation of Bids: A recording of bidders and abstract of their bids listing items offered,prices, deliveries, etc., in response to a specific solicitation, made for purposes of comparisonand recordkeeping; an abstract.Terms and Conditions: A general reference applied to the provisions under which bids must besubmitted and which are applicable to most purchase orders.Testing: Determination of the physical, chemical, or performance characteristics of items.Testing may be conducted in connection with developing specifications and standards, makingcomparative evaluations of products offered on bids, and ascertaining compliance withspecifications before or after a bid/proposal award.Title: The means whereby a person's ownership of property is established.Uniform Commercial Code: Uniform statute law adopted by states for consistency andmodernity in law governing commercial transactions.Warranty: A representation of utility, condition, and durability made by a bidder for a productoffered.175

Rockwall Independent School District (RISD) Purchasing ManualWarehouse Requisition: A warehouse requisition may be used to obtain supplies or materials(a catalog describing items in the warehouse is available by contacting the Warehouse.) Awarehouse requisition is completed at the department or campus level and submitted to thewarehouse.176

SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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