SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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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
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SECTION 5 – COMPETITIVE PROCUREMENTS - Rockwall ISD

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