Purchasing Manual - Rockwall ISD

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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
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Purchasing Manual - Rockwall ISD

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