Purchasing Manual - Rockwall ISD

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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 -
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Purchasing Manual - Rockwall ISD

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