Purchasing Office » Procedures


Purchasing Options
A.  These procedures apply to purchases not requiring quotations or competitive bids.

     1.  Sole Source Items:  There must be no other like items available for purchase that would serve the same purpose or function, and only one price for the product because of exclusive distribution or marketing rights.

     2.  State Purchasing: TBPC Contracts are handled through the Texas Comptroller of Public Accounts.  www.cpa.state.tx.us/procurement
     3.  State Cooperatives:  State Cooperatives offer many different approved vendors throughout the year.

NOTE: Large purchases from Cooperative and /or District authorized vendors may be subject to additional requirements. Contact the Purchasing Department

     4.  Special Bidded Items and/or Services: The District has Special Items and Services that must be bid out.

NOTE: Los Fresnos CISD is a member of TBPC and the State Cooperatives mentioned above and has the legal responsibility to honor the contracts awarded by TBPC and the Co-ops as well as the ones awarded by the District. For these reasons we encourage exhaustion of all available options under TBPC, Co-ops District bids before buying from non-authorized vendors.

B.  These procedures apply to Items or Services not available through the above options.

     1.  Purchases aggregate between $ 1,000 - $ 5,000

          Three (3) telephone quotes. NOTE: Please use the correct forms in Business Manual.

     2.  Purchases aggregate between $ 5,000 - $ 50,000

          Three (3) written quotes. NOTE: Please use the correct forms in Business Manual.

     3.  Purchases aggregate of  $ 50,000 or more

          The Purchasing Department must advertise and utilize the purchasing method that provides the best value to the District (Competitive Bids, Competitive Sealed Proposals, etc.).

C.  There are two types of Emergency Purchases:

      1.  When an eminent threat to the health, safety, or welfare of students or staff occurs. Such purchases must comply with state law and may be made only after a formal board action declaring an emergency.
           Example: to repair a school after a fire or a natural disaster.

      2.  This type of emergency purchase is usually defined by local policy to provide for the acquisition of goods or services to meet an immediate need.

           Example: to replace windows broken at the school by vandals.

D.  Open Purchase Orders are intended to cover all  those small and inexpensive items in a month to month basis.

"Authorized and Non-Authorized Vendors"

A vendor becomes an authorized vendor when has been awarded a bid by either an internal (done by the District) or external process (Region I and II, Buy-Board, etc.).

As a District we are allowed to buy from non-authorized vendors up to $ 9,500.00 per year and it is required to submit quotes.

NOTE: Notice that it is as a District not per Campus or Department.

"Line Item Bids and Catalog Bids"

In a Line Item Bid the District or the Co-ops provide the vendors with a LIST OF SPECIFIC ITEMS AND QUANTITIES on which the vendor will bid. Once the vendor(s) has been awarded the bid by the District or the Co-ops the prices are not negotiable and the District must buy these specific items only from these vendors at the bid prices.

NOTE: A vendor that has been awarded a line item bid becomes an authorized vendor only for those specific items.

In a Catalog Bid the District or the Co-ops request the vendors to submit a percentage discount off their catalogs or list price. Once the vendor(s) has been awarded the contract by the District or the Co-ops, discounts could be increased depending on quantities.

"Enforcement of Purchasing Procedures"

 A.  Buying without a Purchase Order is against all State and Local policies.

       1.  On Approval Purchasing:

            If an authorization has not been granted from the Business Office and damages or losses occur, the principal and his/her delegate will be held responsible for the payment of merchandise ordered.

       2.  Component Purchases:

            Component purchases means purchases of the component parts of an item that in normal purchasing practices would be purchased in one purchase.

       3.  Separate Purchases:

            Separate purchases means purchases, made separately, of items that in normal purchasing practices would be acquired in one purchase.

       4.  Sequential Purchases:

            Sequential purchases means purchases, made over a period, of items that in normal purchasing practices would be purchased in one purchase.

 NOTE: Items 2, 3, and 4 are penalized legally by the Texas Education Code Sec. 44.032,  when this results in a circumvention of state procurement laws.

Question, please contact us or refer to the Purchasing and Travel Guidelines ath the top of this page.