Guide to Requisitions and Purchasing Process
"Learn about the requisition set-up process, approved vendors, contract codes, 5 Play information, and the format of information for requisitions. Understand how to create blanket purchase orders for term and non-term items. Get insights on what is required when using this type of requisition and exceptions to note. Enhance your knowledge of ordering procedures to streamline the purchasing process effectively."
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PURCHASING November 13, 2014 ROUNDTABLE/TRAINING
REQUISITION SET-UP Vendor: Make sure the vendor you are using is on the district approved vendor listing 2014-2015 GPISD Approved Vendor Listing (Vendors for conference registrations, travel, membership fees/dues, single source vendors, etc. will not be listed on the approved vendor listing, but still can be used) ****Just because a vendor is set up in our Skyward system, this DOES NOT make them an approved vendor**** SBA Group: 461 (Campus), 865 (Student), and 895 (Sunshine)
REQUISITION SET-UP (CONTINUED) DP Group: For Travel Reimbursements including mileage (must have a MapQuest printout of mileage (from place of work to location only) and tolls (receipts are a MUST!) PLEASE NOTE: Mileage will not be paid to the driver until AFTER the trip has occurred. School Group: Used for all other codes not listed above Contract #: Please select the contract code that BEST represents the items/services you are ordering
REQUISITION SET-UP (CONTINUED) GPISD 5 Play: This information needs to be included on the 1stline of the requisition as a NARRATIVE LINE. On E-commerce orders please put this information in the description box. Other Information: All information regarding this requisition including quote references, shipping information, etc. Line Items: First, the vendor part/item number needs to be placed in the catalog line field; second, quantity; third, unit of measure; fourth, unit cost; and fifth, description of item/service
FORMAT OF INFORMATION FOR REQUISITIONS Blanket PO s (Term) Format (make sure the blanket po box is checked): BLANKET PO for Items for Club Meetings PO Term: November 13, 2014 through November 30, 2014 PO Amount: Not to Exceed $100.00 PO Items: Drinks, water, juice, crackers, chips, dips, cookies, etc. PO User: Sherry Ellis (1stGrade Teacher)
FORMAT OF INFORMATION FOR REQUISITIONS (CONTINUED) Blanket PO s (Non-Term) Format: (make sure the blanket po box is checked) BLANKET PO for Items for Club Meetings PO Amount: Not to Exceed $100.00 PO Items: Drinks, water, juice, crackers, chips, dips, cookies, etc. PO User: Sherry Ellis (1stGrade Teacher) A written quote or typed list of items IS REQUIRED when using this type of requisition (exception is GPISD Transportation requests) Examples: Bus Requests, orders with more than 30 line items, library book orders, etc. Office Depot and Staples CANNOT be used for blanket po s
FORMAT OF INFORMATION FOR REQUISITIONS (CONTINUED) DP Group Requisitions Format: List the person s first and last name in the description line List the date of the trip underneath the name List the conference information underneath date of trip In the body of the requisition, list the person s full name in the catalog field Requisitions for monthly mileage need to have each month listed as a separate line item, e.g. September 2014, October 2014, etc.
FORMAT OF INFORMATION FOR REQUISITIONS (CONTINUED) GPISD Transportation Bus Requests: Trip # GPISD Transportation Bus Service For: Band Event: Band Competition Where: Trinity High School (Euless, TX) When: November 13, 2014
PURCHASING DOS DO take off SE Approved on any cloned requisition DO attach approved travel forms and registration forms to requisitions for conferences DO attach vendor quotes to requisitions DO send your purchase orders to the vendors (Exceptions are as follows: Amazon.com, Bearcom, CDW-G, Delcom, Dubiski Print Shop, GPISD Transportation, Proforma A-Z Specialties more are coming) DO RECEIVE, RECEIVE AND RECEIVE on your requisitions
PURCHASING DONTS DON T order anything (service or item) without a purchase order in place DON T let your staff order anything without a purchase order (they are not entitled to reimbursement) DON T hold electronic receiving because of a back-ordered item (you need to receive on the items you have physically received) DON T receive on DP or Commerce Bank Purchase Orders Aida Arredondo will receive on these.
WHY? Texas Education Code 44.031 Subchapter B: All school district contracts for the purchase of goods and services, except contracts for the purchase of produce or vehicle fuel, valued at $50,000 or more in the aggregate for each 12-month period shall be made by the method, of the following methods, that provides the best value for the district: (1) competitive bidding for services other than construction services (2) competitive sealed proposals for services other than construction services (3) request for proposals, for services other than construction services (4) an interlocal contract
CONTRACTS THUS FAR (SEPTEMBER 1 THROUGH NOVEMBER 1, 2014) Bid #14-01 (Retail Purchases) - $84,693.55 Bid #14-02 (Administrative and Contracted Services) - $457,461.27 Bid #14-03 (Printing Services, Awards, Spirit Items) - $55,072.51 Bid #14-04 (Teaching and Instructional Aids/Materials) - $216,939.60 Bid #14-05 (Building Maintenance, Transportation, etc.) - $512,835.74 Bid #14-06 (Catering Services, Food Providers) - $22,850.15 Bid #14-07 (Technology Items and/or Services) - $105,757.40
PURCHASING CONTACT INFORMATION Sherry Ellis Director of Purchasing Phone #972-237-5403 Phyllis Brower Coordinator of Purchasing Phone #972-237-5516 Debbie Torres Textbook/Elections Coordinator Phone #972-237-5515 Aida Arredondo Coordinator of Travel Phone #972-237-5510
