Policies & Procedures
Purchasing Policy & Procedures
Purchases made by EPISD are subject to the State's purchasing laws and the District's policies and purchasing procedures. Purchases of personal property valued at least $10,000 but less than $25,000 in the aggregate for a 12 month period, will be made in accordance with Section 44.033 of the Texas Education Code (TEC). Purchases that exceed $25,000,in the aggregate in a 12 month period, shall be made by one of the 8 methods listed under TEC Section 44.031, which includes the competitive sealed bid and RFP process. The specifics of these laws, policies, and procedures are detailed in the Purchasing Department's Procedure Manual which is part of the Campus Accounting Manual, Section 31, that is distributed to all schools and can be viewed on-line at the Audit Department's web-site.
Quotations
Purchases of more than $10,000 but less than $25,000 either require documented quotes, if not referencing an existing bid or inter local contract, or are identified as a sole source. Following is the definition of a sole source as stated under TEC Section 44.031 (j). Compliance with TEC Section 44.031 (a) is not required for purchases that are available from only one source, including:
- An item for which competition is precluded because of a patent, copyright, secret process or monopoly.
- A film, manuscript or book.
- A utility service, including electricity, gas or water.
- A captive replacement part or component for equipment.
Inter local Contracts (Cooperative Purchasing Programs)
The District may participate in a cooperative purchasing program with another local government or local cooperative organization if the Board of Trustees approves the agreement to participate. If the District does so, it satisfies any law requiring it to seek competitive bids as stated in the Local Gov't Code 271.102, and Texas Government Code Chapter 791-Interlocal Cooperation Contracts Texas.
The District currently contracts with:
- Texas Procurement & Support Services www.window.state.tx.us/procurement/
- Region IV Cooperative Purchasing Network (TCPN) www.tcpn.org
- Region XIX www.esc.19.k12.tx.us
- TASB "BuyBoard" www.buyboard.com
- Region 17- West Texas Food Cooperative (Food Services)
- US Communities www.uscommunities.org/
General Bid Information
The Purchasing Department solicits bids when purchases exceed $25,000, in the aggregate for a 12 month period. The Purchasing Department may send bids to all suppliers in any particular bid category or select those vendors it believes are best qualified to provide the goods or services. All bids are advertised twice in the local newspaper and indicate the date, time, place to be opened and the Purchasing Department's web site. All bids must be sealed and delivered by the time and date specified in the bid document for the bid to be considered. Faxed bids are not accepted.
Anyone wishing to bid may contact the Purchasing Office in person, in writing or by phone, and request a copy of the bid or download it from the District's web site. Request for Proposals (RFP) , Request for Qualifications (RFQ), and Competitive Sealed Proposals (CSP), only the names of the respondents are read aloud, Bid openings are read aloud.
Specifications may indicate brand name and model numbers to communicate minimum quality and standards required of the district. This in no way prevents the vendor from bidding alternates. All alternates must meet or exceed the specifications to be considered for award.
Award of a solicitation is done as per Texas Education Code Evaluation Criteria contained in Section 44.031 (b), providing the best value for the district.
Price information on any bids is available for public inspection at the Purchasing Department during regular business hours when requested by the bid number and name. Bid tabulations will not be provided verbally by telephone. If a vendor sends a stamped, self-addressed envelope, Purchasing will mail a copy of the bid tabulation.
Invoices for payment of bills must indicate the Purchase Order # and be submitted to:
El Paso Independent School District
Attn: Accounts Payable
P.O. Box 20100
El Paso, Texas 79998
Standard payment term is net 30 days.
Any questions concerning the payment of invoices should be directed to Accounts Payable at either (915) 887-5823/5824.
