welcome to ysleta isd vendor workshop 1. thank you for attending !! please place phones on mute. all...

WELCOME to Ysleta ISD

VENDOR WORKSHOP

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Thank you for attending !!

• Please place phones on mute.

• All questions will be addressed at the end of the webinar

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AgendaPurchasing Services Department,Director Christine Gerlach

Accounting Department, Director Maria Ontiveros

Internal Audit Department,Director Shinping (Champagne) Chyi

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Definition of Purchasing:• To obtain: equipment, material,

supplies and/or services at the right:QUALITYQUANTITYPRICESOURCETIME

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Purchasing Services Process

• Solicitation is advertised, Pre-Solicitation meeting (if applicable), and ALL vendor questions with answers are posted on website.

• Vendor provides a proposal• Evaluation committee reviews• Administration or Board Approval• Business unity is formed

– All awarded info is posted on website

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Website www.YISD.net

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SCROLL DOWN TO “FOR VENDOR”

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Note 3 Items

Note 3 Items

Terms & Conditions With Request and Award• All YISD purchase orders are

governed by the District’s Terms and Conditions.

• During a request for a solicitation proposal / quote, there are REQUEST Terms and Conditions to adhere, to ensure legality of proposal.

• During an award of solicitation/quote, there are AWARD Terms and Conditions to adhere, to ensure legality of contract.

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Terms & Conditions With Request and Award..con’t

• Ysleta ISD Terms and Conditions prevail and take precedence over vendors Terms and Conditions.

• If the vendor does not accept Ysleta ISD Terms & Conditions, negotiations begin.

• T&Cs are posted on website, attached as part of contract, included in the solicitation, etc…

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Terms & Conditions With Request and Award..con’t

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Sample of YISD purchase order

Mandatory Forms, by law (5)• W9, Request for tax payer identification

number and certification. Will be TIN matched with IRS before approved.

• Conflict of Interest and Felony Conviction Notification

• Criminal History Record, is required if Vendors that do business with the District: – have a possibility of frequent contact

with students, and the vendor is unescorted by District employees, while on District property.

• Located Texas Department of Public Safety webpage

• Suspension / Debarment Certification 13

Vendor Self Service (VSS)• New Vendors will register on-line and

current vendors can update company information as needed to include remit address(es).

• Vendors may also view purchase orders and accounting items (payables/receivables)/ Accounting will present in further detail

• Must have Internet capability or visit Purchasing Department at Sims Dr. in El Paso to utilize a computer.

• If current vendor and you do not have your vendor number, Please contact Purchasing

DO NOT RE-ENTER INFORMATION14

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Vendor Issues• Vendor issues occur when

Ysleta ISD does not receive the equipment, material, supplies and services ordered at the right:

»QUALITY»QUANTITY»PRICE»SOURCE»TIME

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Removal or Suspension from Vendors/Bidders List

The Director of Purchasing Services may recommend removing or suspending any company from bidding, provided evidence is available for such action.

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Removal/Suspension Length of Time Guideline• 1 to 2 issues – Min.30 to Max.60

days after resolution. • 3 to 4 issues – Min. 90 to Max.180

days after resolution• 5 plus issues – Min.180 days to

Max. 365 days after resolution • Violation of the laws of the State of

Texas, City of El Paso or Federal

Government – 1 year to permanent

termination.

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Reinstatement on Bidders ListOnce the vendor receives notice of removal/

suspension:• Vendor submits written explanation that

shows circumstances have been corrected.

Includes: root cause, containment plan,

and corrective action to ensure future

business does not have this issue. • The Director of Purchasing Services

may modify or rescind the removal

or suspension.• All vendor issues kept indefinitely. • Vendor issue will be reviewed during

evaluations of award.22

Sole Source Process

• Education Code 44.031• 99.9% of awarded vendors are

NOT sole source• Majority accepted are “captive”• Affidavit, located on purchasing

webpage, complete, email or fax, Purchasing Services will advise if accepted.

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Competitive Solicitation Calendar -- Master Commodity Codes                     

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Vendor Notification of Competitive Solicitation Calendar Business Opportunities• Commodities checked in Vendor Self Service

(VSS) will be notified of upcoming open solicitations, one (1) month in advance.– Via fax, email, or both depending on

information in VSS– Vendor responsible for contact information

accuracy– Advertise twice in El Paso Times – Bid posted on Purchasing Services

website

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Vendor Notification of NON - Competitive Solicitation Calendar Business Opportunities• Commodities checked in Vendor Self

Service (VSS) will be notified of upcoming open solicitations.– Via fax, email, or both depending

on information in VSS– Vendor responsible for contact

information accuracy– Advertise twice in El Paso Times – Bid posted on Purchasing Services

website

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Submitting Bids Electronically

****** Coming Soon ******

February, 2015, Purchasing will be launching its new electronic

bidding system. Stay tuned for more information.

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Awarded Contracts

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Bid specifications update• District begins working on its

calendar bids up to four months in advance.

• The District will contact, by email, the current awarded vendors on the specific bid for suggestions on specifications.

• When providing suggestions to the specifications, please do not provide pricing

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Providing Quotes for Catalog Bids• Only items from awarded

catalogs can be quoted.

• Purchasing recommends including all catalogs vendors authorized to sell to be included in the proposal packet.

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New and Improved• Awarded Solicitation information

will now be posted on the purchasing webpage. Under “Awarded Contracts” and then by solicitation title.

• If Board awarded, will be posted seven (7) consecutive days after award.

• If Administrative awarded, will be posted twenty one (21) days after the “Closing”

• Goal, to provide information with easier access to the vendor.

Ten (10) YISD working days are allowed for a response

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Ten (10) YISD working days are allowed for a response

THIS CONCLUDES THE PURCHASING PRESENTATION

NEXT, THE ACCOUNTING DEPARTMENT WILL BEGIN ITS PRESENTATION

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Accounting Department Contact Information• Phone: 915-434-0251

• Fax: 915-435-9541

• Email: Accounting @yisd.net

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Invoice Requirements • Vendors must have an approved

Purchase Order before providing any goods or services to the District.

• The Purchase Order number must be referenced on each invoice.

• The invoice must include the vendor name and complete physical and/or remit address

• The invoice must match the Purchase Order.

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Invoice Requirements, Cont’d

• The invoice must be itemized. • We prefer the invoice not be hand

written, however if it is, please make sure the invoice is legible and calculated accurately.

• It is the responsibility of the vendor to make sure all invoices are sent to the Accounts Payable Department.

• An invoice is required in order for any payment to be processed.

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Billing of Goods and Svcs• All invoices need to be mailed to:

Ysleta ISDAttn: Accounts Payable Department9600 Sims DriveEl Paso, Texas 79925

ORFaxed to: (915) 435-9541

ORE-mail to: accounting@yisd.net

• An invoice is required in order for any payment to be processed.

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Payment Terms

• Payment terms are always net 30, unless a discount is offered for early payment. The discount must reflect on the invoice.

• Vendor checks are processed once a week. Check runs are scheduled on Wednesdays and ALL checks are mailed on Thursdays, with the exception of District closures. 44

Reasons for Payment Delays• Vendor name on Invoice does not

match name on Purchase Order.• Campus did NOT obtain a Purchase

Order prior to placing order.• The invoice exceeds the quantity

approved on the PO-must go thru approval process.

• Incomplete shipments.• Accounts Payable did not get an

invoice –may have been included with shipment and not sent to A/P.

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Sales Tax Exempt Form

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Affidavit of Non-Receipt

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THIS CONCLUDES THE ACCOUNTING PRESENTATION

NEXT, THE INTERAL AUDIT DEPARTMENT WILL BEGIN ITS PRESENTATION

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Internal AuditorShinping "Champagne" Chyi - (schyi@yisd.net)

Tel: 915-434-0040; Fax:  915-435-9544

We Trust but Verify

Fraud, Abuse and Waste (FAW) Hotline:

(915) 595-4367, no caller ID

$ Illegal or fraudulent acts$ Misuse or theft of district property or funds$ Waste of funds

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Thank you for attending

Questions will now be entertained

Discussions?

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