Periodical PurchasingPeriodical Purchasing

Julie V. RiveraJulie V. Rivera

Brownsville ISD Procurement Guidelines

Following established policies and administrative guidelines, the following must be adhered to when procuring goods and materials –i.e. consumable supplies and materials or equipment used in any setting within the District; Services-i.e. consultants, motivational speakers , repairs, cleaning, professional services, or other contracted services and rentals-i.e. of facilities, halls, rooms, u-hauls, and equipment. This list shall not be considered as an absolute but will serve as a guide to all District purchases.

The Following will apply:•All requests for purchases must be submitted to the Purchasing Department on the official online purchase order system. No purchases, charges or commitments to buy any goods, materials, supplies, and services for the District use can be made without the issuance of a Purchase Order number: and•The District will not reimburse employees or assume responsibility for purchases made without proper authorization.•Employees are not permitted to make purchase for personal use through the District’s business division and /or the online purchase order system.

Procedure for Initiating PurchasePurchase Requisition:

1.Each campus/department employee that has been given security clearance for the Bi-Tech on-line order system or his/her designee will originate a purchase requisition entering all data required (including a complete description of item(s) requested) urgency required, the expense code, and recommended source of supply, if known, and the estimated price.

2. Once entered into the on-line purchase order system, the purchase request will follow the normal approval workflow prior to reaching the Purchasing Department.3. Once the purchase request has reached the Purchasing Department, it will flow to staff member that will review for correct account coding,4. Once reviewed for account coding it will flow to the appropriate Jr, Buyer for verification of purchase to ensure that all procurement processes, laws, and policies have been met.5. Once reviewed for procurement processes, laws, and policies and after all corrections/revisions have been performed, the purchase request will flow to the Purchasing Administrator for final review and approval.

Procedure for Initiating PurchasePurchase Requisition:

6.Once approval from Purchasing Administrator is received purchase request will flow to the final area for issuance of a purchase order number and for purchase order to be printed.

7.The Bi-Tech system will electronically, via email, notify the originator of the purchase request that the purchase request has received a purchase order number.

8.The Purchasing Department will issue a Purchase Order (PO) and attach all pertinent information to the Purchasing Department Purchase Order copy.

9.Normally, a Requisition under $25,000.00 properly completed by the requesting department and properly approved will be promptly processed. The nature of the obligation may require special or board approval requiring the process to take longer.

10.The district’s Bi-Tech Help Desk has available a detailed training manual for the use of the on-line purchase order system.

Purchase Order Form

• Sample

PURCHASE ORDER

DATE

BROWNSVILLE ISO 1900 E PRICE RD BROWNSVILLE, TX 78521 PHONE (956) 548-8361 FAX: (956) 548-8367

PURCHASE Order NO.

REQUISITION NO .

V E N D O R # VENDOR PHONE # PURCHASE ORDER NUMBER MUST APPEAR ON ALL SHIPPED BOXES. PACKING LIST, INVOICES, AND CORRESPONDENCE

V EN D O R C O N O IT IO N S : R E A D C A R E F U L L Y

1 . G o o d s o th e r th a n th o se s p e c i f ie d o n th i s o rd e r m u s t n o t s u b s t itu te o r p r ic e s c h a n g e d w i th o u t a u th o r iz a t io n . 2. The right of cancelation in case of long delay and shipment is reserved 3. If the quantity shipped is short of the purchase order quantity, the remaining order needs to

canceled, no back orders will be accepted, 4. No C.O.D.’s will be accepted. 5. Shipping charges will need to be added to final invoice. 6. Purchase order number must appear clearly on all packages, failure to note purchase order

number will cost return of packages to vendor.

SHIP TO :

B ill T O : Schools Physical Address

I

L -'- --'- -'- -r L- L- --l BISD A ccounts P ayable D epartm ent 1 90 0 E . P rice R d , R M 3 0 3 Brownsville, TX 78521 P h o n e : (956) 5 4 8 -8 31 1 F ax : (9 5 6) 5 4 7-4 05 5

P alo A lto S erv ice C enter 4 33 0 M o rrison R o a d B row n sv ille T X , 7 8 5 2 1 Phone (956) 548-8375 Fax. (956) 548-8680

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PURCHASING AOENT SIGNATURE

Purchase Order Form

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S H O P N O W

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Brownsville Independent School DistrictBudget Descriptions

Library Science- Function-12- Instructional Resources and Media Services•6200- Professional and Contracted Services6249- Maintenance and repairs of library equipment, software upgrades, maintenance agreements fees.6269-Rental6291-Any fees, associated travel, and other related costs for consulting services, Consulting services are delivered by an independent contractor6299-Miscellaneous contracted service

•6300- Supplies and Materials 6325-Subscribitions for magazines, newspapers and periodicals in the library 6329- Other reading materials for library use. Library books and films that have a per-unit cost of less than $500.00 and are to be cataloged in the library.6395-62- Site licenses, single use software that has a per-unit cost of less than $500.006399- Other supplies and materials6399-16- Printing Media Center6399-45- Furniture6399-62 – Computer supplies that have a per-unit cost of less than $500.00

Brownsville Independent School DistrictBudget Descriptions

Library Science- Function-12- Instructional Resources and Media Services

•6400- Other Operating Costs 6411-00-Employee In-District Travel.6411-23-Travel related costs for Librarians while attending out of district conferences6495-Membership Dues paid to clubs, committees or other organizations.6497- Fees as related to the library and media services.

•6600- Capital Outlay-Land, Buildings and Equipment Items with a per unit cost of greater than $500.00 and life expectancy of greater than one year will be capital outlay. Items not meeting this criteria will be coded 6399.

6649- Capital outlay expenditures for other equipment. etc….. 6649-62- Capital outlay expenditures for computer equipment.

Brownsville Independent School DistrictBudget Descriptions

Library Science- Function-12- Instructional Resources and Media Services

•Items with a per unit cost of greater than $5000.00 and life expectancy of greater than one year will be outlay.

6635-62- Data Processing, site licenses, single use of software more than $5,000.00 or more per unit cost.

6639- Other equipment, furniture 6669- Library books and films

Brownsville Independent School DistrictAccount Numbers

Library Science- Function-12- Instructional Resources and Media Services

The two account numbers that you will need are as follows.

•199-12-6325-00- school location number#-199-000-Periodical•199-12-6399-00- school location number#-199-000- Supplies

The end,thank you!The end,thank you!