VENDOR BREAKFAST May 1, 2015 1 Christine Gerlach, Director Purchasing Maria Ontiveros, Director...

VENDOR BREAKFASTMay 1, 2015

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Christine Gerlach, Director PurchasingMaria Ontiveros, Director AccountingJohn Birkelbach, District LegalSloan Harris, Principal VLK, Architects

Responsibility of Purchasing:

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• To obtain: equipment, material, supplies and/or services at the right:

–Quality–Quantity–Price–Source–Time

Purchasing Process• Solicitation is advertised, twice in El Paso Times. • Pre-Solicitation meeting (if applicable).• All vendor questions with answers are provided to

vendors at the same time.• Vendor provides a proposal.• Evaluation committee reviews and provides

recommendation.• Administration or Board award.• All awarded information is posted on website

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Website www.YISD.net

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SCROLL DOWN TO “FOR VENDORS”

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Submit Bids Electronically• Purchasing has launched a new electronic

purchasing system: “E-Bid”.• Vendors must register in the new E-Bid system to

be notified of Current Business Opportunities.• Please check the commodity code(s) that is

applicable to your company

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Vendor Notification, for both:

• Competitive Solicitation Calendar Business Opportunities, and

• NON - Competitive Solicitation Calendar Business Opportunities.– Vendor responsible for contact information

accuracy in E-Bid system.– Advertise twice in El Paso Times.– Bid posted on E-Bid site once available for

bidding.

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Vendor NotificationFor Competitive Solicitation Calendar Business Opportunities.• Both E-Bid vendors and the 2006 – 2014 vendor

notification system will be notified of upcoming open solicitations, one (1) month in advance.

• For the 2006 – 2014 vendor notification system, this notification will stop February 2016.

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Vendor NotificationNON - Competitive Solicitation Calendar Business Opportunities• Vendors must check commodities in new E-Bid

system to receive notifications.– Via email only

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Vendor Self Service (VSS)• New Awarded Vendors will need to register, please

include remit address.• Current awarded vendors can update company

information. • Vendor will need internet access or visit

Purchasing Department at Sims Dr. in El Paso to utilize a computer.

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

and certification. • Conflict of Interest & 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.

• Debarment / Suspension Certification

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Vendor Proposals/Evaluation

• Vendor provides proposals.• An evaluation committee is selected to

recommend a “responsible offeror whose proposal is determined to be the best value to the District”.

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Evaluation Committee MembersAre selected: • relevance of their education/experience to the

subject matter of the solicitation,• possibility of any conflicts of interest with respect

to the individual’s relationship to potential vendor(s), and

• their ability to maintain total impartiality throughout the selection process.

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Proposal Evaluation• Taking into consideration the evaluation factors

set forth in the solicitation the evaluation committee makes a recommendation of award or no award.

• Evaluations are processed utilizing criteria per either Education Code 44.031, Government Code 2254, or Government Code 2269.

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Awarded Contracts• 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.

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Awarded Contracts

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 ISD

Attn: Accounts Payable Department

9600 Sims Drive

El Paso, Texas 79925– Faxed to: (915) 435-9541 – E-mail to: accounting@yisd.net

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

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Payment Information

• 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.

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Reasons for Payment Delays• Vendor name on Invoice does not match name on

Purchase Order.• The invoice exceeds the approved amount on the

PO- and change orders must go thru approval process.

• Accounts Payable did not get an invoice.• Sign off is done by the project manager to ensure

percent completion was verified.

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