Notes before you begin:

  • No split funding on a single PO.  You must request quotes for different funded items separately.
  • All text must be visible.  You can wrap text/extend row heights if needed to show all information.
  • If more lines are needed you can right click on the row # (any row # 7-24) and insert a line. This should auto-populate your item number if done correctly.
  • The EDGAR Form & Matrix must be left in Excel format when attached to the Purchasing Ticket.


Purchases with Federal Grant Funds

Purchase Type

Threshold

Support Required

Additional Forms

Competitive Procurement

Board Approval

Advertising

Micro-purchase

(annual aggregate)

$40,000

CNS - $9,000

1 Quote from Approved Vendor or Cooperative Vendor

Quote sent to Purchasing for review and approval

Not Required

Not Required

Not Required

Small Purchase - Line Item Bid/Proposal (annual aggregate)

$40,000.01-$249,999.99

(CNS $9,000.01 - $249,999.99)

Competitive procurement required.  Contact Purchasing for assistance.

Bid/Proposal Tabulation and Rating Schedule

Required

Board agenda item unless meets Exception Report criteria

Required

Small Purchase - Cooperative

(annual aggregate)

$40,000.01-$249,999.99

(CNS $9,000.01 - $249,999.99)

3 quotes from approved cooperative vendors

Edgar Form and 3 quotes reviewed through federal approval process

Not Required

Bid Exception Report up to $200,000 or Board Agenda Item for purchase over $200,000

Not Required

Simplified Acquisition 

(single or annual aggregate)

$250,000+

Competitive procurement required.  Contact Purchasing for assistance.

Bid/Proposal Tabulation & Rating Schedule

Required

Board agenda item required

Required

Sole Source

(single or annual aggregate)

N/A

1 Quote (Sole Source approval obtained by Purchasing)

Sole source affidavit/approval obtained by Campus/Department

Not Required

Board agenda item required for purchase over $50,000

Not Required

 


Part 1 – Price Evaluation 

  1. Requestor Name – Who is requesting the purchase?
  2. Location – Which location is this order for?
    1. Example: Haltom Middle School – Aspire or Holiday Heights – Title 1
  3. Vendor Name – What vendor did you obtain a quote from?
  4. Contact Name & Phone # - Information of the sales rep or customer service line you spoke to
  5. Contract # - What is the contract # listed on the approved vendors list?
    1. If doing Small Purchase all three (3) quotes must be from cooperative vendors.
  6. Item Description - This will be a description of the item quoted
    1. Example: Paint Brushes – pack of 5
  7. Qty – How many of this item will you need to purchase to meet your needs?
    1. Example: If you need 20 paint brushes and they were sold in a pack of 5 you would need a quantity of 4
  8. Unit Price – What is the each price for this item?
    1. If you use a shopping cart for local retail make sure to list the non-sale price.  When you go to shop the item may not be on sale & would prevent you from purchasing.
  9. Ext. Price – This will auto-populate by multiplying the Unit Price and Qty.
  10. Freight – If the vendor list a shipping/handling fee list this here.  If not, leave blank.
  11. Total Cost – This will auto-populate by adding the ext. price for each item and the freight charge.
    1. If using more than 1 quote - The vendor with the lowest price (highlighted green) is the vendor we should purchase from
      1. If we are not picking the lowest priced vendor you must complete the Matrix below.

 


Part 2 – BISD EDGAR Matrix - **ONLY USE IF NOT PICKING THE LOWEST PRICED VENDOR**

  1. Price – Auto-populates based on the information from the Price Evaluation
  2. Goods/Services meet district needs – score the vendor up to 30 points on if the product quoted meets BISD needs.
    1. If not given the full 30 points a detailed reason for score explanation is required for approval.
  3. Timeframe/Delivery - score the vendor up to 10 points on if the products timeframe/delivery meets BISD needs.
    1. If not given the full 10 points a detailed reason for score explanation is required for approval.
  4. Past Experience with the District - score the vendor up to 5 points based on the vendors past experience with the district.
    1. Keep in mind this is district wide not campus or personal past experience.
    2. If not given the full 5 points a detailed reason for score explanation is required for approval.
  5. Total – This will auto-populate based on the scores given
    1. The vendor with the highest score (highlighted green) is who we should purchase from.