College Station Independent School District

Micro-Purchase: $1-$49,999: Quotations from multiple vendors are not required but encouraged to obtain the best value or use of district-approved annual bid, cooperative, inter-local agreement, or state contract.  To the maximum extent practicable, the non-Federal entity should distribute micro-purchases equitably among qualified suppliers. (2 CFR part 200 200.320)

Please note all federal purchases will be aggregated by fiscal year by Commodity Code/Like Type Item.  When the total purchases by Commodity Code/Like Type Item reach $50,000 the purchase is considered a Competitive Bid/Small Purchase and 2 quotes are required if using federal funds. The district defines the Commodity Codes/Like Type Items, but a single PO or single vendor purchase cannot be considered an item. (TEA-TAA-11.29.18)  

Competitive Bid/Small Purchase: $50,000+:  Formal competitive procurement method shall be used, or use of current district approved annual bid, purchasing cooperative, inter-local agreement, or state contract.  Two quotes are recommended.  If using federal funds 2 quotes are required once the Commodity Code/Like Type Item reaches $50,000.  One of the following competitive procurement methods that provide the best value for the district shall be used and coordinated by the Director of Purchasing.

• Competitive Bidding
• Competitive Sealed Proposals
• Request for Proposal
• Interlocal Agreement
• Purchasing Cooperative
• State Contract

Competitive Bids or Proposals for purchases over $50,000 in the aggregate for each 12-month period must be advertised once a week for at least two weeks in the local newspaper prior to the bid opening. Bid opening must be at least two weeks from the date of the second publication.

Individual purchases of $50,000 or more must be approved by the Board of Trustees.

Simplified Acquisition Threshold: $250,000+: Purchases with federal funds require the Purchasing Department to perform an Independent Estimate Determination prior to advertising for bids or proposals and a Cost and Price Analysis prior to awarding or entering into a contract.  In determining costs, do not use the cost plus a percentage of cost and percentage of construction cost methods of contracting.  All costs subject to this analysis must be allowable under the grant program. The contractor’s profit must be negotiated as a separate element of the total price.

Exceptions to Competitive Procurement Requirements:

• Approved Sole Source Purchase by the district (local funds) or TEA (federal funds).  The Purchasing Department will make the initial determination if a product is or is not a sole source.  If it is determined to be a sole source purchase and federal funds are being used a TEA sole source request will be submitted to TEA by the Grant Manager.

• Professional Services approved per state or federal statutes.

• Emergency resulting from an unforeseen catastrophe that would substantially prevent or impair the conduct of classes or school activities.  Requires board action prior to use as a sole source or exemption from using competitive procurement.

As stated in the TEC, §44.031(b), in awarding a contract, a district shall consider: • purchase price • the reputation of the vendor and of the vendor’s goods or services • the quality of the vendor’s goods or services • the extent to which the goods or services meet the district’s needs • the vendor’s past relationship with the district • the impact on the ability of the district to comply with laws relating to historically underutilized businesses • the total long-term cost to the district to acquire the goods or services • for a contract that is not for goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, if the vendor or the vendor’s ultimate parent company or majority owner has its principal place of business in this state or employs at least 500 persons in this state • any other relevant factor specifically listed in the request for bids or proposals.  The Definition of Best Value Best value can be better defined to make an award of a procurement other than solely based on price alone. Though price may be considered a high-level concern to the district due to budgetary constraints, other factors may include the reputation of the vendor (e.g., references), the experience with the vendor in previous contracts with the district, the ability of the vendor to meet the needs of the district, or any other criteria the district may determine to be in its best interest. To determine which criteria should be considered the most important, weights or points can be assigned to each criterion based on how important it is. Here is an example of how points could be broken down. Each solicitation is unique so modifications will be made to the criteria used and the points assigned to each. The use of 100 points is a good standard to follow. However, any point structure will work.  Weighted pricing will be used to determine how price points are assigned.  The formula to calculate price points is: (Lowest Responsive Bid / Vendor’s Bid Price) x Assigned Points = Vendor’s Points for Price.  Each competitive procurement includes the evaluation criteria with assigned points/weights.  To select the offeror that offers the best value for the district based on the published selection criteria and its ranking evaluation.  In determining the best value for the district, we are not restricted to considering price alone but may consider any other factors stated in the selection criteria. First attempt to negotiate a contract with the selected offeror. May discuss with the selected offeror options for a scope or time modification and any price change associated with the modification. If unable to negotiate a satisfactory contract with the selected offeror, the district should end negotiations with that offeror, formally and in writing, and proceed to the next offeror in the order of the selection ranking until a contract is reached or all proposals are rejected.

Opening Bids:  Bid opening date, time, and location is in every request for competitive procurement.  Publicly open, and read aloud the names of the offerors, and all prices stated in each proposal, if any are required to be stated. Evaluate and rank each proposal submitted in relation to the published selection criteria no later than the 45th day after the date on which the proposals are opened.

The district uses an electronic bidding software for the preparation, submission, and evaluation of competitive procurements.  The system keeps bids sealed until the closing date and time for the bid.  Purchasing staff unseal the bids and download the supplier responses.

•  2022-2023 PURCHASING HANDBOOK POLICIES AND PROCEDURES MANUAL
• Map of New CSISD Purchasing Warehouse
• Purchasing Quote Requirements Including Federal Requirements 11.5.2021
• 2021-22 Like Items/Commodity Code List
• Awarded Vendor List
• College Station ISD PO Terms & Conditions 2022