College Station Independent School District

Competitive Procurement Guidelines

$1-$9,999: Quotations from multiple vendors not required but encouraged to obtain best value or use of district approved annual bid, cooperative, inter local agreement or state contract.

$10,000-$49,999: Written quotations from at least two vendors secured and attached to the requisition or use of district approved annual bid, cooperative, inter local agreement or state contract, if using state or local funds.  If using federal funds, then 2 quotes minimum are required.

$50,000+:  Formal competitive procurement method shall be used or use of current district approved annual bid, cooperative, inter local agreement or state contract.  One of the following competitive procurement methods that provides the best value for the District shall be used and coordinated by the Director of Purchasing.

• Competitive Bidding
• Competitive Sealed Proposals
• Request for Proposal
• Inter local 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.

If using federal funds, then 2 quotes minimum are required.

$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.

Exceptions to Competitive Procurement Requirements:

• Approved Sole Source Purchase by the district (local funds) or TEA (federal funds)
• Professional Services approved per state or federal statutes
• Emergency resulting from unforeseen catastrophe that would substantially prevent or impair conduct of classes or school activities

Please note all federal purchases will be aggregated by fiscal year by Commodity Code/Like Type Item.  When we reach the $10,000 total purchases by Commodity Code/Like Type Item the purchase is then considered a Small Purchase and 2 quotes are required. The district defines the Commodity Codes/Like Type Items, but a single PO or single vendor purchases cannot be considered an item. 

• Purchasing User Handbook 2018-2019 rev 9.4.18
• Map of New CSISD Purchasing Warehouse
• Purchasing Quote Requirements 10.7.19