WHO WE ARE

The District's basic procurement philosophy is to encourage competitive participation of the business community as a vital part of our mutual welfare. The Procurement Services Department is a support organization of the District Charged with the responsibility of acquiring requested goods and services.

CENTRAL PURCHASING

The District's purchasing authority is centralized at the Lubbock Independent School District Administrative Offices. The aim of the Procurement Services Department is to obtain the greatest value for each tax dollar expended. You, as a supplier, are important to the District in attaining this goal. All purchases are based on the receipt of a request from a school or department within the District. The user department is responsible for preparation of the requisition and specifications. Only the Procurement Services Department is authorized to make purchases based on requests from the user departments.

SUPPLIER CONDUCT

To maintain an orderly and efficient operation, suppliers and their representatives are prohibited from contacting instructional personnel without approval and arrangements made through the Procurement Services Department. In addition, suppliers are prohibited from offering gifts or favors that could influence, or could be construed to influence, purchases utilizing district funds.

DELIVERY TO THE DISTRIBUTION CENTER

Centralized purchasing, whereby all purchases are procured from one central location, also requires centralized receiving. The Distribution Center is responsible for receiving ALL items purchased UNLESS specifically noted on the purchase order and approved by the Procurement Services Department. The Distribution Center is located at 610 36th Street, Lubbock, Texas 79404. Delivery shall be made between the hours of 9:00 am and 3:30 pm, Monday through Friday, except on school holidays, during the school year. Summer hours are subject to change.

CRIMINAL BACKGROUND CHECKS

All contractors, subcontractors, and their employees must submit to the District proof of a satisfactory criminal record history of all individuals working on District property and who will come in contact with students without a District employee present. Background checks shall be conducted as required by Senate Bill 9. The criminal history record must be obtained before any work is performed. The information regarding the requirements for conducting a criminal record check is posted on the Texas Department of Public Safety's website, www.txdps.state.tx.us by selecting Crime Records and reading School District Guide to Senate Bill 9.

MINORITY AND SMALL BUSINESS ENTERPRISE

The District encourages and wishes to increase participation of minority and small businesses in providing goods and/or services required for the operation of its instructional and support programs.

AWARDING BIDS

A responsible supplier, providing the best value to the district, shall be recommended for the purchase. An authorized agent for the district shall be responsible for making recommendations for purchase of requested items. The recommendations for purchase shall include a) the purchase price, b) the reputation of the supplier and of the supplier's goods or services, c) the quality of the supplier's goods or services, d) the extent to which the goods or services meet the district's needs, e) supplier's past performance record and relationship with the District, f) the impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses, g) the total long-term cost to the district to acquire the supplier's goods or services, h) for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the supplier or supplier's ultimate parent company or majority owner: 1) has its principal place of business in this state; or 2) employs at least 500 persons in this state; and i) any other relevant factor specifically listed in the request for proposals.

TAX EXEMPTION

The District is exempt from the payment of a) federal excise taxes, b) federal transportation taxes, c) Texas state or local sales taxes. If it is determined that the prices quoted and recorded on an order or the invoice rendered includes any such taxes, the amount of the taxes will be deducted from the total of the invoice. Tax exemption forms will be provided upon request.

BIDDING PROCEDURES

The District's purchasing process is highly governed by statutes of the Texas Education Code, Texas Education Agency, Texas Government Code, Local Policy, and state and federal laws. The method of purchase is dependent on the commodity, quantity involved, amount of money, the extent of competition, and state and local regulations and policies. Formal solicitations are advertised in the Lubbock Avalanche-Journal according to established regulations.

The District utilizes an e-bidding system to maintain a list of suppliers for the purchase of solicited goods and services. As a registered supplier, you will be automatically notified of formal solicitations offered by the District through the Lubbock ISD eBid System. It is the responsibility of the supplier to keep important information current and accurate, particularly contact and email information. At the District's discretion, suppliers may be removed from the bid list due to; lack of response; non-competition; failure to adhere to terms and conditions; discrimination against an employee or applicant because of race, religion, color, sex, or national origin; debarment, suspension, proposed for debarment, declared ineligible, voluntarily excluded from participation by any federal department or agency.

INVOICE PAYMENT

On receipt of a properly completed invoice and verification of delivery from the consignee, payment will be processed for items or services delivered. Invoices will not be paid that are not supported by a proper purchase order number. Discounts will be calculated from the date of delivery or the date of invoice, whichever is most current. Payments are made from invoices, not statements.

CONFLICT OF INTEREST

Chapter 176 of the Texas Local Government Code requires that any company or person considering doing business with a local government entity must complete the Questionnaire Form CIQ. The vendor or person must disclose any affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, these forms must be filed with the Procurement Services office of the Lubbock Independent School District no later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

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