The basic principles of State purchasing and an indispensable element of the American economic system is free and vigorous competition. As public buyers expending public funds, the Purchasing Department at United Independent School District fully supports the above concept for the State of Texas.

This vendor information packet was prepared with the sincere hope that it will be helpful to all vendors engaged in selling supplies, materials, equipment, and/or services, and those who would like to do business with United Independent School District.

Responsibility

The Purchasing Department is responsible for the acquisition and contract of all supplies, materials, equipment, and/or services for the District. United assumes no liability for payment obligations except those incurred according to its purchasing policies.

Purchase Order

An official signed purchase order with an authorized purchase order number affixed thereon is the only method for the purchase of supplies, materials, equipment, and/or services obligating United I.S.D. Vendors are cautioned not to accept any purchase orders except those issued from the Purchasing Department.

Bidder Selection

United I.S.D. maintains a Bidders List to be used for all solicitation purchases or other acquisitions including the acquisition of services, for which competitive bidding or competitive sealed proposals are required. The Bidders List is a mailing list of bidders which have registered for bidding with United I.S.D.. Bidders identify under a commodity coding structure the goods and/or services they can provide to United I.S.D.. To apply for the bidders list, contact United I.S.D. Purchasing at (956) 473-7921. Vendors who have not previously conducted business with United I.S.D. are invited to visit or contract the Purchasing Department.

Public Bid Opening and Bid Information

All formal bids are opened publicly in the Purchasing Department, located at 3501 E. Saunders, at the date and the time shown on the invitation. Presence at bid openings is not required although vendors and others are welcomed to attend. Request for proposals will not be publicity opened and information will be disclosed after board approval.

All bids/proposals must be marked as indicated in the “Invitation” and mailed to the Purchasing Department or hand delivered. Bids/proposals may not be submitted by telefacsimile(fax).

Purchase Order Award

Award of a purchase order will be made to the responsible bidder/proposer submitting the lowest and best offer which conforms to the specification, terms, and conditions contained on the Invitation. Consideration will also be given to the bidder/proposer’s potential ability to successfully perform the term and conditions contained in the Invitation, and the bidder/proposer’s integrity and past performance record. A proposer has the sole responsibility to ensure that bids/proposals are manually signed, properly identified in a sealed envelope, received at the designated site, and officially time stamped prior to the opening. Late bids/proposals will be rejected. Any bids/proposals received which are not signed are not a valid bid/proposal and are disqualified.

Spot Purchase

All purchase $1,000 and not over $10,000 that are not within Catalogue Purchase Procedures, or Term Contract are considered Spot Purchase. United I.S.D. must obtain at least three written quotes on all spot purchases.

Term Contract

United I.S.D. established term contracts as a supply source for user entities. Contract are based on estimated quantities, specified by United I.S.D., and may be ordered as needed. The contracts do not have a dollar amount limit.

Invoices

Vendors are requested to submit invoices in duplicate (one marked original) for all billings and mail them to United I.S.D. Accounts Payable, 201 Lindenwood Dr., Laredo, Texas, 78045. The State of Texas requires vendor identification number and/or federal identification number on all invoices sent to School District for payment. Vendors requesting a remittance copy should so indicate. Reconciliation of an invoice and purchase order is necessary before payment can be made.

Tax Status

United Independent School District claims an exemption from payment of taxes under Chapter 20, Title 122A, Revised Civil Statues of Texas, for the purchase of tangible personal property. The exemption is claimed in accordance with Article 204 (F) (5); Educational Organization.

Delivery of Materials

All purchases are normally made F.O.B. destination. Unless otherwise specifically stated and agreed upon, the Districts title goods occurs upon satisfactory delivery at the delivery point shown on the purchase order.

Deliveries for United I.S.D. must be cleared through Central Receiving located At 3501 E. Saunders. Deliveries are accepted by Central Receiving from 8:00 A.M. to 4:30 P.M. Monday through Friday. All Packages must be clearly addressed to United I.S.D.. The purchase order number must appear on each package.

M.S.D.S.

Vendors are required to provide Material Safety Data Sheets (M.S.D.S.) from the manufacturers for all products covered by the Hazard Communication Act-29 CFR 1910.1200. It is the vendor’s responsibility to determine which products are covered by the act and provide MSDS with the initial shipment. For more information, questions can be addressed to the United I.S.D. Safety Office at (956) 473-6233.