Purchasing Procedures - The Bidding Process
over 2 years ago
The school district encourages vendors to solicit business with the Andrews schools. The district purchases goods and services under the guidelines of Senate Bill One.
Purchasing Contracts (SB-1: Section 44.031)
Except as provided by this section, all school district contracts, except for the purchase of produce or vehicle fuel, valued at $25,000 or more in the aggregate for each 12-month period shall be made by the method, of the following methods, that provides the best value to the district;
1. competitive bidding
2. competitive sealed proposals
3. a request for proposals
4. a catalogue purchase as provided by Subchapter B, Chapter 2175, Government Code;
5. an interlocal contract; or
6. a design/build contract
In determining to whom to award a contract, the district may consider:
1. the purchase price;
2. the reputation of the vendor and the vendor's goods or services;
3. the quality of the vendor's goods and services;
4. the extent to which the goods or services meet the district's needs;
5. the vendor's past relationship with the district;
6. the impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses;
7. the long-term cost to the district to acquire the vendor's good and services; and
8. any other relevant factor that a private business entity would consider in selecting a vendor.
Other information Other information pertaining to purchasing goods and services:
•The state auditor may audit purchases of goods and services by the district.
•The district may adopt rules and procedures for the acquisition of goods or services.
•This section of the law does not apply to fees received for professional services rendered, including architect's fees, attorney's fees, and fees for fiscal agents.
•Notice of the time by when and place where bids or proposals will be received shall be published in the county in which the district's central administrative offices are located, once a week for at least two weeks before the date set for awarding the contract, except that on contracts involving less that $25,000, the advertising may be limited to two successive issues of any newspaper published in the county in which the district's administrative offices are located.
•If school equipment is destroyed or severely damaged, and the board of trustees determines that the delay posed by the competitive process would prevent or substantially impair the conducting of classes or other essential school activities, then the contracts for the replacement or repair of the equipment may be made without the competitive bidding process.
•The board of trustees of a school district may acquire computers and computer-related equipment, including computer software, through the General Services Commission under contracts entered into in accordance with Chapter 2157 of Government Code. Before issuing an invitation for bids, the commission shall consult with the agency concerning the computer and computer-related equipment needs of the districts. To the extent possible the resulting contract shall provide for such needs.
•The board of trustees may purchase an item that is available from only one source including:
1. an item for which competition is precluded because of the existence of a patent, copyright, secret process, or
2. a film or manuscript, or book.
3. a utility service, including electricity, gas, or water, and
4. a captive replacement part or component for equipment.
•The exceptions to not apply to mainframe data-processing equipment and peripheral attachments with a single-item purchase price in excess of $15,000.
•Each contract proposed by the board of trustees for the purchase or lease of one or more school buses, including a lease with option to purchase, must be submitted to competitive bidding when the contract is valued at $20,000 or more.
•Under current purchasing guidelines of Senate Bill One, school administrators, office managers, and purchasing agents have more freedom and local control that ever before to make purchases of goods and services that are in the best interest of the school district.
Use of Facilities
over 2 years ago
•SCHOOL USE OF FACILITIES
School sponsors of approved activities may request the use of school facilities during or after school hours. The sponsor must fill our the building request form well in advance of the desired use date. The request will insure that the activity will be placed on the operations calendar and the facility reserved for that activity. It is the responsibility of the sponsor to over-see the proper use of the facility and to enforce rules and regulations pertaining to the facility being used.
•USE OF FACILITIES BY NON-SCHOOL GROUPS (GKD LOCAL)
Non-school groups shall be permitted the use of school facilities if such groups meet established requirements and follow procedures set forth by the District for use of facilities. A facility might include buildings, portions of buildings, or playing fields. A non-school group shall be defined as any organized group of individuals not directly related to or under the supervision of the Andrews Independent School District.
Non-school groups must have a responsible person make application for the use of the facility. This application must be made in writing to the Operations Office in the Administration Building. The responsible person must be willing to over-see the behavior of participants and audience during the event(s). Strict observance of rules is mandatory. Failure to follow rules will result in forfeiture of use privileges. Rules will be given to the person making application for facility use.
•Certain facilities are reserved for school use only.
over 2 years ago
Title 6, Subtitle C, local Government Code (Local Government Records Act) provides that a school district must establish an active and continuing records management program to be administered by a Records Management Officer. In January 1991, the Andrews Independent School District Board of Trustees adopted an ordinance for the purpose of prescribing policies and procedures consistent with the Local Government Records Act.
The board of trustees appointed the Assistant Superintendent of Operations to serve as the Records Management Officer (RMO).
Definition of School District Records:
All documents, paper, letters, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic media, or other information recording media, regardless of whether public access to it is open or restricted under the law of the state, created or received by AISD or any other of its officers or employees pursuant to law or in the transaction of public business are hereby declared to be the records of AISD and shall be created, maintained, and disposed of in accordance with the provisions of the adopted ordinance or procedures authorized by it and in no other manner.
Department Head - means the officer who is in charge of an office that creates or received records.
Essential Record - any record of AISD necessary to the resumption or continuation of operations of the AISD in an emergency or disaster, to the re-creation of the legal and financial status of AISD, or to the protection and fulfillment of obligations to the people of the state.
Permanent Record - any record of AISD for which the retention period on a records control schedule is given as permanent.
Records Control Schedule - a document prepared by or under the authority of the RMO listing the records maintained by AISD, their retention periods, and other records disposition information that the records management program may require.
Records Management - the application of management techniques to the creation, use, maintenance, preservation, and disposal of records for the purpose of reducing the cost and improving the efficiency of record keeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micro-graphics and electronic and other records storage systems.
Records Management Officer (RMO) - designated person in charge of records management.
Retention Period - the minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.
The Andrews Independent School District is currently under contract with the firm Angelo Archives & Security of San Angelo, Texas, to see that the district is in compliance with the law. Angelo Archives drafted and presented to the Texas Library Association a required Records Management Plan for the AISD. The plan was approved. Angelo Archives has in storage at their facility many of the permanent records of former students. These records can be retrieved as needed. Persons authorized to secure these records are the high school records clerk and a designated clerk in the administration office.
Angelo Archives & Security
P.O. Box 1352
San Angelo, Texas 76902
AISD Archives - Documents and items of Historical Significance - The Assistant Superintendent of Operations shall monitor all items that could have historical significance for the school district or county. All files or documents should be identified and marked ARCHIVAL MATERIAL and stored in the archives storage room. Materials must be indexed. Old furniture, equipment, teaching aids, books, etc...are all considered historical items and should be preserved.
DESTRUCTION OF RECORDS
Any records that are subject to destruction must be done through the RMO.
over 2 years ago
The school district, by law, must maintain an up-to-date inventory of its Fixed Assets and Campus Inventory. The inventory is subject to audit each year. The primary administrator responsible to delegate and supervise the district's inventory is the Assistant Superintendent of Operations.
Items in the district are categorized according to CAMPUS, CONTROL AREA, ITEM NUMBER, DESCRIPTION OF THE ITEM, MODEL NUMBER, BRAND/MANUFACTURER, NUMBER OF ITEMS, SERIAL NUMBER and the PURCHASE PRICE.
FIXED ASSETS INVENTORY - Fixed Assets are individual items costing $5000 or more. Unimproved property owned by the school district is also listed as fixed assets.
Campus Inventory Information
The campus principal is responsible for maintaining a current campus inventory of all equipment including teaching apparatus, audio visual equipment, technology hardware and software, furniture and other individual items costing below $5000.
Items costing less that $200 each do not have to be listed on the inventory unless the principal requires them to be listed. Expendable items should NOT be listed on the campus inventory. The campus principal may delegate this responsibility to a delegated person in charge of inventory. The delegated person in charge of inventory must keep a current print out of the inventory of ALL departments on that campus. The campus inventory is subject to audit annually.