TSPR Alamo Community College District

Chapter 7
PURCHASING AND MATERIAL MANAGEMENT

This chapter reviews the purchasing and material management functions of the Alamo Community College District (ACCD) in the following sections:

A. Purchasing

B. Contract Management

C. Material Management

D. Auxiliary Enterprises Organization

E. Mail Services

F. Printing and Copying

Effective purchasing processes ensure that high-quality supplies, equipment and services are purchased at the best price, in the right quantity, from the right source and in accordance with local, state and federal purchasing guidelines. These criteria must be met without sacrificing quality, timeliness and policies and procedures.

BACKGROUND

Various local, federal and state laws govern community college purchasing programs. Purchasing administrators' ongoing challenge is balancing the customers' needs with legal requirements, while exercising sound stewardship for limited resources. Since locally elected boards govern both school districts and community colleges, many of the governance provisions of the Texas Education Code (TEC) are applicable to both entities. As institutions of higher education, community colleges are also subject to laws related to public universities. Moreover, as agencies of local government, community colleges are subject to certain provisions of the Local Government Code. As stipulated by the Texas Legislature's passage of H.B. 1542, the provisions of the TEC prevail to the extent of any conflict with any other law, except one relating to contracting with historically underutilized businesses (HUBs).

TEC provisions governing procurement have changed considerably in recent years. Community colleges now can select among nine methods for competitively purchasing goods and services valued at $25,000 or more in the aggregate over a 12-month period. The nine methods are presented in Exhibit 7-1.

Exhibit 7-1
Competitive Procurement Methods

Purchasing Methods Description

Competitive bidding Requires bids be evaluated and awarded based solely upon bid specifications, terms and conditions contained in the request for bids, and according to the bid prices offered by suppliers and pertinent factors affecting contract performance. Forbids negotiation of prices of goods and services after bid opening.

Competitive sealed proposals Requires same terms and conditions as competitive bidding, but allows changes in the nature of a proposal and prices after proposal opening.

Request for proposals Generates competitive sealed proposals and involves key elements such as newspaper advertisements, notices to proposers, standard terms and conditions, special terms and conditions, scope-of-work statements, acknowledgment form/response sheets, felon conviction notices and contract clauses.

Catalog purchases Provides an alternative to other procurement methods for acquisition of computer equipment, software and services only if the catalogue purchasing process provides the best value to the district.

Interlocal contract Provides a mechanism for agreements with other local governments, including non-profit organizations, state or a state agency to purchase goods and any services reasonably required for installation, operation or maintenance of the goods.

Design/build contract Outlines method of project delivery in which the district contracts with a single entity to both design and construct a project.

Job order contracts Used for minor construction, repair, rehabilitation or alteration of a facility; contract work is of a recurring nature; awarded on basis of pre-described and pre-priced tasks.

Construction management contracts Outlines use of a contract to construct, rehabilitate, alter or repair facilities using a professional construction manager.

Reverse auction procedure Outlines a bidding process that involves submission of bids by multiple suppliers, unknown to each other, in a manner that allows the suppliers to bid against each other.

Source: Texas Education Code, Section 44.031.

Purchasing Methods	Description
Competitive bidding	Requires bids be evaluated and awarded based solely upon bid specifications, terms and conditions contained in the request for bids, and according to the bid prices offered by suppliers and pertinent factors affecting contract performance. Forbids negotiation of prices of goods and services after bid opening.
Competitive sealed proposals	Requires same terms and conditions as competitive bidding, but allows changes in the nature of a proposal and prices after proposal opening.
Request for proposals	Generates competitive sealed proposals and involves key elements such as newspaper advertisements, notices to proposers, standard terms and conditions, special terms and conditions, scope-of-work statements, acknowledgment form/response sheets, felon conviction notices and contract clauses.
Catalog purchases	Provides an alternative to other procurement methods for acquisition of computer equipment, software and services only if the catalogue purchasing process provides the best value to the district.
Interlocal contract	Provides a mechanism for agreements with other local governments, including non-profit organizations, state or a state agency to purchase goods and any services reasonably required for installation, operation or maintenance of the goods.
Design/build contract	Outlines method of project delivery in which the district contracts with a single entity to both design and construct a project.
Job order contracts	Used for minor construction, repair, rehabilitation or alteration of a facility; contract work is of a recurring nature; awarded on basis of pre-described and pre-priced tasks.
Construction management contracts	Outlines use of a contract to construct, rehabilitate, alter or repair facilities using a professional construction manager.
Reverse auction procedure	Outlines a bidding process that involves submission of bids by multiple suppliers, unknown to each other, in a manner that allows the suppliers to bid against each other.