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Purchasing
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Bid Process
 
Competitive Bid Law
The Richardson Independent School District, as well as all other school districts in the State of Texas, is governed by the state competitive bid law. Therefore, the majority of our purchasing is done via competitive bids. The purpose and intent for the competitive bidding process is to help public schools obtain the best products at the lowest practical prices by stimulating competition. Richardson ISD is committed to fair and equal competition among all vendors. In addition, the state competitive bid law does not allow favoritism to be shown to any vendor.

Vendor Application Forms
We request all prospective vendors complete a Vendor Application Form. This form allows Purchasing to place a company on the appropriate notification lists but does not constitute an approved vendor status.    When a need exists for a particular product or service, a company will automatically be notified with information about an upcoming bid.  In addition, most bid and proposal solicitations are posted on the Purchasing Department’s webpage that is found at:  risd.org/Purchasing

In the event a company does not respond to bid invitations, a firm could be removed from the official notification list.  Another reason for removing a vendor from the bid list is previous or current unsatisfactory service and/or materials.

The Richardson Independent School District encourages participation by all vendors and does not discriminate against any vendor because of race, color, national origin, age, religion, gender or handicaps.

How to Submit Official Competitive Bids
Each invitation to bid that is posted contains all of the following elements:
  1. Date, time and place bid is to be opened.  It is absolutely mandatory that all bids be delivered in accordance with those instructions.  Bids that are received late may not be accepted. All bids must be delivered to the Richardson ISD Purchasing Department unless otherwise stated by the date and time specified in the bid document in order for the bid to be considered. All bids must be sealed when presented to the Purchasing Department. Faxed bids or emailed bids are not acceptable unless otherwise specified in the original solicitation document.

  2. Detailed specifications
    Many times brand names and model numbers are utilized in the bid specifications as a way of communicating minimum requirements of the district.  This in no way prevents a company from bidding alternates as RISD will always consider brand names and model numbers that are equal to the original minimum specifications.  However, all deviations must be stated in the bid document or the bidder will be required to supply the item completely as specified. All alternates must meet or exceed the specifications in order to be considered.  Bids shall be considered on all other brands submitted and on the equal quality product of other manufacturers.  On all such bids, the Bidder shall indicate clearly the product on which it is bidding, and shall supply sufficient data, on its own letterhead, to enable an intelligent comparison to be made with the particular brand or manufacturer specified.

  3. General Stipulations/Conditions including Conflict of Interest Form and Felony Conviction Forms

  4. Pre-Bid Meetings.  In some instances pre-bid meetings are a part of the solicitation process.  This information is included in the bid specification package.  These meetings are an opportunity for bidders and RISD staff to meet, discuss the bid specifications and ask questions necessary to enable the supplier to prepare their bid response.  Contact between solicited vendors and RISD user departments during the request for sealed bid or proposal process outside of the pre-bid/pre-proposal meeting is prohibited.  Any attempt by a solicited vendor to contact the departments will result in disqualification. 
Bid Advertisements
By state law, notice of the time, date and location of bid openings are published in a newspaper in accordance with state bid law requirements. Any company or individual interested in obtaining a bid specification package may contact the Richardson ISD Purchasing Department at 469-593-0573 to request a copy or review the website at the following link to download a copy of a particular bid/proposal solicitation: risd.org/Purchasing

Bid Opening Procedures
All bids are opened publicly and promptly on the date and at the time stated in the bid solicitation.   All interested vendors are welcome to attend.  Bid tabulations are posted after final approval of award.   Once bids are opened, no changes can be made or will be accepted.

Bid Evaluation
It is the intent of the Richardson ISD to obtain the best quality materials at the lowest prices possible.  The bid evaluation process will begin at the lowest bid price.  If that bid meets all requirements and specifications an award will be recommended.  If the lowest bid price does not meet all requirements and specifications, the next lowest bidder will be considered until a valid and acceptable bid is found that meets all requirements.  Bid evaluations will follow the stipulations and guidelines as outlined in Texas Education Code 44.031.

Bid Award Notification
The Richardson ISD Purchasing Department will issue all official bid award notifications following Board of Trustees approval.  Award notifications from any other department or staff member of the district prior to formal Trustee approval which occurs monthly may not be valid information.

Purchase Order Terms and Conditions
Once official bid award notifications are issued, received, and acknowledged, the District will issue authorized Purchase Orders for goods and services needed.  Shipping and delivering goods and or rendering services minus an authorized PO could jeopardize the payment process.  The District’s complete Purchase Order Terms and Conditions may be found at here.

Invoices and Payment Terms
By law the school district has 30 days after receipt of an invoice to present payment.  It is the intent of the school district to pay all invoices as promptly as possible; however, by acceptance of a Richardson ISD purchase order you have agreed to the 30 day payment policy.  All invoices are to be submitted to the Richardson ISD Accounts Payable Department.

Other Procurement Procedures Utilized
QUOTES (Written and Verbal):  Written and verbal quotes may be utilized for categories that will not reach the bid limit and at times when a particular bid agreement possesses a roster of providers who have been awarded for same or similar goods/services.  New vendor and vendors from the District’s Approved Vendor list are used for the quote process.

(Request for Qualifications) and RFP (Request for Proposals)
These processes are primarily utilized for the procurement of goods and  services that are not considered straight forward but more specialized and or particular needs (i.e. financial consultant, technology programmer or consultant, etc.).

Tax Exemption
The Richardson Independent School District is State tax-exempt on the basis that it is a governmental entity -- school district.

Educational Purchasing Cooperative of North Texas (EPCNT)
Approximately 63 school districts in the area have formed, through an interlocal agreement, the Educational Purchasing Cooperative of North Texas (EPCNT; http://www.epcnt.com/ ). Bids and proposals by any member or participant district are made available to all other districts if approval to do so is indicated by the vendor in the bid or proposal. If approved, member/participant districts will be eligible, but not obligated, to purchase materials and services under the contract awarded as a result of the solicitation. All purchases by members and participants other than Richardson ISD will be billed directly to that entity and paid by that entity. Richardson ISD will not be responsible for another entity's debts. Each governmental entity will order their specific materials and services as needed.

Discrimination
Vendors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. A bidder must certify that their company complies with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375 and as supplemented in Department of Labor Regulations.
     
 
 
 
Purchasing Department
970 Security Row
Richardson, Texas 75081
469-593-0573
Fax 469-593-0563
 
 
   
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