Approved Vendor List
Purchasing requirements, notes and tips when using the approved vendor list
If your purchase is more than $10,000, please call the purchasing department for help with compliance and best pricing.
To get pricing from the vendor, click on the individual tab at the bottom of this worksheet for the method of compliance (find vendor contact information), contact the vendor and ask for the best price from all methods that the vendor is compliant under (Buyboard, TCPN, RFP, etc.) and add that on the Purchase Order Printing notes with contract # if available. Some vendors may be compliant by several methods and some may be compliant by only one method. Always ask about shipping cost with quote. (sometimes it is more than the purchase-- If it seems too high, call Purchasing Dept. for help) If the purchase is more than $10,000, please get 3 phone/email or faxed quotes and attach them to the requisition in TCM. If the purchase is less than $10,000 and you do not want to ask for best pricing of all qualified methods, you should use the following hierarchy. Unless the district has a specific RFP for the items and you have been instructed to use that RFP, please use Buyboard, then 2013, then TCPN, TIPS equally, with other methods per advice of purchasing department. If it is EPCNT, please call purchasing for help.
You may search by the vendor name alphabetically or by category title. Hint: Press Ctrl key and then F or binoculars symbol together to open find window then put in part of vendors name to find one that might be misspelled or have "The" or multiple names.
ALWAYS ENTER "METHOD OF COMPLIANCE" AND BID NUMBER FOR VENDOR SELECTED ON THE REQUISITION IN THE "PRINT ON PO" NOTES. If quotes are received because of the amount of the purchase, attach the top three to the requisition in Munis through TCM.
Vendor Performance Report
A system for the evaluation of vendors and their performance is important to support an effective purchasing function. Factors to consider for inclusion in the evaluation are:
- Timeliness of deliveries
- Service availability
- Completeness and accuracy of order
- Quality of products or services received
Whenever problems are encountered with a bid vendor (i.e., a vendor fails to deliver certain items or delivery does not meet specifications), it is important to document the problem, noting the date and an accurate description of the problem. The vendor should then be contacted by e-mail, telephone or fax to communicate specifically how the school district wants the problem corrected. The school district should keep a record of all phone calls and e-mail correspondence, including the dates and what was discussed. If the problem is not resolved or continues, written notification that states the problem, the corrective action required and that the vendor's failure to correct the problem will be considered a breach of contract and could result in the cancellation of the contract, should be given to the vendor. This record of information about vendor performance is very important in the evaluation of the vendor.