Purchasing Process

Effective Purchasing Guidelines

 

Effective purchasing requires collaboration between the Purchasing Department and district campuses and departments. The guidelines below are based on Texas statutes, federal regulations, and district policies (CH Legal and CH Local).

 

Key Points:

  • Criminal Penalties: Intentional violations, such as split or sequential purchases, may lead to criminal penalties (Texas Education Code). Employees bypassing purchasing procedures may be personally liable for payments or item returns.
  • Budget Authority: Principals, coordinators, and directors cannot execute contracts or make purchases without following district procedures.

 

Purchasing Steps:

  1. District Warehouse: Check for available goods in the warehouse; order through a warehouse requisition if available.
  2. Awarded Contracts: Use existing district contracts for purchases (catalog or line-item pricing contracts).
  3. Interlocal Cooperative Agreements: Utilize competitively bid items or services from interlocal agreements.
  4. Exception Processes: For sole-source, emergency purchases, or items like produce and fuel, follow approved exception procedures.
  5. Special Procedures: For purchases from Walmart, HEB, meals, rentals, or purchasing cards, use special procedures.
  6. Open Market Purchases: If none of the above applies, follow guidelines based on the purchase amount.

 

The Purchasing Department is available to assist with special situations or needs.