Doing Business with Highland Park ISD

Prospective Vendor:

Highland Park ISD, as well as all other school districts in the State of Texas, is governed by the State's competitive bid laws; therefore, the majority of our purchasing is done in one of two ways: 1) by utilizing a contract available via a purchasing cooperative or, 2) via competitive sealed bids or proposals. Both are competitive processes, the purpose and intent of which is to help public schools obtain the best products at the lowest practical prices in the best interest of the taxpayers by stimulating competition. Highland Park ISD is committed to fair and equal competition among all vendors.

Doing business with HPISD via a Purchasing Cooperative:

Since Highland Park ISD is a relatively small school district, we do the bulk of our purchasing using contracts with awarded vendors from Purchasing Cooperatives of which we are members. For the commodities covered in the Purchasing Cooperatives, vendors are strongly encouraged to participate in the competitive bidding process with those cooperatives. The list of HPISD-member cooperatives can be found by visiting the Purchasing Cooperatives page as found in the menu to the right. Each cooperative has different requirements for submitting bids and it is the vendor’s sole responsibility to adhere to those requirements. *MOST Cooperatives require that you 1) Register, AND 2) Submit a proposal for a bid or RFP.  Registration alone will not qualify a vendor to do business with HPISD. 

 

Doing business with HPISD via the competitive sealed bid or proposal process:

Step 1 – Register as a POTENTIAL vendor with HPISD here.

Registration does NOT add a vendor to the approved vendor list, but instead ensures that the vendor that desires to be a part of the bid process gets sent the appropriate invitation to bid or submit a proposal. Vendor approval status is based on the awarding of bids and proposals per purchasing guidelines. Applicants should carefully review the list of commodities and/or services on the application and clearly mark the ALL items supplied by your company. Unless specifically requested, the District does not send bid packets via U.S. Mail. Vendors are informed by an automated email notification when a bid opportunity becomes available. Bid or Proposal specification documents are also available via Ionwave at https://hpisd.ionwave.net/Login.aspx. 

 

 

Step 2 – Submit a Bid:

Electronic bid submission is HIGHLY preferred. All bids must be received in the Purchasing Department prior to the due date and time or they will be considered to be non-responsive. Bids received after the due date/time will not be accepted. 

 

Step 3 – Receive an award notification:

Each particular bid contains instructions on how the bid will be evaluated and awarded. All of our procurements are evaluated and awarded in accordance with applicable state law. Maintain your bid numbers for reference when conducting business with the District. If you need additional information about a bid award, contact the Business Services staff member identified on the front page of each bid.

 

Step 4 – Receive a Purchase Order:

In accordance with District Policy, all purchasing commitments are communicated to you via a Purchase Order. DO NOT provide goods and/or services without a Purchase Order. The Purchase Order specifies what the District is committing to and ensures that funds are set aside to pay for such commitments.

 

Step 5 – Invoice the District:

After satisfactory delivery of the goods and/or services, send your invoice in one of two ways to the HPISD Accounts Payable Department.

1. By email to AP Specialist,  Pat Gonzales at [email protected]
2. By mail to Accounts Payable c/o Highland Park ISD, 7015 Westchester Drive, Dallas, TX 75205

• • Company Name and Name of Contact
  • Remit to Address (where check is to be mailed)
  • Invoice Number
  • Invoice Date
  • Purchase Order Number
  • Contract Number
  • Ship to Information (where products or services were delivered)
  • Details of items shipped/services rendered
  • Total amount due

As an awarded vendor, it is very important that you make Highland Park ISD’s Purchasing Department aware of any changes in your contact information. The request for such changes must be in writing with an updated W-9 and may be sent either via U.S. mail to the above address, or via e-mail to [email protected]. In order to receive proper notifications of new bid opportunities, please keep your IonWave vendor information updated with current contact information as well.

 

Thank you for your interest in Highland Park ISD. We look forward to working with you and your company in the future.

 

Kimberlee Levasseur 

Business Services Coordinator