- Ector County Independent School District
- Doing Business with ECISD
Doing Business with ECISD
What you need to know...
Ector County ISD (ECISD) Purchasing Department is here to serve students, faculty, and staff by faithfully utilizing resources in accordance with applicable statues and District policies and procedures. We aim for excellence in all that we do for the betterment of the school district and our community. We are committed to working with our supplier community.
The purchasing department is required to purchase under specific guidelines established at the federal, state and local level. Laws and regulations related to procurement can be found in, but not limited to, Texas Education Code Chapter 44, §44.031, Texas Government Codes §2254 and §2269, State Statutes, Federal Regulations, and Local Policy CH (Legal and Local) and Procedures.
ECISD requires all vendors to have an approved procurement instrument (i.e. purchase order, term contract, agreement, etc.) in place prior to providing goods or services. Entering into contracts verbally or without appropriate authorization is prohibited and a violation of state law. Any vendor who delivers services or goods to ECISD without a proper contract is doing so entirely at their own risk. ECISD does not pay for goods or services that were provided without the benefit of a properly executed procurement contract. The district purchasing policy CH (Local) states "All purchase commitments shall be made by the Superintendent or designee in accordance with administrative procedures, including the District’s purchasing procedures; persons making unauthorized purchases shall assume full responsibility for all such debts."
Business Hours and Contact Information
Vendors may visit the Purchasing Office from 8:00 a.m. until 5:00 p.m., Monday through Friday. The Purchasing Office is located in the Ector County ISD Administration Building at 802 N. Sam Houston, Odessa, TX.
Correspondence by mail should be sent to: Ector County ISD, Attention: Purchasing Agent, PO Box 3912, Odessa, TX 79760 .
Email the Purchasing office at firstname.lastname@example.org or feel free to call (432) 456-9719 to assist you and answer questions.
Vendors are encouraged to make an appointment.
Good & Services Requiring a Purchase Order
The Purchase Order is an official document that may serve as the contract between ECISD and the Vendor for the procurement of goods and services. Vendors may not change or modify what is stated specifically on the purchase order. Any changes made that do not adhere to the terms outlined in the purchase order will not be honored.
We require a quote based on quantity when a requisition is submitted to the Purchasing Department from the departments or campuses. Vendors may be called by our end-users or emailed requesting a current quote based on quantity and contract prices.
If you are a new vendor to the district, a new vendor packet along with a W-9 form will need to be completed and submitted with your quote. Occasionally, vendor records will need to be updated and a new vendor packet will need to be completed.
Vendors who do not have an awarded bid are sometimes permitted to do business with ECISD. However, the requester (end-user) will need to submit multiple quotes to the Purchasing Department. The District shall consider the price, quality, availability, and/or the extent to which the goods and services meet the needs of the District.
Payment Process & Invoices
ECISD is an educational institution, a political subdivision of the State of Texas and as such, is tax exempt. Vendors are required to submit invoices and reference purchase order numbers on all requests for payment.
Email invoices to:
Mail invoices to:
Ector County Independent School District
Attn: Accounts Payable
PO Box 3912
Odessa, Texas 79760
The district does not accept back order purchases. Orders must be received in full before payment shall be made. Only invoices that refer to a specific purchase order and line item, that precisely match the purchase order in detail will be accepted.
The district’s standard payment terms are Net 30 days, from the receipt of the invoice, in the Accounting Department.
Causes for Delay in Payment
- No purchase order approved for the goods/services
- Invalid purchase order
- No address on the invoice
- Purchase order does not match billing
- Substitutions without procurement approval
- Product or Service has not yet be Delivered or Rendered
Solicitors, vendors, or salespersons shall not be permitted to confer with students or employees during school hours without the prior approval of the Superintendent or Purchasing Director. Under no circumstances shall such persons be permitted to interrupt classes or conduct personal business with employees.
Prior approval from the Superintendent or Purchasing Director must be obtained in order for a vendor/salesperson to visit campuses/departments to offer your product or service. Approval entitles the vendor/salesperson to visit the campus/department. However, each principal or administrator has the right to accept or decline the authorization for the visit.
It is recommended that the vendor/salesperson call the campus/department and schedule an appointment with the principal/administrator prior to offering your products or services.
Independent Contractors & Consultants
Independent School Contractor(s)/Consultant(s) services require a fully executed contract before services may begin. In accordance with Senate Bill 9 (SB9), codified in the TEC, Chapter 22, TEC 22.0834 and 19 TAC 153.1101 a contractor (entity or individual) that provides services to a school district, and has direct contact with students, must be fingerprinted before beginning work. The contractor shall certify to the school district that he/she is in compliance with the fingerprinting laws.
Contractor/Consultant must go through the Texas Department of Public Safety (TDPS) to process their fingerprinting and background check. Instructions for the contractors/consultants are provided through the TDPS at Instructions to Contractors.
ECISD will review the background check results for the contractor/consultant. Once contract is finalized, and a Purchase Order is approved the services may begin.
Criminal History Record Review
As a contractor hired by Ector County Independent School District, you may be asked to provide criminal history record information for you and your personnel. Pursuant to Texas Education Code, Chapter 22, Section. 022.0834 Criminal History Record Information Review of certain Contract Employees, employment by an entity that contracts with a school district on or after January 1, 2008 may be required to provide a national criminal history record information if:
- The employee or applicant has or will have continuing duties related to the contracted services; and
- The employee or applicant has or will have direct contact with students.
An entity contracting with a school district…shall obtain all criminal history record information that relates to a person to whom meets the above criteria through the criminal history clearinghouse as provided by Section 411.0845, Government Code. The entity shall certify to the school district that the entity has received all criminal history record information relating to the person. Please refer to Texas Education Code Sec. 22.0834, Sec. 22.085 and Texas Administrative Code Title 19, Part 2, Chapter 153, Subchapter DD, Rule 153.1117 for additional information.
Conflict of Interest
Texas law requires any person or entity, including a person’s or entity’s agents, (hereafter referred to as VENDOR) who contracts or seeks to contract with ECISD for the sale or purchase or property, goods, or services to file a Conflict of Interest Questionnaire with the District under the following circumstances.
A vendor must file a completed conflict of interest questionnaire (CIQ) if the vendor has a business relationship with a local governmental entity (ECISD).
Refer to Forms & Other Links to review the Notice Regarding the Conflict of Interest Questionnaire and the Conflict of Interest Questionnaire (CIQ) form.