Vendors desiring to do business with any school district or government entity should be approved under a bid proposal process or an approved vendors list. Anyone who might qualify for Sole Source/Single Supplier status is encouraged to apply. As a qualified Sole Source/Single Supplier,purchases do not go against a bid limit in a said category.
Purchases from vendors that are not on an approved bid proposal or vendors list, and do not qualify for Sole Source/Single Supplier status, will go against the bidding limits of said category as set up by the State Purchasing Laws.
For example, if a particular publisher/vendor is not on any of Alvin ISD or state approved vendors lists, and they do not qualify for Sole Source/Single Supplier status, purchases from this vendor will be charged against the Library Category‘s $10,000.00 bid limit.
Alvin ISD recognizes Sole Source/Single Supplier status as valid for the school year term as defined from September 1st to August 31st.
The Purchasing Department has established two options for a vendor to qualify for Sole Source/Single Supplier status with Alvin ISD.
Option 1: The vendor may qualify by submitting a Business Letter
¨ A letter (on company letter head) briefly describing their business –letter must include address to send purchase orders, phone number, fax number, and contact person (if different than the person which signs the letter).
¨ Letter must be signed by an authorized contact person.
¨ Letter must state they are the sole source/single supplier for the given products which would allow them to qualify for this status.
¨ It must also state they hold the sole rights to sell this product or equipment. They are the publisher and hold the copyrights for said items.
¨ Single Supplier means they are the only supplier for this product. You can only purchase said product from this supplier. No one else is a distributor for this product – all sales and distribution are handled direct by that company.
¨ The letter should explain how they qualify for sole source/single supplier status (see The Guidelines Set Up By The State For The Regulation Of Purchases Considered Sole Source).
Option 2: Complete the Sole Source Affidavit
ALL Sole Source requests must include a completed current W-9 form with submission to Purchasing for approval.
Vendors may fax their requests for approval to the Purchasing Department at (281)585-4567. Other options for submission include sending it electronically or sending it by mail. Vendors should be approved within 24 hours if their paper work is submitted appropriately.