Exhibit 3-12 shows the dollar amounts by vendor for the purchase of athletic supplies and equipment. These purchases in the above chart are total dollars by sport and represent the purchase of many individual items. However, there is no documentation to indicate that the district used one of the required purchasing methods or that the best and lowest prices have been obtained. The business manager indicated that these vendors are used because they will deliver their products to Hamilton. Districts will often prepare a list of specific items in a category such as office supplies or athletic equipment for which it wants to receive bids.
Some districts prepare catalogs from which to solicit bids.
Vendors can then provide prices on all or some of the items, and the district will select the lowest bid that meets its requirement for that item. Prepare lists of specific items for which HISD wants to receive bids and prepare a catalog with the selected vendor for use by district personnel. The business manager should prepare a list of instructional materials and supply items that will be put out for bid. The responding vendor with the best product and price for each item should be determined, and a catalog prepared with the selected vendor for each item, including cooperative and state purchasing lists. The catalog should be provided to all district staff so that vendors can be selected when the initial purchasing requests are prepared.