Allen ISD Purchasing Department
1451 N Watters Dr. Allen, TX 75013 Ph: 972-727-7114

Prospective Vendor:

Allen ISD, as well as all other school districts in the State of Texas, is governed by the state's competitive bid law; therefore, the majority of our purchasing is done via competitive sealed bids or proposals. The purpose and intent of this competitive process are to help public schools obtain the best products at the lowest practical prices in the best interest of the taxpayers by stimulating competition. The Allen ISD is committed to fair and equal competition among all vendors and does not allow favoritism to be shown to any vendor.

To become an approved vendor, you must either respond to an Allen ISD bid/RFP or have an active purchasing cooperative contract that the District may use. The District may purchase goods and services through a cooperative contract by agreement with another school district, local government entity or state agency that satisfies the requirement of competitive bids per the local government code.  Please see the following website for a list of the cooperatives with whom Allen ISD is a member. https://www.allenisd.org/o/aisd/page/purchasing-cooperatives

If you do not have a cooperative contract, you are encouraged to respond to an Allen ISD RFP to become an approved vendor by completing all of the steps listed below.

Step 1 – Register online at https://allenisd.ionwave.net/Login.aspx

The online e-Bid site Ion Wave is used to identify vendors who desire to participate in the competitive bid or proposal process by being added to our vendor database. This registration alone does NOT add you to the approved vendor list. It ensures all those that desire to become an approved vendor are sent the appropriate invitation to bid or propose. Vendor approval status is based on the awarding of bids and proposals per the purchasing guidelines. Applicants should carefully review the list of commodities and/or services on the application and clearly mark 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.

Step 2 – Submit a Bid by Responding to an Allen ISD RFP:

Electronic bid submission is preferred and is submitted via the e-Bid system, IonWave. 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 bid contains instructions on how the bid will be evaluated and awarded. All 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 Contract Specialist identified on the front page of each bid.

 Step 4 – Market to District Departments and Schools

 Once you attain an approved vendor status, you will be eligible to do business with the District. 

 Step 5 – Receive a Purchase Order:

 If an Allen ISD entity wishes to purchase your products or services, in accordance with District Policy, all purchasing commitments (other than those made via a District’s Credit Card) are communicated to you via a Purchase Order. Do not provide goods and/or services without a signed District Purchase Order. The Purchase Order specifies what the District is committing to and ensures that funds are set aside to pay for such commitments. Terms are net 30.

Step 6 – Invoice the District:

 After satisfactory delivery of the goods and/or services, send your invoice to accounting@allenisd.org. Please include the following items on your invoice document to ensure timely delivery of payment:

• Company Name and Name of Contact

• Remit to Address (where check is to be mailed)

• Invoice Number

• Invoice Date

• Purchase Order 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 Allen 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 cen.purchasing.generalmailbox@allenisd.org. Allen ISD is not responsible for updating vendor profiles in Ionwave. In order to receive proper notifications of new bid opportunities, please keep your Ionwave vendor registration updated with your current contact information.

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

Bryan Sharkey
Director of Purchasing