Purchasing Department

TUHSD utilizes AZ Purchasing to maintain our prospective vendor database. You may complete an online Vendor Registration Application at AZ Purchasing. There is no cost to the vendor to register. You will be able to use your own computer or computers at any public library.

Arizona Purchasing is a website dedicated to Arizona school districts for the purposes of developing a central and statewide prospective bidder’s list, posting solicitations and requests for quotations online, and to more effectively disseminate solicitation information to the vendor and educational buyer communities. The mission of Arizona Purchasing is to provide Arizona school districts with web based tools to more efficiently manage prospective bidders and solicitations whereby providing effective communication to the vendor community.

*Note: if you have previously registered at AZ Purchasing, you need only confirm that you have indicated Maricopa County as one of your counties of preference.

Once you are registered, you will receive email notification of formal solicitations for the commodities or services your business provides.

Open Solicitations

Information about formal solicitations that are currently available for bid or offer is available at AZ Purchasing. Instructions for submitting a bid/offer is outlined in the solicitation. TUHSD currently does not have the ability to accept electronic responses. All bids/offers must be submitted in paper format prior to the due date and time outlined in the solicitation.

Purchase Orders

All commitments of purchases by Tolleson Union High School District will be made by an approved purchase order number assigned by the Purchasing Department. Products/services are not to be delivered without an approved purchase order. Vendors accepting orders without an executed purchase order do so at their own risk.

The substitution of items without the prior written approval of the Purchasing Department is prohibited. Only those items specifically listed on a purchase order may be delivered. The schools and departments within this district do not have the authority to substitute without the Purchasing Department’s approval. You may verify purchase orders by contacting the Purchasing Department at 623-478-4005.

Please Note: Before TUHSD can issue a purchase order, a copy of the vendor’s updated W-9 must be on file with the Purchasing office. The completed form may be faxed to 623-478-4197 or you may submit a scanned copy by email.

Sales Tax

Arizona school districts are not exempt from paying sales/use taxes. Sales tax added to invoices from Arizona vendors will be paid by the district to the vendor. Use tax will be paid directly to the State of Arizona on invoices from out-of-state vendors.

Payment

TUHSD requires a 3-way match of a purchase order, vendor invoice, and packing list/receipt of the goods/services purchased. Purchases must be shipped to the ship to address listed on the purchase order, and invoices must be mailed to Accounts Payable at the district office address listed on the purchase order (unless there are special directions in the body of the purchase order). Invoices can be emailed to Accounts Payable.

In Closing

If your company sells a product and/or service required by the district, and your company is competitive with those who are currently supplying those goods or services to the district, the Purchasing Department is interested in doing business with you. A representative of the Purchasing Department will be happy to meet with you to discuss the history of purchases within the district for your products and/or services. Please call to schedule an appointment with one of our purchasing staff members.

• Purchase order number must be marked on all packages and packing lists.
• Render invoices in duplicate to: Accounts Payable, 9801 West Van Buren St, Tolleson, AZ 85353.
• Price increases in excess of 10% must receive prior school district approval.
• All merchandise to be shipped prepaid. Any freight that is applicable must be added to invoice.
• Federal excise tax to be excluded.
• All vendors must have a current I.R.S. form W-9 on file with the district prior to receiving any payments for goods or services provided. A copy of the form W-9 with instructions is available on the I.R.S website.
• Warranty: Seller warrants that all goods or services furnished hereunder shall be merchantable, and free from any defects in workmanship or material. If Seller has been informed of the use of the products, Seller also warrants that the items furnished hereunder are suited and appropriate for such use. Seller shall indemnify and save the Purchaser harmless from any breach of this warranty, and no limitations on Purchaser’s remedy in Sellers documents shall operate to reduce this indemnification. Seller shall extend all warranties it received from its vendors to Purchaser. This warranty is in addition to all warranties contained under the law.
• Delivery: Purchaser may delay delivery or acceptance of goods in the event of any unforeseen event. Seller shall hold the goods pending Purchaser’s direction, and Purchaser shall be liable only for direct increased costs incurred by the Seller by reason of Purchaser’s instructions. Purchaser will not be responsible for any goods delivered without purchase order. In the event Seller’s failure to deliver as and when specified, Purchaser reserves the right to cancel this order or any part thereof without prejudice to its other rights, and Seller agrees that Purchaser may return part or any shipment received and may charge Seller with any loss or expense sustained as a result of such failure to deliver.
• Changes: Purchaser shall have the right to make changes in this order at any time and Seller agrees to accept such changes. In the event such changes result in additional costs, Purchaser shall make an equitable adjustment in the purchase price provided such additional costs are itemized for Purchaser by Seller within (30) days of the change.
• Patent Infringement: Seller agrees to hold Purchaser harmless from any patent infringement of similar proceedings which are based on products sold by the Seller hereunder. Seller shall defend any such suits at its own expense, and Purchaser shall have the right to have such litigation monitored by its own counsel.
• Acceptance: Payment for the goods delivered under this order shall not constitute acceptance of such goods. Goods shall only be deemed accepted when they have actually been counted, inspected, and tested by the Purchaser and found to be in conformance with this order. However, failure to inspect or test by Purchaser shall not relieve the Seller of any responsibilities hereunder.
• Modifications/Assignment: This purchase order and any documents referred to on the face hereof constitute the entire agreement between the parties and can only be modified by a writing signed by both parties. No part of this order may be assigned or subcontracted without the prior written approval of Purchaser.
• Indemnification: If this order includes work to be performed on Purchaser’s premises, Seller agrees to indemnify the Purchaser from all loss or damage arising out of such work, to observe the highest safety standards, to maintain adequate insurance, and to furnish evidence of such insurance at Purchaser’s request. Seller shall defend, indemnify and hold harmless Purchaser against all damages, claims or liabilities and expenses (including attorney’s fees) rising out of or resulting in any way from any defect in the goods or services purchased hereunder, or from any act or omission of Seller, its agents, employees or subcontractors. This indemnification shall be in addition to the warranty obligations of Seller.
• Severability: Purchaser’s failure to insist on performance of any of the terms or conditions herein to exercise any right or privilege or Purchaser’s waiver of any breach hereunder shall not thereafter waive any other terms, conditions, or privileges, whether of the same or similar type.
• Laws of Arizona: This order and all rights and obligations hereunder shall in all respects be governed by and construed in accordance with the laws of the State of Arizona.
• F.O.B.: Unless otherwise noted herein, the F.O.B. point shall be Purchaser’s location. Seller will bear all risk of loss for all merchandise covered by this order until such merchandise has been delivered to the designated location.
• Registered Sex Offender Notification Restriction: Pursuant to this purchase order, the named vendor agrees by acceptance of the order that no employee of the vendor or a subcontractor of the vendor, who has been adjudicated to be a registered sex offender will perform work on District Premises or equipment at any time when District students are, or are reasonably expected to be, present. The vendor further agrees by acceptance of this order that a violation of this condition may result in cancellation of the order at the District’s discretion.
• Prohibition on Government Contracts:
  Business operations in Israel: In accordance with A.R.S. § 35-393.01, the Offeror certifies that they are not currently engaged in, and agrees for the duration of the contract to not engage in, a boycott of Israel.
  Terrorism Country Divestments: In accordance with A.R.S. § 35-391, Seller certifies compliance with the Export Administration Act.
• By accepting this purchase order, vendor agrees to comply and maintain compliance with FINA, A.R.S. § 41-4401 and A.R.S. § 23-214 which requires compliance with federal immigration laws by State employers, State Contractors and State subcontractors in accordance with the EVerify Employee Eligibility Verification Program.
• Seller agrees to comply with fingerprinting requirements in accordance with A.R.S. § 15-512, unless otherwise exempted.
• This agreement is subject to cancellation pursuant to A.R.S. § 38-511.
• All items must be received prior to June 30. If not delivered prior to June 30, order shall be cancelled. Any shipment in route but not received by June 30 will not be accepted by the District.
• Vendor shall comply, when working on any federally assisted projects, with the following

1. 1. The Contract Work hours and Safety Standards Act, (40 U.S.C. §3701 – 3708; 29 CFR Part 5)
   2. Davis-Bacon Act, (40 U.S.C. §276a / 29 CFR Part 5)
   3. Copland Anti-Kickback Act, (18 U.S.C. §874 / 29 CFR Part 5)
   4. Equal Opportunity Employment requirements (Executive Order 11246 and 11375 / 41CFR Chapter 60)
   5. McNamara-O’Hara Service Contract Act (41 U.S.C. 351),
   6. Section 306 of the Clean Air Act (42 U.S.C. § 1857h,
   7. Section 508 of the Clean Water Act (33 U.S.C. § 1368),
   8. Executive Order 11738, Environmental Protection Agency regulations (40 CFR Part 15).
   9. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200)
   10. Education Department General Administrative Regulations, 2 C.F.R. Parts 200 and 3474, and 34 C.F.R. Parts 75-77 and 81 (“EDGAR”),
   11. Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat.871)
   12. All applicable requirements and regulations, including those related to reporting, patent rights, copyrights, data rights and those mandated by federal agencies making awards of federal funds.

Tolleson Union High School District utilizes a number of cooperative contracts to meet the needs of the District. Cooperative purchasing allows the District to reduce administrative duplication, to promote “best value” purchasing and to obtain economies of scale. The Tolleson Union High School District is a member of and participates in the following purchasing consortiums:

• 1GPA
• Arizona State Procurement (AzSPO)
• Arizona Dept of Education (ADE)
• Greater Phoenix Purchasing Consortium of Schools (GPPCS)
• Mohave Educational Services Cooperative (MESC)
• Strategic Alliance for Volume Expenditures (SAVE)
• National IPA
• Sourcewell

Tolleson Union High School District #214 sells surplus property using Public Surplus to auction surplus property online. Visit the Public Surplus website for more information. As a potential buyer, you will be prompted to register as such with Public Surplus on their website. Once registered, you have access to terms and conditions of sale using the Tools tab.