Purchasing & Contract Administration

PO Terms & Conditions

1. Deliveries must be sent to the receiving area designated on the front of this order during the times stated. Please do not make purchase order deliveries to or mail invoices to any address other than those indicated on the front of the purchase order. Alamo Community College District (ACCD) will not be responsible for deliveries made to any location other than the one indicated on the purchase order. ALL parcels must reference the purchase order number or delivery will NOT be accepted.
2. To ensure prompt payment of invoices, the purchase order number must appear on all invoices, packing slips and any correspondence concerning the order.
3. If the prices listed are not correct, do not complete this order until approval is given by the District Director of Purchasing. Double shipments or quantities in excess of those ordered will not be accepted.
4. No changes or substitutions will be permitted without authorization by District Director of Purchasing.
5. ACCD will not in any manner be responsible for goods delivered or work done for the ACCD or its components without an authorized written purchase order.
6. If these conditions are not acceptable, immediately advise the ACCD Purchasing Department (at the number listed for "Purchasing Questions" on the front of the order) before you make any shipment or start any work.
7. Ship F.O.B.: Destination Freight Prepaid, unless otherwise stated on the purchase order. No additional charges will be allowed for boxing, packing, crating, insurance, shipping or handling unless specified on the purchase order.
8. RIGHT OF INSPECTION – ACCD shall have the right to inspect the goods before accepting items.
9. ASSIGNMENT-DELEGATION – No right or interest in any contract shall be assigned, nor shall the Seller delegate any obligation, without the written permission of the District Director of Purchasing.
10. The Alamo Community College District has implemented the policy of emailing Purchase Orders to vendors and will no longer fax Purchase Orders unless specifically requested by the vendor.
11. Payment Terms. NET 45 - Notwithstanding anything appearing elsewhere to the contrary, ALAMO COLLEGES DISTRICT is a unit of Texas government and as such is authorized to make payments to vendors only as provided by applicable statute, Texas Government Code Section 2251.021(b), the provisions of which (essentially net 45 days) shall override any contrary language of the Agreement.  Late charges are excluded.  Any interest on overdue amounts shall not exceed the rate(s) established by the Texas Local Government Code, currently set forth at Section 271.153(a)(4).

Effective: September 1, 2009

How to do business with Alamo Colleges

The basic principle of purchasing and an indispensable element of the American economic system is free and vigorous competition. As public buyers expending public funds, Purchasing of the Alamo Community College District (ACCD) fully endorses the above concept.

This information was prepared with the sincere hope that it will be helpful to all vendors engaged in selling supplies, materials, equipment and/or services who would like to do business with the ACCD.

Conflict of Interest Disclosures

The following vendors/individuals have filed Conflict of Interest Questionnaires (CIQ) with the Alamo Colleges in accordance with chapter 176 of Texas Local Government Code.

You may submit your CIQ form to the Alamo Colleges Purchasing Department, 2222 N. Alamo St. San Antonio, Texas 78215; fax 210-486-9022, or email dst-purchasing@alamo.edu. To obtain a form to prepare for submission, visit the Texas Ethics Commission web site.

Small Business Enterprise Program

Alamo Colleges encourages the use of Small Business Enterprises as herein below defined to assist in the implementation of this procedure through race, ethnicity, and gender-neutral means. The purpose of this program is to ensure that Small Businesses are provided the maximum practicable opportunity to participate in all purchasing and contracting opportunities. 

The Small Business Enterprise Program seeks to identify local Business and provides assistance on how to participate in the competitive bid process for all goods and services needed by the Alamo Colleges. Our objective is to increase business opportunities and to stimulate economic growth. The Small Business Enterprise Program assures that qualified and certified vendors are considered and utilized in the procurement of all goods and services. 

The Small Business Enterprise Program is conscious of its responsibility in expending public funds in a diverse and competitive market and maintains an open door policy with all potential suppliers. Purchasing transactions are completed without regard to race, color, disability (handicap), sex, religion, age, or national origin. 

Certification Agency’s and Certification  

  >>>>>>>>>>>>>>>>>>>>>> HUB Vendor Database <<<<<<<<<<<<<<<<<<<<<<  

  Commodity Codes - Agencies use the class-item numbering and descriptions found in this book to properly code products or services on their requisitions and purchases, so informal and formal invitations for bid will reach vendors that have indicated they are capable of furnishing the required materials, equipment, supplies, and services. 

For more information contact: 

Forms

Texas Ethics Commission - Form 1295 Filing

Online Vendor Registration

Invoice Registration Form

W8 Form - International (Individual)

W8 Form - International (Entity)

W9 Form - Revised March 2024

Vendor Controls

For specific questions, please see below contact information for the Purchasing & Contract Administration staff. 

• Jody Eastland, MBA, FAHRMM, CMRP; Director of Purchasing and Contract Administration
  • Torence B. Henderson, MBA, ECMCA; Small Business Contracting Coordinator

Commercial Goods & Service Contracts

• Terry A. Loomis, Assistant Director
  
  • Mariano Alaniz, Senior Purchaser

Construction Services

• Maria Bates, Assistant Director
  • Elisa B. Nava-Garcia, Senior Purchaser
  • Karina G. Pena, Senior Purchaser
  • Christian Herrera, Senior Purchaser
  • Carla Guerra, Purchaser
  • Jesusita T. Esquivel, Purchaser
  • Roxanne Contreras, Purchaser

Contract Administration / General Services

• Margarita Regalado, Assistant Director
  
  • Desiree A. Bernal, Contracting Coordinator
  • Andrea Alfaro, Contracting Coordinator
  • Velma Willard, PCard Coordinator
  • Paul Dunn, Surplus Coordinator