ADDING VENDORS TO THE PAYEE DATABASE:
Effectively immediately, the “Complete Payee Addition Request Packet for Companies” and the “Complete Payee Addition Request Packet for Individuals,” the packets used by the College to add a vendor into its Payee Database, will only be sent to a company or an individual directly by the Purchasing & Contract Management Department, and only upon request.
Vendors wishing to be considered for inclusion in the College’s Payee Database:
Please contact Ms. Elizabeth Ontiveros at (915) 831-6505 or via email at email@example.com to request a packet.
College employees who wish to potentially purchase something from a vendor not currently in the College’s Payee Database:
Please ask the potential vendor to contact Ms. Ontiveros directly at (915) 831-6505 or via email at firstname.lastname@example.org to request a packet.
Important note: Ms. Ontiveros will not actually add the payee to the College’s Payee Database until she receives a complete packet which is signed by the vendor PLUS either a valid Check Request from the EPCC Accounts Payable Department or a Purchase Requisition with the EPCC Buyer’s approval.
College personnel can use Education Service Center Region XIX’s cooperative contract for its Catering needs. That contract lists several catering vendors and can be
found here Region XIX 17-7270 (PDF) & Region XIX
15-7177 (PDF). For new vendors, vendors that are not already in the Banner database, please allow a little extra time to give the vendor time to complete the new vendor packet…for the first purchase only. You can still use Contracts
CSP #15-027 & CSP #15-028 for your Catering needs. Note: for catering services for large district-wide events that will have a minimum of 50 people per event you can also use RFP #18-023.
COMMODITY CODE ASSIGNMENT CHANGES:
Please download the commodity code list with the buyer assignments here: Commodity Codes (MS Excel) Updated May 30, 2018.
College personnel can use Education Service Center Region XIX’s cooperative contracts for its promotional item needs: Region XIX 17-7274
(PDF) & Region XIX 16-7198 (PDF). Other vendors, awarded through other College-approved cooperatives, may also be used.
Both contracts list over a dozen promotional items vendors. For new vendors, vendors that are not already in the Banner database, please allow a little extra time to give the vendor time to complete the new vendor packet…for the first purchase only.
TEXAS HOUSE BILL 1295:
Effective January 1, 2018, Form 1295 is now no longer required for any of the following types of contracts.
- a contract with a publicly traded business entity, including a wholly owned subsidiary of the business entity;
- a contract with an electric utility, as that term is defined by Section 31.002, Utilities Code;
- and a contract with a gas utility, as that term is defined by Section 121.001, Utilities Code.
These three types of contracts join the original three types of contracts for which Form 1295 is not required, the “original three exceptions”:
- a sponsored research contract of an institution of higher education;
- an interagency contract of a state agency or an institution of higher education; and
- a contract related to health and human services if: the value of the contract cannot be determined at the time the contract is executed; and any qualified vendor is eligible for the contract.
In all cases above in which Form 1295 is not required, exceptions to the Form 1295 rule must be claimed and substantiated by the party contracting with El Paso Community College.
The changes effective January 1, 2018, also removed the need for a notary. The newly revised form now only requires an "unsworn declaration," and does not need to be notarized. However, a date of birth and an address are now required. Contracts executed on or after January 1, 2018 must use this newly revised form.
El Paso Community College Terms & Conditions:
Purchase Order Terms & Conditions (PDF)
General Conditions (PDF)
Contract Award Dispute (PDF)