Texas BuyBoard: New Vendor FAQ
(Click on a question to view the answer.)
What is the Local Government Purchasing Cooperative?
The Local Government Purchasing Cooperative is an administrative agency created in accordance with Section 791.001 of the Texas Government Code. Its purpose is to obtain the benefits and efficiencies that can accrue to members of a cooperative, to comply with state bidding requirements, and to identify qualified vendors of commodities, goods, and services. The Cooperative also relieves the burdens of governmental purchasing by effectively using current technology and realizing economies of scale. [back]
How is the Cooperative administered and governed?
The Texas Association of School Boards (TASB) administers and handles the day-to-day activities of the Cooperative. The Cooperative is governed by an eleven-member board of trustees appointed by the TASB president. The Board is made up of six elected officials or employees of school districts, three elected officials or employees of municipalities, and two elected officials or employees of counties. The Cooperative is sponsored by the the Texas Association of School Boards, Texas Municipal League, and Texas Association of Counties. [back]
Who can participate?
Membership is open to all local governments, nonprofits, and other political subdivisions. Texas school districts must be a member of TASB to participate. [back]
How do I become a vendor on the BuyBoard?
Your company must first register to receive invitations to bid and be put on the BuyBoard Mailing List. Once you receive your notification and respond with a bid, it is presented to the Board of Trustees for awarding. If your company is awarded, you will receive notification of becoming an official contracted BuyBoard vendor. [back]
What is the BuyBoard Mailing List?
Companies that are not already BuyBoard vendors can be added to the BuyBoard Mailing List. Whenever a new bid proposal becomes available, you will be sent a notification via e-mail. There is no charge to be added to the BuyBoard mailing list. [back]
How do I get put on the Mailing List?
Log on to www.vendor.buyboard.com and click on the New Supplier/Vendor Registration link. Complete the form and create a unique login name and password. You will be sent a confirmation e-mail after the information has been received. [back]
How much does it cost to add my company to the Mailing List?
There is no cost to be put on the BuyBoard Mailing List. [back]
How will I be notified of upcoming bids after my company has been added to the Mailing List?
Whenever a new bid becomes available, you will be sent a notification via e-mail directing you to the BuyBoard Vendor Web site, where you can view proposal information. To view the contract expiration schedule, click the Contract Expiration Schedule link. [back]
Will you remove my company's name from the Mailing List if we do not submit a bid?
No, we will not remove your company from the Mailing List if you do not turn in a bid. To be deleted from the mailing list, send a message to buyboard@tasb.org and request that your company be removed. [back]
How do I update my company's contact information or change which commodities I want to be notified about?
Once you have initially registered to receive bid notices you will use your login name and password to log onto that system to update your contract and commodity information. [back]
My company was put on the Mailing List, but I never received a notification about a proposal.
For each bid proposal, we send notifications out via mass e-mail. E-mail notifications are sent once. [back]
How are companies awarded a BuyBoard contract?
All catalogs or items available for purchase on the BuyBoard are competitively procured and awarded by the Cooperative's Board of Trustees according to Texas statutes. [back]
Once my company is awarded a contract, how much will it cost me to sell through the BuyBoard?
There is a 2% service fee charged to vendors for each of their purchase orders transmitted through the BuyBoard. The Purchasing Cooperative will calculate those charges and will invoice vendors on a monthly basis. [back]
My company sells pickup trucks. Will we be charged the 2% service fee as well? What about if I sell truck parts? School buses? Ambulances? Fire trucks?
Vendors that sell vehicles are not charged the 2% service fee, but they must collect an additional fee for the administrative costs. On trucks and cars, there is a $400 fee assessed per purchase order regardless of the number of vehicles on the purchase order. However, if you sell vehicle parts, your company will be assessed a 2% service fee per purchase order.
Vendors that sell school buses and ambulances must collect $800 per purchase order from the BuyBoard member. For fire trucks, that fee is $1,500 per purchase order. The Purchasing Cooperative will invoice the vendor for the purchase order fee monthly. [back]
How long are BuyBoard contracts?
Each contract is valid for one year, with a possible two-year extension, if mutually agreed upon by the vendor and BuyBoard. Therefore, most contracts last for three years. [See Contract Expiration Schedule for effective dates.] [back]
Is there a Web site that lists what proposals are currently available?
To view the list of current proposals, visit our Current Proposal Listing page that can be accessed from the main Vendor Web site. Upcoming bids are posted on the vendor bid system one month prior to the proposal due date. When you are put on the BuyBoard Mailing List, you will be directed to this same page whenever there is a new bid proposal for your commodity. [back]
Is there a complete schedule that lists all bids?
Click Contract Expiration Schedule to see the complete bid schedule. [back]
Can I review previous proposal information that was awarded in the past?
After each contract has been awarded, the Bid Administrator will post a tabulation report of each bid. Click Proposal Tabulations on the Vendor site to see a list of all bids and links to each report. [back]
Do entities commit to ordering only from the BuyBoard by joining the Cooperative?
No, the BuyBoard is simply an alternative to entities wanting to buy already competitively procured products and services. A variety of products is available at discounts from manufacturers’ prices. Members can elect to do all their purchasing from these discounted catalogs or only purchase selected items.
The Cooperative’s intent is to extend the options available to local governments and other political subdivisions. After becoming a member, entities choose how to participate, product category by product category, item by item. [back]
What happens if we have a problem with a BuyBoard customer?
If the vendor cannot resolve the problem directly with the customer, the Cooperative staff is available to intervene. [back]
What type of technical support is available?
A toll-free customer support number is available from TASB. Technical support representatives can answer questions regarding the operation of the system. [back]
If you have questions or need additional information, please call the BuyBoard (800-695-2919).