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Vendors

Becoming a vendor with Arlington ISD is a two-step process:

  • Step 1:  You must register with the District. By registering with the District you are in our database to be notified when a bid matching your commodities is issued.
  • Step 2:  You must respond to a bid. When a bid is issued that matches your commodities, IonWave will send you an invitation to participate in that bid. If you choose to participate you must then complete the bid packet and submit by the deadline. Thank you for your interest in Arlington ISD.

The AISD encourages local, small and HUB businesses to bid for district projects. If you are a local, small or HUB vendor and have any questions about working with the AISD, please view link below, call 682-867-7352 or email purchasing@aisd.net.

Vendors New to Arlington ISD

  • All companies must register in IonWave. Click on Supplier Registration if a company profile hasn’t already been created. IonWave will flag any duplicate profiles.
    • If a profile has already been created, and the user on the account is no longer with the company, please email Purchasing@aisd.net, and it can be changed.
  • Bid invitations are automatically sent to vendors that have matching commodity types on their profile.
  • After a vendor responds to a bid, and goes to the board for approval, an award notification will be sent out with contract information, expiration date, and request for 1295 form.
    • 1295 form is required by State of Texas and is needed in order to create PO to vendor.
    • Please use the bid number as the contract ID number.
    • Bottom portion of the form will need to be completed and signed, and then sent to Purchasing.
  • PO will need to be created prior to goods being ordered/delivered or services being provided.

Bid Renewals for Current Vendors

  • Based on expiration date, awarded vendors MUST respond to a new bid, to stay on the approved vendor list.
  • Bid invitations are automatically sent to vendors that have matching commodity types on their profile.
    • Bid invitations are sent to the email address tied to the company profile. It is up to the company to keep contact information current. If the user on the account is no longer with the company, please email Purchasing@aisd.net, and it can be changed.
    • BEST PRACTICE: Use a general email address for user profile, i.e. bids@ABCVendor.com
  • After a vendor responds to a bid, and goes to the board for approval, an award notification will be sent out with contract information, expiration date, and request for 1295 form.
    • 1295 form is required by State of Texas and is needed in order to create PO to vendor.
    • Please use the bid number as the contract ID number.
    • Bottom portion of the form will need to be completed and signed, and then sent to Purchasing.
  • PO will need to be created prior to goods being ordered/delivered or services being provided.

Fundraising / Commission Only Vendors

  • If the purchase is commission ONLY then the vendor will complete the fundraiser application on the purchasing website and attach their flyer/catalog. Purchasing will approve or deny the request to become a fundraising vendor within 72 hours.
  • Campuses will work with fundraising vendors to complete all necessary paperwork
  • If a contract is REQUIRED to be signed, then the campus must also complete the contract intake for signature.
  • It is HIGHLY suggested that commission ONLY fundraising vendors also register as a vendor using IonWave as well. Business opportunities may be missed if you are not an approved vendor for purchases using district and activity funds.

Contractors

  • Contractors are people who will be at an Arlington ISD facility representing a registered vendor.
  • The types of background and security checks done for contractors are based on the level of interaction with students and the type of access needed to Arlington ISD facilities.

Interacts with Students (Unsupervised)

Background Check Requirements and Processes

Contractors that have unsupervised interactions with students are subjected to the most scrutiny in terms of background checks. The process for these type of contractors requires the most time commitment to process. The process can take up to 14 business days to complete including fingerprinting each contractor.

The Process for Campus/Departments
  • Campus / Department sends internal request for background checks of contractor.
  • HR Recruitment and Substitute Requests receives information from Campus / Department and sends FastPass information for fingerprinting through email directly to contractor.
  • After contractor completes fingerprinting, HR Recruitment and Substitute Requests reviews the results and provides approval decision to requesting Campus / Department.
  • Campus / Department notifies vendor of approval decision.

The Campus / Department communicates with vendor as to the results of approval decisions. HR Recruitment and Substitute Requests does not communicate approval decisions directly to vendors.

Interacts with students (Supervised)

Background Check Requirements and Processes

  • Contractors that have supervised interactions with students require 2 levels of security checks, once though the Texas Department of Public Safety and once when the contractor arrives at the campus. Fingerprinting is not required in this case.
  • This process takes on average 24 - 48 hours to complete.
  • The Process for Campus/Departments
    • Campus / Dept agrees to add contractor
    • Campus / Department sends internal request to add contractor to HR
    • HR conducts a background check through the Texas Department of Public Safety for an approval decision
    • HR notifies Campus / Department of approval decision
    • Campus / Dept then notifies vendor of approval decisions
  • Contractors will also be security checked at the time of arrival at an Arlington ISD facility through the front office.
  • Contractor will be supervised by the campus / department at all times.
  • All contractor communication should be with Campus / Dept as to status of approvals (NOT HR).

Does not Interact with students

Background Check Requirements and Processes

Contractors that will not have interactions with students may be subject to 2 types of background checks, first though the Texas Department of Public Safety prior to arrival and also if the contractor is at an Arlington ISD facility during business hours when students may be present. The first check with Texas DPS takes on average 24 - 48 hours to complete. Fingerprinting is not required in this case.

    • If an access badge is to be issued to a contractor, they will be subjected to the same level of scrutiny as those who interact with students. Please see the Interacts with Students (Unsupervised) tab for process details.
The Process for Campus/Departments
  • Campus / Department sends internal request for background checks of contractor.
  • HR Recruitment and Substitute Requests conducts a background check through the Texas Department of Public Safety and then notifies Campus / Department of approval decision
  • Campus / Dept notifies the vendor of approval decisions

The Campus / Department communicates with vendor as to the results of approval decisions. HR Recruitment and Substitute Requests does not communicate approval decisions directly to vendors.

On Arrival at Arlington ISD Facility (during business hours when students may be present)
  • Contractors will be security checked at the time of arrival through the front office using the Raptor system.
  • Contractor will be supervised by the campus / department at all times.
On Arrival at Arlington ISD Facility (outside of regular business hours)
  • Contractors may be checked or supervised at any time while on Arlington ISD property by authorized employees (AISD Security, Facilities Services or Campus Administration and Designees).
Submit Information to Arlington ISD for Background Checks

Conduct on school premises is subject to GKA (LEGAL) and GKA (LOCAL) and this procedure for campus visits is subject to change based on legislative changes.