purchasing sp presentation

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Information about purchasing sp presentation

Published on September 20, 2007

Author: Peppar

Source: authorstream.com

Slide1:  Slide2:  1. CITY PROCUREMENT REQUIREMENTS Slide3:  CITY OF ROUND ROCK Procurement Policy The following are the procurement policies and procedures (other than construction) for the City of Round Rock. Slide4:  Purchases of $500.00 and under are made using the City Pro-Card unless the vendor does not accept credit cards. Purchases of $0.01 through $1,500.00 – no quotes required*. *Reviewed by Purchasing staff to insure appropriate vendor selection and competitive market pricing prior to issuing Purchase Order. Slide5:  Purchases of $1,500.01 thru $3,000.00 – not less than three (3) verbal quotes. Purchases of $3,000.01 thru $10,000.00 – not less than three (3) written quotes, two (2) of which shall be from Historically Underutilized Businesses (HUBs) from a list available from the State of Texas Building and Procurement Commission (TBPC). Purchases of $10,000.01 through $24,999.99 – not less than three (3) written quotes, two (2) of which shall be from HUBs if applicable and providing the offerors with identical written specification. Slide6:  State law requires formal bids or proposals on all purchases of $25,000.00 or more. Splitting, making separate, component or sequential purchases that will create an aggregate total of more than $25,000.00 or that would circumvent the above dollar values are not permitted *. *Reference Section 252.021 of the Texas Local Government Code. Slide7:  COOPERATIVE PURCHASING The City also purchases goods and services from term contracts available through cooperative purchasing programs. The purchasing cooperatives have met the competitive bidding requirements through formal solicitation. The City is a member of 5 purchasing cooperatives: Houston Area Council of Governments (HGAC) hgac.cog.tx.us Texas Building andamp; Procurement Commission (TBPC) tbpc.state.tx.us Department of Information Resources (DIR) dir.state.tx.us The Cooperative Purchasing Network (TCPN) tcpn.org Buyboard buyboard.com Slide8:  2. GETTING ON THE CITY’S VENDOR LIST Slide9:  The City (and user departments) access the Centralized Master Bidders List (CMBL) maintained by The State of Texas Building andamp; Procurement Commission to meet competitive bidding requirements. Manufacturers, suppliers, and other vendors wishing to furnish materials, equipment, supplies, and services to the City and other governmental entities should apply to be on the CMBL to receive bidding opportunities. Registering as a CMBL vendor will increase your exposure to other purchasing entities in Central Texas and throughout the state. Slide10:  Vendors may register for the CMBL either on-line or by submitting a hard copy application. We encourage vendors to use the on-line registration. If assistance is required during the registration process, please contact TBPC at 512-463-3459. Vendors who intend to offer computer or telecommunication products or services will also need to become an approved Catalog Information System Vendor (CISV) in addition to their CMBL registration. Information regarding this program is available at: www.tbpc.state.tx.us/stpurch/cisv. 3. REQUEST FOR QUOTES (verbal or written):  3. REQUEST FOR QUOTES (verbal or written) Slide12:  BIDDER INSTRUCTIONS Bid price per unit as requested. Clearly indicate any alternate, substitute or additional item being quoted. Include shipping and /or delivery charges if any. Do not include tax. Price quoted must be valid for 30 days. OBTAINING AWARD RESULTS Contact City Representative responsible for solicitation. Slide13:  VENDOR RESPONSIBILITIES Deliver only after issuance of a Purchase Order or presentation of a City ProCard. Deliver item on time. No substitutions or cancellations permitted without written approval of the City. If delay is foreseen, give written notice to the City. Keep the City advised at all times of status of order. Consistent failure to meet delivery promises without valid reason may cause removal from vendor list. 4. FORMAL SOLICITATIONS FOR BIDS OR PROPOSALS:  4. FORMAL SOLICITATIONS FOR BIDS OR PROPOSALS Slide15:  OBTAINING SOLICITATION NOTICES Formal solicitations usually appear in the Round Rock Leader on Tuesdays. Ads normally run 2 consecutive weeks. Bid Openings are scheduled on Tuesdays at 3:00 p.m. in Council Chambers at City Hall. Formal solicitations are also posted on the City website (NIGP City Solicitations) the first day of advertisement. Slide16:  SUBMITTAL INSTRUCTIONS Read specifications carefully. Furnish all information required. Bid price per unit as requested andamp; extend. Include shipping and/or delivery charges if any. Sign your submittal (person signing must have the authority to bind submitting firm). Submit on time. Late submittals will not be considered. Submittal cannot be altered or amended after opening time. Slide17:  BEST VALUE The City of Round Rock uses the Best Value process to recommend award of formal solicitations. The criteria used in evaluation include: Price; Long-term cost to the City to acquire the goods or services; Reputation of vendor and vendor’s services; Quality of vendor’s goods or services; The extent to which the goods or services meet the City’s needs; Past relationship with the City. Any other criteria identified within the specifications. Vendor responses are evaluated in a team environment, with user departments represented. All responsive submittals are scored by the Evaluation Team to determine recommendation for award. Slide18:  SELECTED VENDOR RESPONSIBILITIES Deliver item on time. No substitutions or cancellations permitted without written approval of the City. If delay is foreseen, give written notice to the City. Keep the City advised at all times of status of order. Consistent failure to meet delivery promises without valid reason may cause removal from vendor list. A response to an formal solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the solicitation. Slide19:  OBTAINING AWARD RESULTS Check City website (NIGP City Solicitations) Contact City Representative responsible for solicitation. Formal award may not be released until City Manager or City Council approval, which could take up to 2 months. Written request to City Secretary after formal award has been made. 5. PAYMENT INFORMATION:  5. PAYMENT INFORMATION Slide21:  INVOICING Submit one original and one copy of each invoice to the following address: City of Round Rock Accounts Payable 221 East Main Street Round Rock, Texas 78664-5299 Slide22:  PROMPT PAYMENT POLICY Payments will be made within thirty (30) days after: the City receives the supplies, materials, equipment; the day on which the performance of services was completed; or the day on which the City receives a correct invoice for the supplies, materials, equipment or services; whichever is later. 6. GENERAL INFORMATION:  6. GENERAL INFORMATION Slide24:  NOTES The City is exempt from State Sales Tax and Federal Excise Tax. All contracts are subject to the approval of the City Manager or City Council. Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. CITY OF ROUND ROCKPurchasing Department:  Howard Baker Purchasing Manager (512) 218-5455 howardb@round-rock.tx.us *Electric Services, Travel Administration Randy Barker Purchasing Supervisor (512) 218-3295 rbarker@round-rock.tx.us *Vehicles andamp; Equipment Ric Bowden Contract Specialist (512) 218-5459 rbowden@round-rock.tx.us *Contract Administration Carolyn Brooks Purchaser (512) 218-5457 cmb218@round-rock.tx.us *Fuel Services, Auction Services, Furniture, Fire andamp; Police Uniforms Brenda Fuller Buyer II (512) 218-5456 bfuller@round-rock.tx.us *Telephones (land lines), Procurement Cards, City Travel Linda Borden Buyer II (512) 218-6682 lborden@round-rock.tx.us *Copiers, Uniforms (except Fire andamp; Police), Electrical Service Sandi Talbert Purchasing Assistant (512) 218-5458 stalbert@round-rock.tx.us *Car Rentals, Wireless Communications (air cards, phones, pagers) Margie Howard Purchasing Assistant (512) 218-7069 mhoward@round-rock.tx.us *Purchase Orders, Security, Vendor Administration CITY OF ROUND ROCK Purchasing Department Slide26:  Purchasing staff has a combined 140 years of public purchasing experience, 175 years of total purchasing experience. 7 of our 8 staff members hold professional certification from the National Institute of Governmental Purchasing. The other staff member is on track to achieve their certification in 2008. The Purchasing Department services more than 800 City employees and 29 City departments. Slide27:  Mission Statement The Purchasing Department’s mission is to procure and/or assist in the procurement needs of the Departments through centralized coordination of purchasing activities. To provide uniform, economic, and timely purchasing practices legally mandated by federal, state and local statutes, City Charter, City Ordinances, and budgetary authority. Slide28:  Other things we do: Administration of telecommunications (wire and wireless) Administration of the Procurement Card program Administer Fuel Services program Administer Annual andamp; Long-Term Contracts Administer City’s uniform program Slide29:  Goals: Obtain and develop on-line vendor registration, allowing vendors to register their services and goods by commodity code. Provide for bid notification electronically. Encourage prior planning of procurements and anticipation of potential contract advantages. Continue to secure more annual contracts to eliminate repetitive and redundant purchases. Increase cooperative purchasing opportunities, including utilization of interlocal agreements (ILA) with other municipalities. Slide30:  CONTACT US Purchasing Department 221 East Main Street Round Rock, Texas 78664 Phone (512) 218-7069 Fax (512) 218-7028

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