|DOING BUSINESS W/ PURCHASING|
It is the responsibility of Purchasing to purchase, store, and distribute equipment, materials and supplies and to procure services needed by the various City departments. In addition, Purchasing disposes of surplus personal property and materials. The City works to maintain goodwill between city departments and suppliers. Toward this end, we strive to:
-Give all sales persons a full, fair, prompt and courteous hearing.
-Keep competition open and fair.
-Solicit supplier suggestions in the determination of fair and clean standards and specifications.
-Cooperate with suppliers and consider possible difficulties they may encounter.
-Observe strict truthfulness and highest ethics in all transactions and correspondence.
Please make Purchasing your first contact when presenting your products to the City. Often, we will put you in direct contact with the appropriate departments. Because applicable laws require protection of public funds, there are a few special requirements in doing business the City. Purchasing is here to help you in every possible way to become one of our valued suppliers. All bidders will be afforded equal opportunities to submit bids and proposals and be considered for contracts. Bidders will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.
The City has designated two City procurement and contracting agencies for goods and services: Engineering for construction, architectural and engineering services; and Purchasing for all equipment, materials and supplies.
Purchasing is the central buying agency for the City in the purchase, storage and distribution of equipment, materials and supplies. Purchases in excess of $50,000 are subject to the approval of the City Council. Contracts involving the expenditure of more than $50,000 require advertising in the newspaper. Notice of time and place when and where sealed bids or proposals will be received will be published once a week for two consecutive weeks prior to the time set for opening such bids. The date of the first publication will be at least fourteen (14) days prior to the date set for the bid opening. Although formal advertising is not required for expenditures less than $50,000, opportunity for competitive bidding will be given.
Request for Supplier Information
Suppliers wanting to do business with the City are required to follow the instructions found at Supplier Information.
We request that all suppliers certify whether or not they are a historically underutilized business. Please visit the following website for information on becoming a HUB: www.window.state.tx.us/procurement/prog/hub/
The intent of the City Charter is to provide for the most advantageous bid under competitive conditions. At times, compliance with this intent requires the use of Requests for Proposals (RFP) for high technology items when it is not feasible to construct suitable descriptive specifications or for negotiation when the purchase is for sole-source items.
Requests for Proposals (RFP)
The City uses Requests for Proposals when it is difficult to construct the suitable specifications necessary in competitive bidding so that all proposers compete on a common and equal basis. The RFP provides information to the potential bidder, including a work statement, time frames and specific criteria to be used in evaluating a proposal. The RFP requests information, such as an understanding of the work to be done, the approach to be used and data. Pricing, which sometimes includes a price breakdown or cost schedule, must show that the element of cost to the City is adequately considered.
Proposals are not opened in a public meeting in order to avoid disclosure of contents to other proposers during review. Discussion may be conducted with responsible proposers who submit proposals likely to be selected for award. The purpose is to clarify and ensure full understanding of, and responsiveness to, the solicitation requirements. On occasion, proposers are requested to submit best and finals offers. In conducting discussions, there will be no disclosure of any information derived from proposals submitted by other proposers. The contract file will contain the basis on which the award is made.
Public Accessibility to Bids and Proposals
Copies of bids are available to interested parties after public bid opening. Copies of data and information submitted in proposals are not available prior to the time and place the contract is being considered for approval by the City Council or awarded by the City. As provided by Texas Local Government Code, 252.049, trade secrets and confidential information are not open for public information. Copies are subject to the City's standard charges for public records.
The City may enter into cooperative buying arrangements with other local governmental agencies. This may be done by:
Invoices and Payments
The supplier shall submit separate invoices which indicate a purchase order number. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading, and the freight waybill, when applicable, should be attached to the invoice. Mail to: Financial Services - Accounts Payable, P.O. Box 9277, Corpus Christi, TX 78469. Payment is due from the City 30 days after the City is in receipt of such documents and after delivery. Suppliers should keep the Financial Services Department advised of any changes in remittance addresses.
Types of Procurement
There are three (3) types of procurements used by the City:
These may be offered by prospective suppliers to the City for testing and evaluation purposes. Such samples shall be submitted by the supplier to Purchasing who will record their receipt and provide for testing and evaluation by using departments. If non-destructive testing methods are used, the samples will be returned to the supplier unless retained for incoming inspection purposes. Such items are not to be tested by personal use.
The following documents and forms are used in processing bids and proposals, and awarding bids for equipment, materials and supplies. City bidding instructions are applicable.
Preparation of Bids by Suppliers - View or download pdf file.
Acknowledgement of Addenda to Bid Invitations or Requests For Proposals
Any changes to a bid invitation or RFP will be made by addendum. Receipt of an addendum to an invitation by a bidder must be acknowledged by signing and returning the addendum. Such acknowledgement should be received prior to the hour and date specified for the bid closing time.
Submission of Bids
Bid Evaluation and Contract Awards - View or download pdf file.
Identical Bidding in Public Procurement
The U.S. Department of Justice investigates identical bidding for property and services and in the sale of property pursuant to public invitations for bids. Their aim is to discourage identical bidding, reduce the costs of government, maintain a competitive economy, and aid in the enforcement of anti-trust laws.
In dealing with City employees, suppliers should understand that commitments can be made only by employees to whom the City Manager has delegated agency status and the authority to make commitments.
Open Market Purchases
The successful supplier will be notified by a Purchase Order stating item description, quantity, price, delivery date and location of receiving agency.
An acceptance letter will be returned to the successful bidder within the time specified in the bid and shall serve as a binding contract without further action by either party.
Supplier Contact Information - Through the Supplier Portal, the City will send notices of procurement opportunities directly to vendors at the e-mail address on file. The procurement notices sent are based on the NGIP codes that you associate with your profile in the Supplier Portal. Keeping your contact information up-to-date is critical to ensure your firm receives procurement opportunities via e-mail.
Delivery Dates - Failure to meet specified delivery dates reflects on the supplier's performance and could be a factor in subsequent award determinations. It is the supplier's responsibility to notify the appropriate buyer when a delay in the delivery schedule occurs. At that time, the supplier shall indicate the new anticipated delivery date and the reason for the delay. It should be noted that failure to deliver in accordance with contract schedules may result in the supplier being declared in default.
Quality and Service - Unsatisfactory product quality or service performance reflects on the supplier and could be a factor in subsequent award determinations. Poor performance can increase the City's operation costs and must be taken into consideration to comply with the City Charter stipulation that awards should made for the lowest and most advantageous bid.
Equal Employment Opportunity
Seller agrees that during the performance of its contract it will:
Conflicts of Interest
Seller agrees to comply with the conflict of interest provisions of the City Charter and Code of Ordinances. Seller agrees to maintain up-to-date disclosure of interest form on file with the City's purchasing office throughout the term of any contract.