HomeMy WebLinkAboutMaster Purchasing Policy CITY OF GRAPEVINE
PURCHASING POLICIES AND PROCEDURES
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Revised: 1-24-2012
TABLE OF CONTENTS
Section 1 PURCHASING POLICIES, OBJECTIVES, AND ETHICS Page 3
Section 2 PURCHASE REQUEST TOTAL DOLLAR LIMITS AND Page 5
APPROVAL REQUIREMENTS
Section 3 BID PROCEDURES Page 7
Section 4 ANNUAL PRICE AGREEMENTS/CONTRACTS Page 15
Section 5 PURCHASE ORDERS Page 17
Section 6 PROFESSIONAL AND CONSULTING SERVICES Page 22
Section 7 PURCHASING CHARGE CARDS Page 23
Section 8 WAREHOUSE AND INVENTORY CONTROL PROCEDURES Page 27
Section 9 ASSET RECOVERY OF CITYWIDE MATERIALS Page 29
AND EQUIPMENT
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SECTION 1 PURCHASING POLICIES, OBJECTIVES, AND ETHICS
1.1. PURCHASING POLICY
This manual is based on the Model Purchasing Manual for Texas Cities and Counties published
by the Texas Comptroller of Public Accounts. This manual is an extension of the City's Manual in
that it provides greater detail involving many types of procurements that are not normally made
by the City but may provide viable options for the procurement. The manual covers in detail
purchasing principles and types of purchases, purchasing ethics, the requisition process,
specifications, competitive bidding, negotiated purchases, accounting practices, auditing,
electronic procurement and purchasing law.
The Model Purchasing Manual for Texas Cities and Counties can be found at
http://www.texasahead.org/Iga/finances/purchasing/
This manual is also structured around the Texas Local Government Code, specifically Title 8.
Chapters 252 and 271.
Public employment is a public trust. It is the policy of the City of Grapevine to promote and
balance the objective of protecting government integrity and the objective of facilitating the
recruitment and retention of personnel needed by the City of Grapevine. Such policy is
implemented by prescribing essential standards of ethical conduct without creating unnecessary
obstacles to entering public service.
Public employees must discharge their duties impartially so as to assure fair competitive access
to governmental procurement by responsible contractors. Moreover, they should conduct
themselves in such a manner as to foster public confidence in the integrity of the City of
Grapevine procurement organization.
To achieve the purpose of this Article, it is essential that those doing business with the City also
observe the ethical standards prescribed herein.
1.2. PURCHASING OBJECTIVES
The primary objective of the Purchasing Division of the City of Grapevine is to support the City's
administrative staff in accomplishing the goals and directives established by the City Council and
the City Manager. The Purchasing Agent will comply with all legal and ethical standards in
obtaining the specified quality and quantity of materials and services at the City. The Purchasing
Agent will promote fair and open competition for the procurement of all goods and services in
accordance with all State and Local Laws, Policies and Regulations.
1.3. PURCHASING ETHICS
All City Staff engaged in procurement for the City of Grapevine shall comply with the following
ethical standards.
1.4. PERSONAL GAIN
It shall be a breach of ethics to attempt to realize personal gain through public employment with
the City by any conduct inconsistent with the proper discharge of the employee's duties.
1.5. INFLUENCE OF A PUBLIC EMPLOYEE
It shall be a breach of ethics to attempt to influence any public employee of the City to breach
the standards of ethical conduct set forth in this code.
1.6. CONFLICT OF INTEREST
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It shall be a breach of ethics for any employee of the City to participate directly or indirectly in
procurement when the employee knows that:
o the employee or any member of the employee's immediate family has a
financial interest pertaining to the procurement;
o a business or organization in which the employee, or any member of the
employee's immediate family, has a financial interest pertaining to the pro-
curement; or
o any other person, business or organization with which the employee or any
member of the employee's immediate family is negotiating or has an
arrangement concerning prospective employment is involved in the procure-
ment.
1.7. GRATUITIES
It shall be a breach of ethics to offer, give or agree to give any employee or former employee of
the City, or for any employee or former employee of the City to solicit, demand, accept or agree
to accept from another person, a gratuity or an offer of employment in connection with any
decision, approval, disapproval, recommendation, preparation of any part of a program
requirement or purchase request, influencing the content of any specification or procurement
standard, rendering of advice, investigation, auditing or in any other advisory capacity in any
proceeding or application, request for ruling, determination, claim or controversy, or other
particular matter pertaining to any program requirement or a contract or subcontract or to any
solicitation or proposal therefore pending before this local government.
1.8. KICKBACKS
It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or
on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor
for any contract for the City, or any person associated therewith, as an inducement for the award
of a subcontract or order.
1.9. CONTRACT CLAUSE
The prohibition against gratuities and kickbacks prescribed above shall be conspicuously set
forth in every contract and solicitation therefore.
1.10. CONFIDENTIAL INFORMATION
It shall be a breach of ethics for any employee or former employee of the City knowingly to use
confidential information for actual or anticipated personal gain, or for the actual or anticipated
gain of any person.
1.11. PURCHASE OF MATERIALS, EQUIPMENT, AND SUPPLIES FOR PERSONAL USE.
Unless specifically approved in writing by the Administrative Services Director, no employee
may purchase City property for his/her own personal use unless it is purchased through the City's
public auction or through the sealed bid procedures of the City. This includes new and used
equipment, materials or supplies.
1.12. PRIVATE PURCHASES THROUGH CITY FACILITIES
No employee may use the purchasing power of the City of Grapevine to make private purchases.
In addition, employees should not have private purchases sent to the City C.O.D. to be paid for
by the employee.
1.13. TAX EXEMPT STATUS
The City of Grapevine is exempt from Federal, State, and Local taxes except in certain
prescribed cases. An exemption certificate is available from the Purchasing Division and should
be furnished to any of the City's suppliers upon request.
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SECTION 2 PURCHASE REQUEST TOTAL DOLLAR LIMITS AND APPROVAL REQUIREMENTS
2.1 DELEGATION OF PURCHASING AUTHORITY
The City Manager as authorized by the City Council of the City of Grapevine has delegated to
the Purchasing Agent the authority to procure materials and services for the City of Grapevine that
are within the guidelines set forth by the City Council. In certain cases, the City Manager has
also granted this authority to certain city employees that have been authorized by their Department
Directors. Department purchasing authority is limited, however, to a single purchase of a total of
$2,999.99 or less. WITH THE EXCEPTION OF SOME PUBLIC WORKS PROJECTS, ALL
OTHER PURCHASES MUST BE PROCESSED THROUGH THE PURCHASING DIVISION.
2.2 TOTAL DOLLAR LIMITS/APPROVAL REQUIREMENTS TO SUBMIT A PURCHASE REQUEST
The following standard approval route applies to All City Departments/Divisions
CITY OF GRAPEVINE APPROVAL ROUTING REQUIREMENTS
Dept.
Total Type of Responsible
Amount of Bid/Quotes for
Request* Required Bid/Quotes Type of Approval/s Required* Other Requirements
$50,000.00 Sealed Purchasing** Supervisor Formal Advertisement
and above Department Director Sealed Bid (Paper or
Finance Account Check Electronic)
Budget Check Agenda Memo w/bid
City Manager or Designate tabulation
Purchasing Dept Processing Resolution (if
City Council Approval required***)
$49.999.99 Minimum 3 Purchasing Supervisor Paper or Electronic
to Written Department Director Quotation
$15,000.00 Quotations Finance Account Check Agenda Memo w/bid
Budget Check tabulation
City Manager or Designate Resolution (if
Purchasing Dept Processing required***)
City Council Approval HUB Check Required
$10,000 to Minimum 3 Purchasing Supervisor Paper or Electronic
$14,999.99 Written Department Director Quotation
Quotations Finance Account Check HUB Check Required
Budget Check
Purchasing Dept Processing
$5,000 to Minimum 3 Purchasing Supervisor Paper or Electronic
$9,999.99 Written Department Director Quotation
Quotations Finance Account Check HUB Check Required
Budget Check
Purchasing Dept Processing
$3,000 to Minimum 3 Purchasing Supervisor Paper or Electronic
$4,999.99 Written Finance Account Check Quotation. All $3,000
Quotations Purchasing Dept Processing &above quotes
require HUB check
<$3,000.00 Not Department Supervisor Quotes not required
Required I I lbut recommended
Approvals apply to all Finance Forms including Purchase Requests, Check Requests, Purchasing Cards and all Petty Cash, Travel
and other type of forms. "In order to comply with State law all bids/quotes should only be taken by Purchasing and not by the
department before submitting the request. Departments may specify vendors they would like to receive a bid but should not take quotes
in advance.—Resolutions are required for sole or single source procurements and Interlocal/cooperative Agreements.
2.3 PROCUREMENT'S REQUIRING CITY COUNCIL APPROVAL
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Any procurement made for $15,000 on up must be approved by the City Council PRIOR to the purchase
being made.
2.4 PROCUREMENT'S REQUIRING CITY MANAGER APPROVAL
The City Manager or his designee must approve all purchase requisitions for$15,000 and up.
2.5 PROCUREMENT'S REQUIRING BUDGET MANAGER APPROVAL
The Budget Manager or his designee must approve all purchase requisitions for$5,000 and up.
2.6 LEASE FUND PURCHASES
The Administrative Services Director of the City of Grapevine must approve all Lease Fund
Purchases.
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SECTION 3 BID PROCEDURES
3.1 Purchases under$3,000 and purchases between $3,000 and $50,000
Multiple quotations are not required on purchases of $2,999.99 or less. It is recommended that
cost comparisons be made for all purchases. Departments should utilize the vendors as follows:
• Departments should use Grapevine vendors whenever possible.
• Departments should utilize vendors who have requested to be notified of purchase
opportunities. A list of these vendors will be provided to departments upon request.
At least three written bids are required on any purchase with a total between $3,000 and
$50,000. All bids must be in writing and should be handled by the Purchasing Division.
Departments should not take bids with a total value of $3,000 and more before the purchase
request is submitted to the purchasing division. This procedure will be strictly enforced for the
following reasons:
• Local Government Code relating to Historically Underutilized Businesses requires
that the City send quotations to at least two HUB businesses for all purchases that
total between $3,000 and $50,000. The business must be listed on the States HUB
list. (See 4.5 below)
• Because our vendors have requested to be notified of upcoming bids and quotations,
it is important that all quotations be posted on the City Internet Web Site.
3.2 AUTOMATED BID LIST
The Purchasing Division will maintain an automated bid list that will be provided to the
department upon request.
3.3 STATE LAW REGARDING HISTORICALLY UNDERUTILIZED BUSINESS ENTERPRISES
Local Government Code requires all Texas governmental entities to contact at least TWO (2)
disadvantaged businesses on a rotating basis when making any expenditure of more than $3,000
but less than $50,000. The disadvantage businesses contacted must be based on information
provided by the Office of Small Business Assistance of the Texas Department of Commerce. If
the list fails to identify a disadvantaged business in the county in which the city is situated, or if
the purchase is declared as an emergency (See 6.8 EMERGENCY PURCHASE ORDERS), the
City is exempt from this requirement.
3.4 SEALED BID OR PROPOSAL PROCEDURES
It is the policy of the City of Grapevine to use a sealed bid proposal or design/build procedure in
compliance with Chapter 252 (PURCHASING AND CONTRACTING AUTHORITY OF
MUNICIPALITIES) of the State of Texas Local Government Code for any procurement which will
total $ 50,000 or more. With the exception of Public Works contracts, the Purchasing Agent will
prepare and solicit all procurement's requiring sealed bids.
The competitive bidding process has two key purposes. Competitive solicitations for bids help
ensure the best available value for funds spent and help ensure that public funds are used
appropriately, according to law and only for public projects. The bidding process also gives an
equal opportunity to those qualified and responsible vendors who want to do business with the
government. A standard bidding procedure assures that public money is properly safeguarded.
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3.4.1 REQUIREMENTS UNDER STATE LAW
Before a city may enter into a contract that requires an expenditure of more than $50,000 from
one or more municipal funds, the city must:
• comply with certain statutory procedures for competitive and sealed bidding or
competitive sealed proposals when purchasing goods or services, including high
technology items or insurance; and
• use the reverse auction purchasing procedure or comply with required prescribed
methods of construction procurement.
3.4.2 ADVERTISING AND ADVERTISING TIME REQUIREMENTS
Local Government Code requires that the sealed bid be advertised publicly with notice of
the time and place at which the bids will be publicly opened and read aloud. The public
notice must be published at least once a week for two (2) consecutive weeks in a
newspaper published in the municipality that is listed as the City's paper of record. The
date of the first publication must be before the 14th day before the date set to publicly
open the bids. In addition to the paper of record, the City, at its option, may also
advertise with other publications and/or organizations.
Advertising notices for proposed purchases must include:
• requirements or specifications; or
• statement of where the requirements or specifications may be obtained;
• location and time for receiving and opening solicitations;
• name and position of the employee who receives sent solicitations;
3.4.3 BID SPECIFICATIONS
All sealed bids must include complete and detailed specifications of the item or items
and/or services to be purchased. THE CREATION AND SUBMISSION OF
SPECIFICATIONS IS THE SOLE RESPONSIBILITY OF THE USER DEPARTMENT.
Purchasing will assist the user department in any way necessary, but will not be
responsible for the final content of the specifications. The Purchasing Division is
responsible for all remaining parts of the bids/proposals terms, conditions and document
requirements including any legal terminology required by law.
Vendors can be consulted as a source for specification information as long as they are
advised that a sealed bid procedure will be used and the vendor cannot be treated with
any type of favoritism. The Purchasing Division may be able to obtain specifications
used by other governmental entities or sources; and, therefore, should be contacted if needed
for this assistance. In addition, previous specifications submitted to Purchasing will be
kept available for reference.
3.4.4 BID PREPARATION AND ADMINISTRATION
All sealed bids and proposals will be prepared and administered by the Purchasing
Division. The only exceptions are certain road, highway or building Public Works projects
that involve engineering and architect design services. The Public Works Division will be
responsible for notifying the Purchasing Division on any bid or proposal that they issue,
the dates of any advertisements, pre-bid conferences and bid opening dates. Purchasing
will be responsible for posting the bids on the City Internet Web site to insure all bid
information is available on the Web site. On both Purchasing Division and Public Works
Division bids and proposals, A bid number will be assigned and advertising dates, pre-
bid meeting dates and the bid opening date set. The Purchasing Agent or his designee or
the designee assigned for Public Works bids/proposals will be responsible for the bid
opening and reading of the bids received. Once opened, a pre-audit bid tabulation will be
created. Once an audit and bid tabulation is completed, the tabulation along with all bids
will be sent to the initiating department for review. When all bids have been reviewed,
the user department will be responsible for submitting to purchasing a WRITTEN
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recommendation of bid award and background wording to be included in the Agenda
Memo to the City Council.
3.4.5 BID OPENING AND PRE-BID MEETING PROCEDURES
In order to establish a standardized format of bid openings and pre-bid meetings the
following procedures should be followed:
1. The Purchasing Agent or his designee or the Public Works Division designee
assigned for Public Works bids shall conduct all bid openings and pre-bid
meetings.
2. In addition to the Purchasing Agent or the Purchasing Agent's representative
there will be at least one city employee from the department who submitted the
purchase request at all bid openings and pre-bid meetings. This employee will
be knowledgeable of the bid specifications and at pre-bid meetings should be
prepared to answer all questions that pertain to the specifications. At bid
openings the purchasing employee will act as the recorder of all information that
is read at the bid opening and will publicly confirm that all information was read
completely and truthfully.
3. At Bid Openings all bids will be opened and all pricing will be called out in
accordance with the bid opening procedures.
3.4.6 BID RECOMMENDATIONS AND STATE LAW REGARDING BID AWARDS
The requesting department is solely responsible for reviewing the specifications offered
in each bid to insure the specifications meet the bid requirements and must provide a
written review of any bid that did not meet the specifications. If the bids offered meet the
specifications requested, the recommendation may then be made based on the
procedures set out in the State of Texas Local Government Code Chapter 252, Sub
Chapter C, 252.043. Under this chapter entitled Award of Contract, the City may award
the contract based on:
Sub-section (a) of the competitive sealed bidding requirement applies to the contract for
goods or services, the contract must be awarded to the lowest responsible bidder or the
bidder who provides goods or services at the best value for the municipality".
Sub-section (b) In determining the best value for the municipality, the municipality may
consider:
(1) the purchase price;
(2) the reputation of the bidder and of the bidder's goods or services;
(3) the quality of the bidder's goods or services;
(4) the extent to which the goods or services meet the municipality needs;
(5) the bidder's past relationship with the municipality;
(6) the impact on the ability of the municipality to comply with laws and rules relating to
contacting with historically underutilized businesses and non-profit organizations
employing persons with disabilities;
(7) the total long-term cost to the municipality to acquire the bidder's goods or services;
and
(8) any relevant criteria specifically listed in the request for bids or proposals.
Sub-section (c) Before awarding a contract under this section, a municipality must
indicate in the bid specifications and requirements that the contract may be awarded
either to the lowest responsible bidder or to the bidder who provides goods or services at
the best value for the municipality.
Sub-section (f) The Governing body may reject any and all bids.
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Sub-section (h) If the competitive sealed proposals requirement applies to the contract,
the contract must be awarded to the responsible offeror whose proposal is determined to
be the most advantageous to the municipality considering the relative importance of
price and the other evaluation factors included in the request for proposals.
In addition under the State of Texas Local Government Code Chapter 271, Sub Chapter
271.9051 a Municipality may consider a bidders principal place of business.
Other considerations of a bid award may be:
• the safety record of the bidder considered
• Companies or individuals indebted to the municipality
• Inclusion of required bonding and insurance
• Any other consideration as listed in the State of Texas Local Government Code
3.4.7 EXEMPTIONS FROM THE COMPETITIVE SEALED BID PROCESS
State of Texas Local Government Code allows certain exemptions to the Competitive
Sealed Bid process per Sec. 252.022. General Exemptions.
(a) This chapter does not apply to an expenditure for:
(1) a procurement made because of a public calamity that requires the
immediate appropriation of money to relieve the necessity of the municipality's
residents or to preserve the property of the municipality;
(2) a procurement necessary to preserve or protect the public health or safety of
the municipality's residents;
(3) a procurement necessary because of unforeseen damage to public
machinery, equipment, or other property;
(4) a procurement for personal, professional, or planning services;
(5) a procurement for work that is performed and paid for by the day as the work
progresses;
(6) a purchase of land or a right-of-way;
(7) a procurement of items that are available from only one source, including:
(A) items that are available from only one source because of patents,
copyrights, secret processes, or natural monopolies;
(B) films, manuscripts, or books;
(C)gas, water, and other utility services;
(D) captive replacement parts or components for equipment;
(E) books, papers, and other library materials for a public library that are
available only from the persons holding exclusive distribution rights to
the materials; and
(F) management services provided by a nonprofit organization to a
municipal museum, park, zoo, or other facility to which the organization
has provided significant financial or other benefits;
(8) a purchase of rare books, papers, and other library materials for a public
library;
(9) paving drainage, street widening, and other public improvements, or related
matters, if at least one-third of the cost is to be paid by or through special
assessments levied on property that will benefit from the improvements;
(10) a public improvement project, already in progress, authorized by the voters
of the municipality, for which there is a deficiency of funds for completing the
project in accordance with the plans and purposes authorized by the voters;
(11) a payment under a contract by which a developer participates in the
construction of a public improvement as provided by Subchapter C, Chapter
212;
(12) personal property sold:
(A) at an auction by a state licensed auctioneer;
(B) at a going out of business sale held in compliance with Subchapter
F, Chapter 17, Business & Commerce Code;
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(C) by a political subdivision of this state, a state agency of this state, or
an entity of the federal government; or
(D) under an interlocal contract for cooperative purchasing administered
by a regional planning commission established under Chapter 391;
(13) services performed by blind or severely disabled persons;
(14) goods purchased by a municipality for subsequent retail sale by the
municipality;
(15) electricity; or
(16) advertising, other than legal notices.
(b) This chapter does not apply to bonds or warrants issued under Subchapter A,
Chapter 571.
(c) This chapter does not apply to expenditures by a municipally owned electric or gas
utility or unbundled divisions of a municipally owned electric or gas utility in connection
with any purchases by the municipally owned utility or divisions of a municipally owned
utility made in accordance with procurement procedures adopted by a resolution of the
body vested with authority for management and operation of the municipally owned
utility or its divisions that sets out the public purpose to be achieved by those
procedures. This subsection may not be deemed to exempt a municipally owned utility
from any other applicable statute, charter provision, or ordinance.
(d) This chapter does not apply to an expenditure described by Section 252.021(a) if the
governing body of a municipality determines that a method described by Subchapter H,
Chapter 271, provides a better value for the municipality with respect to that expenditure
than the procedures described in this chapter and the municipality adopts and uses a
method described in that subchapter with respect to that expenditure.
3.4.8 AGENDA REQUIREMENT RESPONSIBILITIES
All items purchased by the City which total $ 15,000 or more MUST BE SUBMITTED
TO THE CITY COUNCIL FOR APPROVAL THROUGH THE AGENDA MEMO
PROCESS.
The Purchasing Division will be responsible for processing ALL agenda memos for
procured materials. Except for Public Works projects, departments SHOULD NOT
submit agenda memos for procured materials directly to the City Secretary. The
following information will be required from the department BEFORE an agenda memo
can be created:
After the originating department has reviewed the bid/quotations, the department should
submit a memo to Purchasing with the department's recommendation of award and
AGENDA BACKGROUND WORDING describing in detail why the item is needed. This
information is required before an agenda memo can be created.
3.4.9 PURCHASING RESPONSIBILITIES
The Purchasing Division will be responsible for soliciting offers for procurements of
$50,000.00 or more and for providing to the requesting department/division all bid
information and tabulations necessary for the department/division to initiate and submit a
recommendation of award and agenda wording describing why the item is being
procured.
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3.4.10 DEPARTMENT RESPONSIBILITIES
It is the department/division's responsibility to submit to Purchasing a recommendation
of award and agenda wording describing why the item is being procured. In addition, the
department should submit any additional information that they deem necessary in order
to initiate the agenda memo process. It is the responsibility of the requesting department
to answer any questions regarding the recommendation by the City Council.
3.5 SEALED PROPOSAL PROCEDURES
According to the Local Government Code, formal competitive proposals are similar to
competitive bids but are limited in scope by Texas statutes. Municipalities can only use this
method for procurements of high-technology products. "High technology item" is a service,
equipment or good of a highly technical nature, including data processing equipment and
software used in conjunction with data processing equipment; telecommunications, radio, and
microwave systems; electronic distributed control systems, including building energy
management systems; and technical services related to those items. "Item" refers to any service,
equipment, good or other tangible or intangible personal property, and high technology items.
This definition of "high-technology" is broad enough that some governments have used
competitive proposals in areas that might not ordinarily be considered high technology due to a
high technology component in the item or service.
The chief differences between bids and proposals are:
• The specification is written using performance standards rather than the description of
the good or service in a proposal. The specification also lists the factors by which the
proposal will be judged, and the weight to be given to each factor.
• Vendors submit proposals of their own design for a system to satisfy the requirement
set forth in the proposal. Proposals may incorporate entirely different hardware or
services to accomplish the same performance.
• After proposals are received, the government may enter into negotiations with as
many vendors as have submitted feasible proposals to find the best possible proposal for
each vendor.
Although there is no legal requirement to do so, proposals are often used to procure professional
or personal services. While the Professional Services Procurement Act prohibits using
competitive bids to procure those covered professional services, there is no problem with using a
concept based on the competitive proposal to obtain qualifications and rates charged for
professional services from interested professionals. The only requirement is that "a
governmental entity may not select a provider of professional services or award a contract for
the services on the basis of competitive bids.
3.6 BIDS AND REQUESTS FOR PROPOSALS (RFP'S)
Requests for Proposals (RFP) are documents notifying vendors that the government has specific
requirements for materials and supplies and is offering vendors an opportunity to fulfill those
requirements.
These documents are designed to solicit bids or proposals from well-qualified vendors. They are
usually sent to those vendors known to provide the particular commodity or those on a list of
vendors that provide the particular commodity. The Bid/RFP is also advertised in the local
newspaper according to statutory requirements.
Bids must be advertised as widely as possible to ensure fair competition. Poorly written bid
invitations or requests for proposals discourage competition and drive up prices.
At any time before the date is set for opening bids, the government may cancel Bids and RFP's.
Notices should be made to all vendors receiving bid/proposal invitations.
Bids and RFP's may also be amended after being issued. When amendments are made, the
same requirements for notification and advertising must be made. The amendments notice
should state whether the bid opening date has been extended. The bid opening date must be
extended if the period from the date the modification or amendment is issued is less than the
required notification period.
A bid invitation or a proposal solicitation is a package of documents needed by the vendor in
order to respond to the requirements. Generally, the package includes:
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Standard Terms and Conditions
Standard terms and conditions are all conditions of doing business with the City that remain
constant for all contracts and purchases, unless specifically deleted. They are usually presented
in an attachment that goes out with all bid invitations and proposal requests. Standard terms and
conditions are also frequently incorporated into the City's purchase order forms.
Special Provisions
Special Provisions refers to any terms and conditions not always required but required for a
particular contract or purchase.
Pricing
The vendor quotes prices in accordance with the specification requirements in the offer and
acceptance page. Prices are usually provided for each unit and the total cost for the estimated
amount required.
Specification
In place of enclosing the actual specification, information about where the specification may be
obtained may be substituted.
Bids or Request for Proposals (RFP) Solicitation
A Bid or RFP requires certain information from the bidder or vendor making the proposal.
Requirements on the bid invitation or RFP solicitation should cover the solicitation details
including:
• A Bid/RFP identification number. Vendors must be able to refer to the number when
making inquiries, and purchasing staff must be able to trace all transactions to determine
their status.
• A brief description of the materials or supplies to be provided.
• The closing date and hour for receiving bids or proposals. This should state that the
time is determined by a designated time source, for example, the purchasing office's
clock.
• The place where bids or proposals are to be sent, including the address and office.
• Information on where specifications may be obtained, if not included in the package.
• Person to contact for information and instructions to bidders.
• The factors to be used to evaluate the proposals and the weights attached to each
factor (for RFP's only). Evaluation factors may include price, experience of requester's
staff, ability to respond in a timely way, past recommendations, safety record and
financial soundness, as well as any others necessary factors. Other evaluation factors
will depend on the individual requirements attached with the procurement.
3.7 BRAND NAME SPECIFICATIONS
Brand-name specifications list a good or service by brand name, model and other identifying
specifications to limit the bidding to a single preferred product. This type of specification
discourages competition and should be avoided unless the item is the only one that will satisfy
the government's requirement. It is useful for purchasing replacement parts where only the brand
name item will work. It should be noted that the City might have to explain in a court of law why
another brand will not work, so this type of specification should be used judiciously.
Brand-Name or Equal Specifications
Brand-name or equal specifications are similar to brand-name specifications, except that equal
products are acceptable in place of the named brand.
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3.8 BONDING REQUIREMENTS
Bids may be subject to bonding requirements. Typically, a bid bond may be required for public
works projects or on bids exceeding a specified dollar level. This ensures that if the bidder
attempts to withdraw after the bid is accepted, the government will not suffer loss.
In Texas, the successful bidder on a public works contract exceeding a dollar level set by law
must post a performance bond. The successful bidder on any other contract exceeding certain
dollar levels may have to post a performance bond if required by the governmental entity.
Surety companies authorized to do business in this state should execute the bonds.
The government should always consider the ramifications in deciding whether to require a bond
when there is a choice. If there is substantial risk of loss, a bond should be required. The cost of
bonding will undoubtedly be passed along in the contract price. Some smaller contractors may
find it difficult to obtain or afford large bonds and may exclude themselves from bidding. The
purchasing law section includes information on bid bond requirements.
3.9 INSURANCE REQUIREMENTS
Whenever the City contracts with an outside party (contractor, consultant, vendor, or
concessionaire) for goods or services, the bid or request for proposal that is released to the
public should include an indemnity clause (hold harmless clause), along with a contractual
agreement, to be executed upon award of the contract, that transfers the risk of the project from
the City to the contractor. Because the contractor may or may not have the financial resources to
handle the risks that are transferred in the contract, the City requires that insurance be
purchased and maintained by the contractor for financial security.
Most contracts are tailored for individual projects and programs; therefore, certain elements of
the insurance required should be addressed in every contract document. One of the most
important elements is the actual insurance coverage, which include the coverage types and
limits that are dependent upon the nature of the project/program.
Although, not all types and level of insurance are required for every project (and limits will vary
by exposure), understanding the coverage's provided by these policies is important to assure
that all of the City's potential liabilities and exposures from the project are properly protected.
Should any questions arise about the amounts of types of insurance requirements the initiating
department should contact the Risk Manager's office.
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SECTION 4 ANNUAL PRICE AGREEMENTS/CONTRACTS
4.1 CITY ANNUAL PRICE AGREEMENT/CONTRACTS
The City has established by the competitive bidding process a number of annual price
agreements with various vendors on a wide variety of products that allow departments to
purchase items without having to go through an additional competitive bidding procedure. These
contracts provide the following benefits:
1. Lower administrative costs due to placing one annual order rather than a number
of smaller orders.
2. Pricing that remains firm for the contract period.
3. A wide range of products available at lower costs.
4.2 PROCEDURES FOR PURCHASING THROUGH ANNUAL PRICE AGREEMENT/CONTRACTS
Items purchased through the City contracts may be purchased directly from the vendor. All
items, pricing and vendors under contract are available from purchasing.
4.3 COOPERATIVE PURCHASING
Through cooperative purchasing, the City can save time and money. Cooperative purchasing
occurs when two or more entities (state, federal or local governments) coordinate some or all of
their purchasing efforts to the mutual benefit of all participants in the purchasing process.
There are a number of levels of cooperative purchasing, from very occasional minor cooperation
in a purchase, to a level where all purchases are done through the cooperation of two or more
governments. There are also several types of cooperative purchases, ranging from one
government "riding" on the contract of another government to splitting the purchasing duties
equally.
Considerations for Interlocal Agreements between Two or More Local Government Entities
Local governments should consider the benefits and costs of cooperative purchasing before
making a decision to participate in a cooperative purchasing agreement. In most cases the
benefits far outweigh the drawbacks. Generally, considerations fall into two categories: legal
considerations and practical considerations.
Cooperative purchasing may be accomplished through several methods. The first method
involves one government performing all the tasks necessary to make a purchase with other
governments purchasing off of the first government's contracts. A second method involves
governments sharing the purchasing responsibilities. Following is a discussion of the most
frequently used types of cooperative purchasing.
Piggy-Backing
In piggy-backing, one government creates a contract and allows other governments to use it.
Both governments should protect themselves by establishing an agreement in writing, even
when the arrangement is informal. The agreement should specify the duties and responsibilities
of each party. There must be a clause in the contract about this arrangement and vendors must
agree to it.
Joint Purchases
Two or more governments join to purchase one or more goods or services jointly. This may
involve each government handling part of the administrative chores or agreeing to have one of
the governments handling the transactions under the guidance of the others. If the arrangement
is long-term, rotate the roles periodically to share equally the purchasing duties. All parties to a
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purchase must agree to the specifications, so that a mutually satisfactory good or service is
ordered.
Buying from State Contracts
Under the provisions of Local Government Code Sections 271.081 - 271.083, the Comptroller of
Public Accounts offers the Cooperative Purchasing Program and manages state contracts.
Buying from state contracts is a form of piggybacking. Under this program, and after complying
with certain requirements, a local government may participate in all automated state contracts.
4.4 PROCUREMENTS REQUIRING CONTRACT SIGNATURES
The City Council has authorized all contracts to be executed by the City Manager or by the
Mayor (City Secretary or Mayor Pro Tem, respectively, if the primary signatory is unable to sign).
In certain instances, the City Manager has delegated this authority to certain staff members. For
those contracts executed by the City Manager, the following policy will be followed:
1. All contracts will be reviewed and initialed by the Purchasing Agent prior to final
signature.
2. All contracts in excess of $5,000 must be signed by the City Manager (or
assistant if so designated by the City Manager).
3. All contracts for less than $5,000 maybe executed by the appropriate
Department Director.
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SECTION 5 PURCHASE ORDERS
5.1 DEPARTMENTAL PURCHASES UNDER $3,000.00
Any single procurement with a total value of not more than $2,999.99 can be made directly by
each Department Director or the Director's authorized representative. Although quotations are
not required it is recommended that price comparisons be made.
City procurements are audited annually by an outside auditing firm to detect split purchase
orders. Because the administrative cost of competitive quotations would be more than the
amount that could be saved by taking such quotations the competitive bidding procedure does
not apply to purchases of$2,999.99 or less. This does not mean that the department should not
look for the best possible pricing for the City, but multiple quotation documentation is not
required for this type of purchase.
Department Directors or authorized department representatives should contact the vendor
directly for purchases of$2,999.99 or less. It is highly recommend that the department use a City
issued procurement card for the purchase. However, if a procurement card cannot be used the
department should enter a request into the Finance System and obtain a purchase order number.
It is against City Policy to have open accounts with any vendor. Department Orders MUST
BE PLACED using either a City issued procurement card or a Purchase Order. To obtain a
Purchase Order the department must first enter a requisition into Stw. Under no
circumstances should a department set up an open account with a vendor.
5.2 PURCHASE ORDERS WITH CITY ORDINANCE REQUIREMENTS
Any single procurement with a total value of not less than $3,000 or more than $49,999.99 is
subject to all City Ordinance requirements pertaining to the purchase and all Purchasing Policies
and Procedures approved by City Administration and the City Council. For a complete listing of
all City Ordinances relating to procurement please see the City of Grapevine's Code of
Ordinances.
5.3 PURCHASE ORDERS WITH STATE LAW REQUIREMENTS
Any single procurement with a total value of$50,000 or more is subject to Chapter 252, Chapter
271 and other references of the Local Government Code of the State of Texas.
5.4 PURCHASES BETWEEN $ 3,000.00 AND $ 49,999.99
Requirements for items having a single order total value of $3,000 to $49,999.99 should enter a
requisition in Stw. Under certain circumstances the Purchasing Agent, at the agent's discretion,
may issue a purchase order to a department for an emergency purchase. In this instance the
department requesting the purchase order becomes responsible for all State Laws and City
Ordinances pertaining to the procurement.
5.5 PURCHASES $50,000 AND OVER
Formal competitive bidding is required in most cases for city purchases of products or services
with a value of $50,000 and above. Generally, the term formal competitive bidding is applied
when a solicitation process complies with the Local Government Code.
5.5.1 PURCHASE REQUISITION REQUIREMENTS
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All purchases for items that have a single order total of $3,000 and over must be
submitted to Purchasing through the purchase request module of the City Finance
System, Stw. The system will then route the request to various approval points and once
approved to Purchasing for processing. The purchase requisition must be filled out
completely and include quantities, complete descriptions of the item/s to be purchased,
and approved budget funding account numbers to charge for the purchase. After
entering the purchase request into the system, a complete set of specifications must be
sent to the Purchasing Division. Although purchasing can assist the department with
specifications, it is the department's responsibility to insure that the specifications are
complete and correct.
5.6 SOLE SOURCE PURCHASES
Purchases available from only one supplier are exempt from bidding requirements. The City
requires certification that other reasonable sources of supply do not exist.
There are many reasons a purchase might be practical from only one vendor:
1. There is no competitive product. The good/service is a one-of-a-kind or patented
product, a copyrighted publication available from only one source or a unique item such
as an artwork.
2. The product is only available from a regulated or natural monopoly. For example,
utilities, gravel from the only gravel pit in the area or some similar situation.
3. The product is a component of an existing system that is only available from one
supplier. The replacement of a component or a repair part may only be available from
the original supplier.
Sole-source purchases may also be the result of state law or ordinances that require or allow
certain types of purchases to be made from a particular source.
• Non-profit corporations using workers with disabilities to produce the item. State or
local governments often use products made by blind or workers with disabilities.
• Prison workers produce the item. The state benefits from the sale of these items.
Procedure for Sole-Source Purchases
Sole-source purchases are handled the same as other purchases, with these exceptions:
1. If the requisitioning party determines that the item is a sole-source purchase, a
statement must be attached to the requisition that says a sufficient number of vendors
have been contacted to determine that only one practical source of supply exists or
states the reasons only one source exists.
2. The requisition is then completed in accordance with the procedures described above
for preparing the requisition.
3. If the purchasing department determines that the item is a sole-source purchase, a
statement to that effect must be included in the purchase file.
4. An official authorized to approve such purchases should approve all sole-source
purchases. The approval should be done before a purchase order is issued.
5. After the requisition is approved, the purchase order is prepared.
5.7 COOPERATIVE/INTERLOCAL PURCHASING PROCEDURES
This procedure establishes a uniform procedure for obtaining goods and services through
Cooperative purchasing programs.
Before any Department makes any purchase from a Cooperative Contract, they need to contact
the appropriate Buyer in Purchasing to insure appropriate guidelines/processes are being
followed.
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Current Purchasing Laws for Cities allow the City to utilize other agencies contracts that have
been through a competitive process via use of Interlocal Cooperative Purchasing Agreements.
These contracts are to be used as another tool in accomplishing our mission to our citizens. They
are never to be used to intentionally and knowingly avoid our competitive bid process. Any use
of another entity's contract for procurement of goods/services must be discussed with
Purchasing in advance of getting quotes.
The following conditions must exist before the purchase can move forward:
A. The City has a valid pre-existing Interlocal Cooperative Purchasing Agreement with the other
entity.
B. The item(s) wishing to be purchased are covered under the contract as originally written, not
amended specifically for our needs.
C. "Published Options" if called for in the original contract, and specifically priced on the contract
are allowable. If special needs by the City are not covered by the contract pricing or published
options, "City" optional additions (unpublished options) will be allowed as a "Change Order", as
long as they are specifically outlined on the order, and do not exceed 25% of the original contract
price.
Cooperative Purchasing Order Processing
Provided below is an overview of the ordering processes for various cooperative purchasing
programs. In order to plan purchases accordingly, please take into consideration the steps
involved in each individual process as outlined.
A. Houston-Galveston Area Council (HGAC)
This process is provided for ALL purchases utilizing an HGAC contract, regardless of dollar
amount:
1. Department will obtain quote from contracted vendor. The quote will be itemized in
accordance with the contract terms, and the quote will contain the contract number. The vendor
will provide quote on a HGAC Contract Pricing Worksheet to reflect base price, published
options, and unpublished options as applicable.
2. Department will verify contract and pricing prior to submitting quote to Buyer for approval.
3. Department will forward quote electronically to Buyer.
4. Buyer will verify contract and pricing.
5. Upon Buyer approval, department will prepare Agenda Item for purchases in excess of
$50,000 and route through Purchasing for final approval (if applicable— if not, go to step 6).
6. Department will enter a requisition in Stw.
7. Buyer will submit order accordingly.
Note: All purchases through an HGAC contract will be submitted to HGAC for order confirmation.
Once HGAC order confirmation is received, the order will be submitted directly to the vendor for
processing. Buyer will process ALL orders to HGAC regardless of dollar threshold.
B. Texas Association of School Boards (TASB/BuyBoard)
This process is provided for purchases utilizing a BuyBoard contract:
1. Department will obtain quote from contracted vendor. The quote will be itemized in
accordance with the contract terms, and the quote will contain the contract number. The quote
will reflect base price, published options, and unpublished options as applicable.
2. Department will verify contract and pricing prior to submitting quote to Buyer for approval.
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3. Department will forward quote electronically to Buyer.
4. Buyer will verify contract and pricing.
5. Upon Buyer approval, department will prepare Agenda Item for purchases in excess of
$50,000 and route through Purchasing for final approval (if applicable— if not, go to step 6).
6. Department will enter a requisition in Stw.
7. Buyer will submit order accordingly.
Note: All purchases through a BuyBoard contract will be submitted directly to BuyBoard by the
Buyer. The Buyer will monitor the system for the date the BuyBoard releases the order to the
vendor for processing.
C. OTHER COOPERATIVE PURCHASING PROGRAMS
This process is provided for purchases utilizing other cooperative purchasing program contracts,
such as U.S. Communities, Department of Information Resources (DIR), Texas Multiple Award
Schedule (TxMAS), The Cooperative Purchasing Network (TCPN), The Interlocal
Purchasing System (TIPS), etc:
1. Department will obtain quote from contracted vendor. The quote will be itemized in
accordance with the contract terms, and the quote will contain the contract number.
2. Department will verify contract and pricing prior to submitting quote to Buyer for approval.
3. Department will forward quote electronically to Buyer.
4. Buyer will verify contract and pricing.
5. Upon Buyer approval, department will prepare Agenda Item for purchases in excess of
$50,000 and route through Purchasing for final approval (if applicable— if not, go to step 6).
6. Department will enter a requisition in Stw.
7. Department will submit order accordingly. All purchases through DIR contracts will be
submitted in accordance with the contract terms AFTER order has been approved at all levels.
5.8 EMERGENCY PURCHASES
Generally, three broad areas can be classified as emergency purchases.
For example, in a case of a public calamity such as a hurricane or other tragedy, if it is
necessary to make a purchase promptly to relieve the necessity of the citizens or to preserve the
property of the City, the purchase is exempt from the competitive bidding requirements. The
same is true in the case of an item necessary to preserve or protect the public health or safety of
the residents of the local government's jurisdiction or an item necessary because of unforeseen
damage to public property.
When it is necessary to preserve or protect the public heath, competitive bidding requirements
are waived regardless of how the conditions were brought about. State courts have said that the
words "preserve" and "protect," as applied to public health, carry the idea of timely, efficient and
effective action that keeps intact and unimpaired the good health of the citizens in advance of
impairment. It is not necessary for the public health to be under immediate peril because of a
public calamity before the bid exemption is put aside. In this case, the court approved repairs
and improvements to a city's sewer system that were made without advertising for competitive
bids. Texas Attorney General opinion and court cases have also applied the same public health
definition to a government's purchase of ambulance services and solid waste disposal services.
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A government entity is not required to advertise for competitive bids in these situations provided
the governing body approves the exemption.
If there is time to give proper notice and for an advertisement to be made, then it is not an
emergency situation.
5.8.1 PROCEDURES FOR PLACING AN EMERGENCY ORDER.
• Qualification. The purchase must qualify as an emergency purchase as defined in state
law local government code chapters 252 and 271.
• Designation. The emergency purchase designation indicates a situation of such
urgency that the normal purchasing procedure must be modified in the interest of speed,
and therefore no competitive bids are required.
• Normal working hours. All emergency purchases occurring during normal working hours
are processed through the purchasing department as follows:
— The using department will notify the purchasing office by telephone imme-
diately with as much information as possible about the emergency purchase
required, so that the purchasing action can be initiated immediately.
Simultaneously, a purchasing requisition is prepared in Stw.
The purchasing department or using department head contacts as many vendors
as necessary to arrange the emergency purchase. If there is not enough time to
get authorization, the purchase can be completed by telephone, and the
purchase order completed after the fact and delivered to the vendor.
— The buyer requests expedited delivery. The person making the requisition
may be required to pick up the emergency purchase from the vendor if timely
delivery is not available.
• Evenings, weekends and holidays. When purchasing support is unavailable, process
emergency purchases as follows:
— The responsible official of the using department takes whatever steps are
necessary to procure needed supplies, services or equipment to relieve the
emergency. If possible, only those goods or services needed during the evening,
weekend or holiday are procured.
— On the first working day following the emergency, the responsible official
prepares a requisition in Stw. The person making the purchase must attach the
invoices, bills of materials, receipts or other documents related to the purchase
to the requisition.
• Certification. The official in charge of the using department must certify in writing on
the next business day, or as soon as possible, that the purchase was necessary.
The City Manager or his designee must approve all emergency purchases for $15,000
and up.
Should an emergency arise that meets the criteria stated in 5.8 above the requesting
department should immediately fill out a purchase requisition and push the request
through for approvals. When approved, a purchase order number will be issued by
Purchasing to the requesting department to cover the purchase or, if requested,
Purchasing will call the order into the vendor. The purchase requisition should contain all
information (quantities, descriptions, unit pricing, total pricing, and budget account
numbers). The purchase request MUST NOTE that the request was an emergency.
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SECTION 6 PROFESSIONAL AND CONSULTING SERVICES
6.1 OVERVIEW
The Local Government Code states that contracts for the procurement of defined professional
services may not be awarded on the basis of bids. Instead, they must be awarded on the basis of
demonstrated competence and qualifications, so long as the professional fees are consistent
with, and not higher than, the published recommended practices and fees of the various
professional associations and do not exceed any maximums provided by state law.
Professional services are defined as those performed by a certified public accountant, licensed
architect, physician, optometrist, surgeon, registered surveyor, engineer or any group or
association thereof.
When procuring architectural or engineering services, the City shall use a two-step selection
process. First, the City shall select an individual or firm capable of performing the service on the
basis of demonstrated competence and qualifications. The City shall then enter into negotiations
on a contract at a fair and reasonable price.
If the City is unable to negotiate a satisfactory contract with the most highly qualified individual or
firm, it shall formally end negotiations with that person or firm and then proceed to the next most
highly qualified person or firm and repeat the process. Negotiations are carried on in this
sequence until a contract is made.
If any agreement or contract is entered into with one of the above-mentioned professionals on
the basis of a competitive bid, it is contrary to public policy and is void.
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SECTION 7 PURCHASING CHARGE CARDS
7.1 OVERVIEW
The purpose of the City of Grapevine's Purchasing Card program is to establish a more efficient
cost-effective method of purchasing and paying for small dollar transactions as well as high-
volume, repetitive purchases. The program was designed as an alternative to the traditional
purchasing process for supplies and services. If used to its potential, the program will result in a
significant reduction in the volume of purchase orders and related documentation including
invoices and checks. In addition, corresponding work processes associated with ordering and
check writing will be eliminated. The card should be used with any supplier that accepts
MasterCard as a form of payment.
The following important points should be noted before using the Purchasing Card:
• Your Purchasing Card is issued in your name. All purchases made with the Purchasing
Card must be for your Division/Department only. City policy prohibits loaning your card to any
other employee to make purchases. You are responsible for the security of the Purchasing Card
and the transactions made with it. If you do not follow guidelines when using the Purchasing
Card, you could receive corrective action, including termination.
• The Purchasing Card should be used for any vendor or service provider that accepts
MasterCard.
• You are authorized to use the Purchasing Card to purchase supplies and services up to
the single transaction limit and up to the monthly total limit as established by your Department
Director.
• Along with the Site Administrator, you must reconcile the statement received from the
Bank to ensure all charges are accurate.
• The Purchasing Card is not intended to avoid or bypass appropriate purchasing or
payment procedures. This program compliments the existing processes available.
• The Purchasing Card is not for personal use.
• The Purchasing Card must be returned to the Purchasing Division upon your transfer or
termination. Your final check will not be issued until the card is returned.
7.1.1 DUTIES AND RESPONSIBILITIES
Program Administrator
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The Program Administrator for the City of Grapevine is the purchasing representative
designated by the Purchasing Agent. The Program Administrator handles questions,
resolves problems and administers the program.
Site Administrator
Each department has been assigned one or more Site Administrators. These
administrators have been designated by your Department Director to administer the
program at the department level. Site Administrators keep documentation for the
Purchasing Card activities within your division, reconciles monthly statements between
the cardholder and Finance and assigns account codes to transactions. Site
Administrators are knowledgeable about the program and can help with Purchasing Card
changes (i.e., credit limits, Purchasing Card information, etc.). If questions or problems
arise about the program, cardholders should FIRST contact their Site Administrator, who
will then answer the question, correct the problem or, if necessary, refer the questions or
potential problems to the Program Administrator.
Cardholder
You have been designated by your Department Director to utilize the Purchasing Card
Program. You are responsible for following the guidelines provided by the City of
Grapevine in regards to purchases, selection of vendors, security of card and (along
with the Site Administrator) monthly reconciliation.
Department Directors
Your Department Director is responsible for designating cardholders and approving
monthly Purchasing Card statements of cardholders to ensure they are within company
policy. The Director has also assigned cardholder spending limits and regulations.
JPMorgan Chase Bank Customer Service
If a Purchasing Card is lost or stolen, immediately contact JPMorgan Chase Customer
Service at 1-888-890-0669. After contacting the Bank, notify the Program Administrator.
Prompt action can reduce your company's liability of fraudulent activity.
JPMorgan Chase Bank customer service should only be contacted directly if your have
lost your card or it has been stolen. ALL OTHER CARD REQUESTS SHOULD BE
FORWARDED TO YOUR SITE ADMINISTRATOR OR THE PURCHASING DIVISION.
7.1.2 PURCHASING CARD CONTROLS
Credit Limits
All Purchasing Cards have monthly cardholder spending limits. Limits may vary for each
cardholder and will be established by the Program Administrator in conjunction with the
Department Director. If you need to change your limits, discuss it with your Director for
approval.
Transaction Limits
Your Purchasing Card has a single transaction limit. This is the amount available on the
Purchasing Card for a single purchase. The City of Grapevine is a tax-exempt
municipality and as such is exempt from all tax allowed by law. Cardholders should not
attempt to make a purchase greater than his/her approved amount. The Program
Administrator is the only person authorized to handle changes to the transaction limit.
PURCHASES SHOULD NOT BE SPLIT TO AVOID THE LIMIT.
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Restricted Purchases
The Purchasing Card program may be restricted for use with certain types of suppliers,
merchants and commodity categories. If you present your Purchasing Card for payment
to these vendors, the authorization request will be declined.
Sales and Use Tax
TRANSACTIONS MADE BY THE CITY OF GRAPEVINE ARE TAX-EXEMPT. It is the
cardholder's responsibility to notify the vendor of our tax-exempt status when making a
purchase and to submit a TAX-EXEMPT FORM upon request by the vendor. THIS IS
IMPORTANT- MAKE SURE TO INSTRUCT THE VENDOR AT THE TIME OF
PURCHASE THAT THE CITY IS TAX-EXEMPT.
Securitv of the Purchasing Card
The cardholder is responsible for the security of the card. This card should be treated
with the same level of care as the cardholder would use with his/her own personal
charge cards. Guard the Purchasing Card account number carefully. It should not be
posted in a work area, or left in a conspicuous place.
The only person authorized to use the Purchasing Card is the cardholder whose name
appears on the card. The card is to be used for business purposes only.
Cardholder Transfer or Termination of Emplovment
The Purchasing Card must be returned to the Program Administrator upon your transfer
or termination. Your final check will not be issued until the card is returned.
7.1.3 GENERAL CARDHOLDER GUIDELINES
Cardholders should promote and encourage positive interactions with suppliers. Honesty
and courtesy are essential ingredients in all aspects of a buyer/supplier relationship. The
City of Grapevine promotes the use of local Grapevine vendors where possible.
All cardholders should follow these guidelines below when using the Purchasing Card:
• Determine if the transaction is an acceptable use of the card, and if it is within
the cardholder's spending limit. Justify and defend every purchase.
• Identify the supplier and call, fax or visit the supplier to place your order.
• If the order is by mail, specify cardholder name, company name, department
name and shipping instructions. Also, specify the Purchasing Card number, expiration
date and name as it appears on the card.
• Inform the vendor that the City is tax-exempt. Forward a copy of the tax-exempt
form if requested.
• Confirm the pricing and freight. Make sure the combination of both does not
exceed the single transaction limit
• Request that a hard copy of the pricing and freight be faxed or emailed to the
cardholder and/or included in the shipment of supplies. Instruct the vendor not to send a
copy of the invoice to accounts payable in order to avoid duplicate payments.
• Use your name for the Purchase Order number.
• Request that the supplier indicate your name and the words "Purchasing Card"
on all packing lists and box labels. This will enable the receiving department to facilitate
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delivery of your supplies. Shipments without this information may be refused and
returned to the vendor.
Receiving Supplies and Services
A copy of the charge slip, sales receipt or any other information related to the purchase
MUST BE KEPT AND ATTACHED TO THE TRANSACTION LOG by the cardholder.
The cardholder should instruct the vendor on each purchase to:
• Not send an invoice to accounts payable. This will prevent duplicate payments to
the vendor. The sales receipt received by the cardholder at the point of the sale will be
used to reconcile the monthly card statement.
• That the City Is TAX-EXEMPT. A tax-exempt form (which has been included
with your packet) should be given to the vendor if requested.
• If the purchase is made via mail or telephone, ask the vendor to include the
receipt with the goods when shipping the product.
Emplovee Liability
Employees do not pay their own monthly statement. The program does not affect your
credit rating in any way. If the card is accidently used to purchase non-City business
goods and services you must notify your Site Administrator in writing.
Returns, Credits and Disputed Charles
Should a problem arise with a purchased item, service or charges, every attempt should
be made to first resolve the issue directly with the supplier. Review of future statements
is vital to ensure the account is properly credited for returns, credits and disputed
charges. The returned, credited or disputed item MUST BE NOTED ON THE
PURCHASING CARD TRANSACTION LOG.
• Returns. If a cardholder needs to return an item to a supplier, contact the
supplier and obtain instructions for return. Note that some suppliers may charge a
restocking or handling fee for returns. All returns should be indicated in the transaction
log.
• Credits: If the supplier accepts an item as a return, a credit for this item should
appear on the following month's statement. All credits should be indicated in the
transaction log.
• Disputed Charges: If a cardholder finds a discrepancy on a monthly statement,
the cardholder should contact the supplier and attempt to resolve the problem directly.
All disputed items should be indicated in the transaction log. If a cardholder cannot
resolve a disputed item directly with the vendor, the cardholder must notify their Site
Administrator for help.
7.1.4 PURCHASING CARD ACTIVATION
The cardholder must call 1-866-602-8170 to activate the Purchasing Card before using
it. You will need the card number and the last four digits of your social security number
when prompted for access code to complete the activation.
Upon receipt of the card, the cardholder should sign the back of the Purchasing Card
and always keep the card in a secure place.
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SECTION 8 WAREHOUSE AND INVENTORY CONTROL PROCEDURES
8.1 WAREHOUSE POLICY STATEMENT
It is the policy of the City of Grapevine to maintain in inventory items for daily usage of parts and
supplies for various departments. This inventory shall be kept at the optimum daily requirements
for each division in order to meet the repair and maintenance needs of the City. The City will
not maintain inventory on items that can be readily purchased through wholesale and retail
outlets or that have established annual contracts for just in time delivery.
8.2 WAREHOUSE HOURS OF OPERATION
The warehouse hours are 6:45 A.M. to 3:45 P.M., Monday through Friday.
8.3 TYPES OF MATERIALS MAINTAINED IN THE WAREHOUSE
The basic inventory line shall be only those items necessary to support the various City
Departments on a daily basis.
8.4 CENTRALIZED WAREHOUSING
All procurements for established stocked parts should be made through the centralized
warehouse operation. A catalog of all stocked parts is available from the Warehouse.
8.5 REQUISITION/PURCHASE ORDERS FOR INVENTORY STOCK
Purchasing will be responsible for the replenishment of inventory stock.
8.6 PURCHASING RESPONSIBILITY OF INVENTORY AND WAREHOUSE PERSONNEL.
The Purchasing Division is responsible for Warehouse personnel. Purchasing will be responsible
for inventory accounting of parts.
8.7 DISBURSEMENT OF WAREHOUSE INVENTORY
Warehouse inventory will be issued through a Warehouse Work Order.
8.7.1 ISSUES AND ADJUSTMENTS THROUGH THE AUTOMATED PURCHASING
SYSTEM.
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Warehouse inventory issues, adjustments orders and receipts will be completed through
the Faster work order system.
8.8 FINANCIAL AND DEPARTMENTAL REPORTING RESPONSIBILITY
8.8.1 ACCOUNTING OF INVENTORY
Determined at the beginning of each fiscal year, inventory will be accounted for through
an end of fiscal year physical count or a monthly cycle count.
8.8.2 MASTER PARTS LIST
Warehouse Personnel will be responsible for maintaining a Master Parts List of all
inventoried parts under their control. This list will be maintained on a daily basis to
include both active and inactive part numbers as well as new part numbers that have
been set up. Part numbers will follow the part number scheme that has been established
by the city.
8.8.3 REPORTS
Warehouse personnel for the general warehouse will be responsible for completing the
following reports at the end of each month:
1. Warehouse `Charge To' Report.
2. Warehouse `Transaction' Report.
3. Warehouse `Ending Inventory' Report.
In addition, Warehouse personnel will complete a monthly `Ending Inventory' report
summary for accounts payable.
8.9 WAREHOUSE SECURITY
Warehouse personnel shall be responsible for insuring that all entrances and exits to the
warehouse are secured at all times.
8.10 MATERIALS REMOVED FROM INVENTORY AFTER NORMAL WORKING HOURS
Materials should not be removed from the warehouse after normal working hours unless an
emergency exists that requires immediate access to warehouse inventory. Keys will be issued to
Department Directors that utilize the warehouse with instructions that the keys are to be used
only in the case of an emergency. Departments should maintain an inventory of items outside of
the warehouse for items that will be needed for evening and for weekend work. If an emergency
exists and withdrawal of inventory is necessary the department employee taking the inventory
will be responsible of notifying the warehouse IN WRITING by 8:00 am the next scheduled work
day of the items taken.
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SECTION 9 ASSET RECOVERY OF CITYWIDE MATERIALS AND EQUIPMENT
This section provides a policy and procedure for an open and competitive process for the
Disposal of Citywide Assets and equipment.
9.1 POLICY
• It is the Policy of the City of Grapevine to attempt to re-allocate "excess"
materials/equipment within City Departments and dispose of any "surplus"
materials/equipment.
• The Sr. Warehouse Worker or his/her designee shall handle the disposal
process unless otherwise stipulated by law.
9.2 DEFINITIONS
Excess — Any item that does not have a useful purpose for a particular department. The
item may have value and may be utilized by another Department within the City.
Surplus—Any material that is of NO USE to the City
9.3 REASONS FOR DISPOSAL
• Required under a particular policy or law i.e.; motor vehicles, seized/confiscated
items
• No longer required due to change in function or usage patterns
• Occupying storage space and not needed in the foreseeable future
• No longer complying with Occupational Health and Safety Standards
• Beyond repair but can be sold for scrap
9.4 CATEGORIES OF ASSETS
• Capital Items
Rolling Stock
All others exceeding $5,000.00
• Non-Capital Items
• Seized/Confiscated
• Found
• Recovered
• Computers
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• Scrap
9.5 PROCEDURES FOR THE DISPOSAL OF SURPLUS MATERIALS AND EQUIPMENT
Responsibilities/Procedures of Departments
• Will post item on Email System to All Users
• Will handle Fixed Asset Form should a department transfer result from the
aforementioned effort. Accounting to be copied on ALL transfers.
• If a department transfer does not take place, materials/equipment should be sent
to the Warehouse utilizing the required Fixed Asset Form and the Surplus
Property Transfer Form. Accounting to be copied if the purchase value of the
item exceeded $5,000.00
• Request required forms from the Warehouse or Purchasing and complete them
before transferring any materials or equipment to the Warehouse.
9.6 APPLICABILITY
The aforementioned procedure does NOT apply to the following assets: Vehicles and Equipment
maintained by Fleet Services, and for Police Property to be disposed of. Please review the
attached Department Asset Disposal Appendixes for each of these departments.
9.7 WAREHOUSE RESPONSIBILITIES
• The Warehouse is responsible for the disposal of all City assets,
Seized/Confiscated Property, Recovered and Found Property.
• All City assets determined to be in excess should be sent to the City Warehouse
for disposal. Seized / Confiscated, Found and Recovered Property will be
transferred to the Warehouse after all legal requirements have been satisfied.
Disposal and Reporting Requirements will be handled as outlined in the
accompanying Police Department Disposal Policy.
• Once an asset is listed for sale, IFB or Auction, it is not available for City use.
• Will determine best Disposal Method ensuring the intrinsic value can be
reclaimed in a timely and ethically sound manner that maximizes the net
revenue and minimizes the costs where little or no revenues are possible.
9.8 ASSET DISPOSAL FLEET AND POLICE CRITERIA
9.8.1 FLEET SERVICES
• All fleet vehicles and equipment (hereto referred to as unit or units) when
removed from service, must be turned in to Fleet Services for disposal. When a
new unit replaces an old unit, the old unit must be turned in to Fleet Services
before the new unit will be released.
• Replaced or surplus vehicles and equipment are prepared for disposal by Fleet
Services at the lowest practical cost in order to recover the most dollars from
their sale. Departments, with the exception of the Police Department, are not
allowed to remove any parts or equipment from a unit prior to or after it has been
turned in to Fleet Services.
• All small construction and lawn maintenance equipment such as lawnmowers,
string trimmers and portable generators turned in to Fleet Services should be
transferred to the Warehouse for disposal. Prior to delivering this equipment to
the Warehouse, a Fixed Asset Transfer Form is completed and delivered to the
Warehouse with the equipment.
• The retention of replaced or surplus vehicles and equipment is the equivalent to
increasing the size of the fleet. The fleet size can only be increased with City
Manager or his designee's approval. Under normal circumstances, surplus or
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replaced vehicles and equipment should not be retained for use by a
department. The procedure to retain vehicles and equipment is outlined in City
of Grapevine Policy and Procedure.
• Replaced vehicles and equipment approved for retention will not be replaced a
second time by the Equipment Replacement Fund (ERF).
9.8.2 POLICE DEPARTMENT
Asset Definitions—Grapevine Police Department
• Abandoned: Property discarded with no expectation it will be returned to the
owner. Abandoned property will be destroyed (if of no or little value) or sent to
the Warehouse for disposal. If sold, proceeds from the sale of abandoned
property will be placed in the City's General Fund.
• Found: Property in the custody of the Police Department in which the owner is
or is not known, which is not Contraband, or is not Evidence. The Police
Department will attempt to locate and contact the owner of Found property. If the
owner cannot be determined or contacted, the property will be destroyed (if of no
or little value) or sent to the Warehouse for disposal. If sold, proceeds from the
sale of Found property will be placed in the City's General Fund.
• Recovered Stolen: Property in the custody of the Police Department where
there are reasonable grounds to suppose the property has been stolen. Property
recovered as stolen will be evaluated by the Police Department to determine if it
constitutes Evidence. If Recovered Stolen property is not being held as
Evidence, and the owner is known, the Police Department has the authority to
release it to its rightful owner. If the rightful owner of Recovered Stolen property
cannot be determined or contacted, and it is not Evidence, after 30 days,
Recovered Stolen property can be treated as Abandoned and sent to the City
Warehouse for disposal. Proceeds from the sale of Recovered Stolen property
will be placed in the City's General Fund.
• Contraband: Anything illegal in itself to possess. Property of any nature used in
the commission of certain illegal acts, or intended to be used in illegal acts,
• Seized: Property restrained or taken into custody by a law enforcement officer.
• Forfeited: Money, proceeds or property seized by law enforcement officers as
part of a criminal investigation and prosecution that has been forfeited and
awarded to, or shared with, the seizing agency. Forfeited property will be used
by the law enforcement agency that was awarded the forfeit, or will be sold at
auction following requirements of Chapter 59 of the Texas Code of Criminal
Procedures, and the U.S. Department of Justice's "Guide to Equitable Sharing of
Federally Forfeited Property for State and Local Law Enforcement Agencies."
All Forfeited Property sent to the Warehouse for disposal will be clearly and
individually marked with stickers, and will be listed on a schedule of property
containing only Forfeited Property.
• Evidence: Any substance or material found or recovered in connection with a
criminal investigation or the filing of a charge. Evidence, which may or may not
be contraband, is held by the Police Department until all appeals are exhausted.
Once a case has been adjudicated, Evidence is categorized as contraband;
property that has not been forfeited; property that has been forfeited and
awarded to the Police Department. Contraband Evidence is destroyed following
legal standards set to determine the degree and type of destruction required for
different types of property to be destroyed. Evidence that has not been forfeited
may be returned to the rightful owner, discarded, destroyed, or treated as
abandoned and send to the City Warehouse for disposal. Proceeds from the
sale of non-forfeited Evidence will be placed in the City's General Fund.
Forfeited Evidence awarded to the Police Department will be treated as any
other Forfeited property for law enforcement use and/or benefit.
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• Destroyed: Property of a nature that cannot be placed into common society,
such as narcotics, seized weapons, or contraband, which must be altered from
its present state to prevent its further use. Legal standards are set to determine
the degree and type of destruction required for different types of property to be
destroyed.
• Surplus: Property acquired for the Police Department that is no longer needed
by the department. City Warehouse may dispose of surplus property in
accordance with City policy.
Police Property Designated for Disposal by Warehouse
• Seized/Forfeited: Property forfeited to the Grapevine Police Department, which
is ready for sale or disposal will be clearly marked with a fluorescent SEIZURE
tag, and the property will be itemized on an inventory separate from all other
property sent to the Warehouse. Grapevine Police Department case numbers
will be listed for each item of property. When each item is sold, the Police
Department should be notified, due to stringent reporting requirements of the
Texas Attorney General's Office, the U.S. Department of Justice and the U.S.
Department of the Treasury.
• Abandoned, Found, Recovered Stolen, Evidence, Surplus: All property fitting
these descriptions that is not Seized/Forfeited will be listed on an inventory, or
on asset transfer sheets, by the Police Department. The Warehouse may
dispose of these types of property in accordance with procedures of the City at
large, the Purchasing Department, or other city departments. Any proceeds
from the sale of the above-described property will be placed in the City's
General Fund.
9.9 SCRAP METAL POLICY
This policy is to provide uniform guidelines for Public Works Operations for the sale of
scrap and surplus metal materials. Scrap metals consist of brass, copper, and cast iron.
Aluminum sign blades, signal controller cabinets, steel signposts / anchors, signal poles,
and mixed insulated wiring in Traffic Operations. It will also include a variety of other
mixed metals from various departments throughout Public Works. The controls are in
place for the sale of scrap metals as follows:
• Payment of scrap metal will only be accepted by check. No cash payment will
be accepted. Checks should be mailed to the City of Grapevine, attention
Accounting Department.
• All proceeds with the exception of the water meters will be placed in the General
Fund.
• The collection of Public Works Operations' materials will be handled through a
reputable and established scrap metal company. Containers are to be supplied
by the scrap metal company. All containers will be weighed each time before
the company collects the scrap metals.
• The scrap metal containers will be located in a secure location determined by
the Public Works Operations Manager or his designee.
• The scrap metal company will provide a bill of sale to the City to include type of
material, weight, and price per pound.
• A monthly reconciliation shall be performed when transactions have taken place.
At a minimum, quarterly reconciliation shall be performed.
• Container servicing will be on an as needed basis as directed by the Public
Works Operations Director or his designee.
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