The City has designated two City procurement and contracting agencies for goods, services, and construction: Engineering for construction, architectural and engineering services; and Purchasing for all equipment, materials and supplies.
1. No quotes are required for purchases of $1000 or less. Pending available funds, the using departments may obtain supplies and services from the vendor that has the item available for immediate shipment, without having to obtain pricing from another vendor. However, departments are instructed to be price cognizant of the item they are purchasing to insure the City is obtaining the best value for the purchase. Additionally, departments should be utilizing a rotational system that will allow all vendors the opportunities to supply the City's needs for these incidental purchases. Vendors are encouraged to contact the using departments to be placed on the rotation list (bidders list) for the items they would like to supply the City. An "Incidental Purchasing Contact List" is provided for reference. Click here to view or download a copy of the pdf file.
2. For purchases > $1000 but <= $2000, two verbal quotes are required. Although no written quotes are required, departments are encouraged to obtain a written offer from the selected vendor to insure all terms and conditions of the sale are documented.
3. For purchases > $2000 but <= $3000, three written quotes are required.
For a quote to be valid, it must contain the following information:
-
Addressed to the City
-
Written on the vendor's letterhead
-
Date
-
Lead time (the amount of time to deliver the goods)
-
FOB (ownership of merchandise in transit and freight terms)
-
Description of the product
-
Price
-
Signature
4. For purchases > $3000 but <= $50,000, three written quotes are required and a Purchasing Dept. Buyer must be contacted for Hub vendor notification. State law requires the City to notify Nueces County HUB (Historically Underutilized Business) vendors for purchases > $3000. When contacted, the Purchasing Dept. Buyer will check the HUB list for any HUB vendors who sell the product the dept is buying. The list of HUB vendors selling that product is given to the dept. for inclusion on the bidders list.
-
Exceptions to the above are:
-
a. Capital Outlay items (>= $5000) are to be sent to the Purchasing Dept. for processing.
-
b. Items under supply agreement are to be purchased from the vendor under contract.
-
c. Items inventoried at the Warehouse are to be obtained from the Warehouse.
-
d. Items purchased under State term contract are to be sent to Purchasing for processing
-
e. Items purchased under the BuyBoard or HGAC cooperative purchasing programs are to be sent to Purchasing.
-
-
5. All purchases > $50,000, must be sent to the Purchasing Dept. for advertising and City Council award. |
 |
|
