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 salespersons 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 the laws require protection of public funds, there are a few special requirements in doing business the 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 Organization
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.
Suppliers wanting to do business with the City are required to complete a Request for Supplier Information. This enables us to determine the appropriate lists to which your firm could be added. It also provides other data and information necessary for processing awards.
Minority Business Certification: We request all suppliers to certify whether or not they are a minority business. This information is included in the request for information.
The intent of the City Charter is to provide for the most advantageous bid under competitive conditions. Compliance with this intent requires at times, 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 bidders 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 bidders during review. Discussion may be conducted with responsible bidders who submit proposals likely of being selected for award. The purpose is to clarify and assure full understanding of, and responsiveness to, the solicitation requirements. On occasion, these bidders 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 bidders. 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 the 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.
Cooperative Buying: The City may enter into cooperative buying arrangements with other local governmental agencies. This may be done by:
- joining with other political subdivisions in creating a purchasing administrative agency, or
- designating an existing political subdivision in creating a purchase contract, or
- acting as a agent for other local political subdivisions in administering an inter-local purchase contract
- utilizing cooperative contracts established by other cooperative agencies
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 shall not be due until the above instruments are submitted after delivery. Suppliers should keep the Financial Services Department advised of any changes in remittance addresses.
There are three (3) types of procurement used by the City:
Open Market Purchases
This method is used when a firm quantity of items at firm prices with a specific delivery schedule is desired. Any inventories required are maintained by the City.
This method is used when firm prices are desired for a given period of time (e.g. three months, six months, annually), for an estimated quantity of items to be delivered as needed by the City. Any inventories are maintained by the supplier. The City is obligated to purchase only its actual needs by issuing purchase orders against the agreement. The contract, when necessary, can provide for multiple sources and local stock.
Petty Cash Purchases
A petty case purchase is limited to a single item or group of items whose total purchase price generally does not exceed fifty dollars ($50.00). Please provide any applicable price discount and receipt to the City employee making the purchase.
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 user 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.
Documents
The following documents, or forms, are used in processing bids and proposals, and awarding bids for equipment, materials and supplies. City bidding instructions are applicable.
Any explanation desired by a bidder regarding the meaning or interpretation of the invitation, drawings, specifications, etc., must be requested in writing with reasonable sufficient time allowed for a reply to reach bidders before the submission of their bids. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a perspective bidder concerning an invitation will be furnished to all prospective bidders as an amendment to the invitation, if such information is necessary to bidders in submitting bids on the invitation or if the lack of such information would be prejudicial to uniformed bidders.
1. Specifications and Standards
All purchase action is necessarily based on some specification or standard. The City uses basic types of specifications and standards as follows:
a. Design b. Performance c. Questionnaire d. Approved Equal e. Sample
Bidders are expected to examine the specifications, addenda, drawings, standard provisions, and all instructions. Failure to do so will be at the bidder's risk.
2. Information Required
Each bidder shall furnish all information required by the invitation. The bidder shall sign the Bid Invitation, the Bid Sheet and, when appropriate, all questionnaire type specifications. Erasures or other changes must be initialed by the person signing the offer. Bids signed by an agent are to be accompanied by evidence of the agent's authority unless such evidence has been previously furnished to the Purchasing office.
3. Price
a. Quote Your Lowest and Best Net Price:
Quote your lowest and best net price, F.O.B. Destination, Freight Prepaid, unless specified otherwise on each item. Unit price for each item offered shall include all discounts e.g ~ trade. seasonal etc.. with Net 30 Days payment terms, Discounts shall not be shown as such but shall be incorporated in the base bid price. If delivery and shipping quantities affect unit bid price, multiple bids may be made to indicate 'price break' quantities in order for Purchasing to determine maximum economic benefits. Pricing should include packaging and transportation unless otherwise specified. Pricing shall be entered on the Bid Sheet in ink or typewritten. Totals shall be entered in the Total Price column of the Bid Sheet. In case of a discrepancy between unit price and extended price, the unit price will be presumed to be correct. It is subject, however, to correction to the same extent and in the same manner as any other mistake.
b. Bids Should Be Firm:
If the bidder, however, believes it necessary to base the price on price adjustment, such a bid may be considered only as an alternate bid, unless otherwise indicated in the bid invitation.
(1) Price Escalation. Price escalation may be based on applicable U.S. Department of Labor, Bureau of Labor Statistics indices or industry periodical materials price indices.
c. Transportation Charges:
If the quoted net price does not include transportation charges, such charges must be itemized separately if bid is based on F.O.B. Destination.
d. Taxes:
The City does not pay Federal Excise Taxes, state and local retail sales tax and certain use taxes. Tax exemption certificates will be provided by Purchasing on request.
4. Foreign Made Goods
When offering an item not manufactured and/or assembled in the U.S.A., indicate that on the Bid Sheet. To be considered, they must meet specifications and must be in stock in the continental United States, at the time you submit your bid, and available for immediate shipment. If machines or mechanical equipment of foreign manufacture are offered, such offers must be supported by evidence acceptable to Purchasing that adequate service stations, service personnel and repair parts are available from stock maintained in the United States.
5. Partial Bid Items
Suppliers may bid on one or all bid items. A bid on only a partial quantity of a bid item, however, will be considered an alternate bid.
6. Time
Time, if stated as a number of days, will include Saturdays, Sundays, and holidays. Time of delivery is part of the bid and very important. Required delivery date indicated is at point of destination. If indicated date can not be met or date is not indicated, bidder shall state best delivery time.
7. Approved Equal
If the bid invitation indicates "approved equal" products are acceptable, the seller may offer an "equal" product as an alternate bid. Final "approved equal" determination remains with the City.
8. Submission of Bids
Bids submitted on other than City of Corpus Christi forms or with different terms or provisions may not be considered as responsive bids.
Acknowledgement of Addendums to Bid Invitations or Requests For Proposals
Any changes to a bid invitation or RFP will be made by an 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 receipt of bids or can accompany the bid.
1. Sealed bids should be returned in an envelope marked on the outside with bidder's name and address and bid number.
City of Corpus Christi Purchasing Division
1201 Leopard 4th Floor (78401) P. O. Box 9277 Corpus Christi, TX 78469-9277
Bids may be delivered directly to the Purchasing office, 4th Floor, City Hall, 1201 Leopard Street. Return in sufficient time so as to be received and time-stamped at the above location on or before the published bid opening time and date.
2. When required, samples of items must be submitted within a reasonable time, which normally is the same as the bid opening time and date, and unless otherwise specified by Purchasing, at no expense to the City. They must be identified as to supplier, manufacturer, part number, model number, type, grade, applicable specifications, etc. If not destroyed by testing, samples will be returned at bidder's request and expense.
3. Bidders must submit, with the bid, all test reports and descriptive literature available on any item offered by bidder or requested in the bid invitation.
Basic City practice is to purchase from suppliers who have adequate management and service capabilities, ability to provide materials which consistently meet City requirements, and be otherwise qualified and eligible to receive an award under applicable laws and regulations.
2. Local Supplier
Consideration of local service and local stocks may be given to local suppliers when evaluating bids. This consideration will be commensurate with the economic benefits to the City when making such purchases and applicable laws and regulations. When the total of all cost factors for any or all bids are equal, the City may select the equipment, materials, supplies or services produced in Corpus Christi or offered by Corpus Christi firms.
3. Identical Bids
When two or more responsible bidders submit the lowest and best bids, and these bids are identical in both amount and nature, the City shall enter into a contract with only one of the responsible bidders and reject all other bids. The one bidder shall be selected by casting of lots. It should be noted that this does not prohibit multiple or progressive awards if specified in the bid invitation.
4. Evaluation Factors
a. Lowest Total Cost:
Purchasing will award purchase orders and contracts to the lowest and most advantageous bid or to the bidder that provides the best value to the City. In determining the lowest and most advantageous bid or proposal, price, quantifiable factors, and other factors are considered. This would include specifications, delivery requirements, the initial purchase price, life expectancy, cost of maintenance and operation, operating efficiency, training requirements, disposal value, and other factors contributing to the overall acquisition and/or cost of an item. Our purpose is to provide goods and services at the lowest total cost to the City and the best value.
b. Other Factors:
Consideration may be given to the conformity to the specifications, product warranty, a bidder's proposed service, ability to supply and provide service, delivery to required schedules, and past performance in other contracts with the City including timely delivery.
c. Partial Awards:
Unless the bidder specifies otherwise in his bid, Purchasing may award the contract for any item or group of items shown on the bid invitation.
d. Reservations:
The City expressly reserves the right to:
(1) Waive as an informality minor deviations from specifications at a lower price than the low bid meeting all aspects of the specifications and consider it, if it is determined that total cost is lower and the overall function is improved or not impaired;
(2) Waive any defect, irregularity or informality in any bid or bidding procedure;
(3) Reject any or all bids;
(4) Reissue a bid invitation;
(5) Extend the bid opening time and date;
(6) Increase or decrease the quantity specified in the bid invitation, unless the bidder specifies otherwise;
(7) Consider and accept an alternate bid as provided herein when in the best interests of the City of Corpus Christi.
5. Changes
Any changes to bid invitations or requests for proposals will be made by an addendum.
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.
Award Notification
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.
Purchasing has established supplier files for all suppliers. All suppliers should keep Purchasing advised of any address changes as well as additions or deletions in goods or services offered. The information in our files must be kept current to insure that your firm receives bid invitations or RFPs.
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 delivery in accordance with contract schedules may result in the supplier being declared in default. Termination action may also be taken by the City.
Quality and Service
Unsatisfactory product quality or service performance reflects on the supplier and could be a factor in subsequent award determinations or result in the removal of the supplier from bidders lists. 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.
Seller agrees that during the performance of its contract it will:
a. Treat all applicants and employees without discrimination as to race, color, religion, sex, national origin, marital status, age, or handicap.
b. Identify itself as an Equal Opportunity Employer in all help-wanted advertisements or requests.
The Seller shall be advised of any complaints filed with the City alleging that Seller is not an Equal Opportunity Employer.
The City reserves the right to consider reports from the City's Human Relations administrator in response to such complaints and to determine whether or not to terminate any portion of the contract for which purchase orders or authorities to deliver have not been included. The Seller, however, is specifically advised that no Equal Opportunity Employment complaint will be the basis for canceling any contract for which a purchase order has been issued or authority to deliver granted.
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 current updated disclosure of information on file with the City purchasing office throughout the term of any contract.
