HomeMy WebLinkAboutResolution No. 2016-077 RESOLUTION NO. 2016- D17
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE
COLONY, TEXAS, APPROVING THE ADMINISTRATIVE POLICIES
AND PROCEDURES, PURCHASING POLICY AS AMENDED, FOR THE
CITY OF THE COLONY, WHICH IS ATTACHED HERETO AND
INCORPORATED HEREIN AS EXHIBIT A; AND PROVIDING AN
EFFECTIVE DATE
WHEREAS,the City of The Colony annually reviews the purchase Policy; and
WHEREAS, the City of The Colony has previously amended the Purchasing Policy by
Resolution 2013-024 on the 4th day of April, 2013; and
WHEREAS,the City Council desires to amend said Purchasing Policy;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF THE COLONY,TEXAS THAT:
Section 1. The City Council of the City of The Colony hereby approves the
Administrative Policies and Procedures for Purchasing Policy, which is attached hereto
and incorporated herein as Exhibit A, as the purchasing policy for the City of The
Colony.
Section 2. That the Purchasing Policy as adopted herein shall govern purchasing
decisions for the City of The Colony.
Section 3. This resolution shall become effective immediately from and after its passage,
as the law and charter in such cases provides.
PASSED, APPROVED and EFFECTIVE this 1st day of November,2016.
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•e McCou , Mayor
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Tina Stewart, City Secretary, V.• r'....0----
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Jeff Moor: City Attorney -, TF x
Schedule A
CITY OF THE COLONY
ADMINISTRATIVE POLICIES AND PROCEDURES
SECTION: FINANCE/PURCHASING
TOPIC: PURCHASING PROCEDURES
REFERENCE: (NUMERICAL BY CITY SECRETARY)
A. PURPOSE
The purpose of this policy is to establish standard practices and procedures to create an
efficient and effective purchasing program for the City of The Colony.
B. POLICY
It is the policy of the City of The Colony, as economical as possible, purchase items or
services in a manner that facilitates operating activity and is consistent with Local
Government Code. Whenever possible,the city will solicit quotes/bids from businesses
located within the city limits. The criteria for purchasing goods and services will be based
on the"Best Value" criteria as stated in Section 252.043 of the Local Government Code.
Purchase greater than $3,000 and less than $50,000. Require a requisition and three
quotes unless the the item is an identified type as explained below or a sole source.
Quotes are not required for pre-certified vendors.
Purchases of greater than $50,000. No purchase or contract for any goods or services in
the amount of fifty thousand dollars ($50,000) or more shall be authorized without first
having complied with the competitive bid requirements under state law and approval by
City Council. The competitive bid requirements under this policy include the use of an
interlocal purchasing agreement entered into in accordance with state law.
Emergency purchases, a procurement made because of a public calamity that requires
the immediate appropriation of money don't require bids,only prior signature or verbal
approval by an Assistant or City Manager. A Purchase Authorization form with Assistant
or City Manager approval and invoices should be completed and turned into Purchasing
as soon as possible.
E. PROCEDURES
1. Purchases or annual contracts up to $3,000: - No quotes or requisition are required.
Director or manager's signature on a Purchase Authorization Form and attached invoice
are sent to Accounts Payable for payment. Director has responsibility to ensure budgeted
funds are available.
2. Purchases or annual contracts $3,000 to $5,000: - No Requisition is needed for
purchases of identified types (i.e. dues, subscriptions, memberships, warranties, refunds,
training, licenses, annual maintenance, utilities,or general legal), or purchases from a
sole source. Approved Requisition is required for all other purchases with three (3)
quotes attached or documented on the requisition, at least one(1) from a local vendor if
available. Installment payments will have a copy of previous approved requisition
attached. Contractors such as electricians,plumbers, and carpenters will be pre-certified
and given annual requisition numbers. No quotes are needed if a pre-certified contractor
is used. Quotes must list the company name, date of quote, dollar amount, and name of
individual quoting. A Payment Authorization form signed by Director or Manager,
invoice, quotes (if not a pre-certified vendor) and requisition are sent to Accounts
Payable for payment. Intentionally splitting purchases to circumvent the system (i.e. two
or more purchases made to keep the amount under$3,000) is a policy violation.
Department Director has responsibility to ensure budget funds are available.
3. Purchases $3,000 to $49,999.99: No Requisition is needed for purchases of identified
types (i.e. dues, subscriptions,memberships, warranties, refunds,training, licenses,
annual maintenance,utilities, or general legal), or purchases from a sole source.
Contractors such as electricians, plumbers, and carpenters will be pre-certified and given
annual requisition numbers. No quotes are needed if a pre-certified contractor is used. For
all other purchases,the requisitioning department shall contact Purchasing Agent or
determine HUB or local businesses providing the service or product. If so, one written
quote of minimum three required will be from a HUB business, and if possible, one from
a local vendor. Quotes must list the company name, date of quote, dollar amount, and
name of individual quoting. The Department will obtain and analyze at least three written
quotes, select a vendor,and provide a Requisition along with the quotes to the Purchasing
Agent. The Purchasing Agent will review the Requisition and quotes. If approved, a copy
of the Requisition will be sent back to the Department in order to be attached to each
subsequent PA sent in for payment. A Payment Authorization form signed by Director or
Manager, invoice, and Requisition are sent to Accounts Payable for payment. Department
Director has responsibility to ensure budgeted funds are available.
a. Department is free to make the purchase after receipt of approved Requisition.
Vendor instructed to reference Requisition number on invoice and send invoice to
Department's attention. Department will ensure invoice is correct with
Requisition, complete a Payment Authorization form, and send with attached
invoice to Accounts Payable.
4. Purchases and Invoices for Blanket Requisitions (Contract or Agreement) and Pre-
certified Contactors: Purchasing Agent will work with Departments to establish Blanket
Requisitions for a contract/agreement where more monitoring or encumbering of funds is
needed. Invoices and PA should reference the Requisition number.
5. Purchases from a Sole Source Vendor: Purchases from a sole source vendor are paid by a
Payment Authorization Form with attached invoice sent to Accounts Payable. Each sole
source vendor needs to have a director approved sole source vendor form on file with
Accounts Payable before payment will be made.
6. Purchases through Interlocal agreements with other cities that have gone out for bids,
State cooperative purchase programs,regional Council of Government (COG) programs,
or BuyBoard: are sources for quotes,but will be treated as an individual quote.
7. Purchases $50,000 and above:- Purchased by the Purchasing Agent
a. The User Department shall forward a request, along with specifications and any
other pertinent information,to the Purchasing Agent asking for the preparation of
a bid package, as well as, suggested vendors for the item(s)requested.
b. The Purchasing Agent shall develop a bid package and post on the BidSync web
site. Any local vendors available will be determined, and given to BidSync to
distribute. A notice will be published in The Colony Courier-Leader to indicate
the City's intent to accept bids in accordance with State law. (Note: Bid packets
will be mailed to prospective suppliers only upon vendor request).
c. Vendor pre-bid conferences may be conducted if, in the opinion of the Purchasing
Agent and requesting Department, further explanation or coordination is needed
due to the nature of the bid.
d. The Purchasing Agent shall open bids at a designated time and place as indicated
in the bid packet. On-line bids will be downloaded as well. Paper bids will be
input into the BidSync bid sheet, and tabulated. A representative from the User
Department should be present during bid openings.
e. The Purchasing Agent shall distribute the bid tabulation to the User Department
and post on the City's BidSync web site.
f. The User Department shall review all documents and provide a written award
recommendation to the Purchasing Agent.
g. The Purchasing Agent shall review and evaluate all bid documents, including
departmental recommendations, to insure total compliance with all City policies
and State laws.
h. If the total amount of the purchase exceeds $50,000,the requisitioning
Department shall prepare an agenda package for City Council approval. As per
Section 271.905 of the Local Government Code, if a local vendor is within five
(5%)percent of the lowest non-local vendor, a note will be sent to the City
Council so it can make a determination, in writing, if the local vendor offers the
best combination of contract price and additional economic development
opportunities for the local government. This applies only to purchases of real
property or personal property not affixed to real property.
i. If approved by the City Council, the Purchasing Agent shall complete the
requisition, assign a Purchase Order number,notify the successful vendor and
distribute copies of the P. O. to staff.
j. If not approved, or postponed until additional information is provided, no
purchase order or award may be issued without subsequent Council authorization.
k. The User Department shall be responsible for the acceptance of products by
verifying specifications and inspecting the quality and quantity of all items
received.
1. Purchase Order corrections or changes shall be made by the issuer of the original
document or his designee.
PURCHASE ORDER/CONTRACT CHANGE ORDERS
1. For original requisitions between $3,000 and$49,999.99, increasing or decreasing the
original order by not more than 25 percent shall be approved by the Department Director
or his/her designee (unless the change order brings the total purchase in excess of the
$50,000 bidding threshold).
2. For original purchase orders greater than $50,000, change orders increasing or decreasing
the original contract or bid amount by less than $50,000 (not to exceed 25 percent of the
original contract), shall be approved by the City Manager or his designee.
3. In no case shall the combined total of all change orders exceed an increase of 25 percent
of the original contract amount.
4. For original purchase orders greater than $50,000, a change order may not decrease the
original contract or bid amount by more than 25 percent without contractor approval.
5. Change orders causing the original purchase orders to become equal to or greater than
$50,000 in the aggregate of all change orders, shall be submitted to the City Council,
regardless of the amount of increase.
Purchasing Procedures:
Purchases less than $1,000:
Purchase Authorization sign by Dept Head or Manager, attach invoice, send to Accounts
Payable.
Purchases $1,000 to $3,000:
Purchases such as dues, memberships, warranties,refunds,training, licenses, annual maintenance
agreements, utilities, or general legal