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CC Resolution No. 1193 2305 RESOLUTION NO. 1193 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BAYTOWN ESTABLISHING A PURCHASING PROCEDURE IN COMPLIANCE WITH CHAPTER 252 OF THE LOCAL GOVERNMENT CODE SUPERSEDING ARTICLE VII, SECTION 74 OF THE CHARTER OF THE CITY OF BAYTOWN; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. WHEREAS, Senate Bill 226 has been enacted by the Legislature of the State of Texas to amend Chapter 252 of the Local Government Code in order to revise the requirements for competitive bidding; and WHEREAS, Section 252 . 002 of the Local Government Code as amended permits a municipality to elect to have Chapter 252 govern its purchasing procedure; and WHEREAS, the City of Baytown is committed to providing opportunities for competition before making any purchase or contract for supplies, materials, equipment, or contractual services; and WHEREAS, the proposed resolution will reduce publishing costs associated with the publishing of notices and will bring the City of Baytown into compliance with the competitive bidding statutes of the State of Texas; NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS; Section 1: That Chapter 252 of the Local Government Code, as amended by Senate Bill 226, is hereby adopted as the competitive bidding procedure of the City of Baytown for expenditures for insurance of more than $5, 000 and for all other expenditures of more than $10, 000, and thereby such chapter supersedes Article VII, Section 74 of the Charter of the City of Baytown. Section 2 : This resolution shall take effect immediately from and after its passage by the City Council of the City of Baytown. INTRODUCED, READ AND PASSED by the affirmative vote of the City Council of the City of Baytown this 28th day of October, 1993 . PETE C. ALF O, Mayor ATTEST: / EILEEN P. H.vLL, City Clerk C)4:AtAr-� zet�—Q ":�K ACIO RAMIREZ, SR. City Attorney Icg&Vco cil/9-9-93miPURCHASINGpro M E M O R A N D U M TO : ALL DEPARTMENT HEADS FROM: MONTE MERCER, DIRECTOR OF FINANCE// SUBJECT: PURCHASE PROCEDURE FOR EXPENDITURES FOR MORE THAN $500 . 00 DATE : NOVEMBER 4 , 1993 On October 28 , 1993 , City Council approved a resolution that requires the City to formally bid and advertise for insurance with expenditures of more than $5 , 000 . 00 . All other contracts of expenditures of more than $10, 000 . 00 will be formally bid and advertised. Effective October 29 , 1993 , the following procedures should be established among the personnel that are assigned purchasing duties within your Department : 1 . Purchases of materials or services with expenditures between $500 . 00 and $1, 000 . 00 should receive telephone quotes from three (3) suppliers . A Bid Information Sheet should be filled out and submitted to the Purchasing Division for a Purchase Order to be issued. 2 . Purchases of materials or services with expenditures between $1, 000 . 00 and $5 , 000 . 00 should receive written quotes from three (3) suppliers . A Bid Information Sheet should be filled out with the written quotes attached and submitted to the Purchasing Division for a Purchase Order to be issued. 3 . Purchases of materials or services with expenditures between $5, 000 . 00 and $10 , 000 . 00 should have specifications to receive quotes from at least three (3) suppliers . A Bid Information Sheet , with the specifications attached should be submitted to Purchasing. A list of suppliers should be attached. Purchasing will receive written quotes from the suppliers, evaluate the bids, and issue a Purchase Order to the lowest and best bid. The Department copy of the Purchase Order will be forwarded to the User Department . 4 . Purchases of materials or services with expenditures over $10 , 000 . 00 will be formally bid and advertised. The User Department must submit a Bid Information Sheet to the Purchasing Division. Information regarding specifications should be included with the Bid Information Sheet . Purchasing will prepare 2307 specifications, schedule the opening date, mail bids to prospective bidders, and evaluate bids when they are opened. A recommendation and tabulation will be prepared for the City Manager and City Council approval . After approval by City Council a Purchase order will be issued. A Bid Information Sheet is required with every purchase . The User Department should attach all documentation regarding the purchase with the Bid Information Sheet . Any questions regarding these procedures should be directed to the Purchasing Division. b:dmemo .expen.mm