College Station Purchasing Manual
This manual has been prepared to inform and instruct each department, division, and their staff of the many methods of procurement and duties and responsibilities of all those involved in the purchasing process. The Purchasing Division assists each department, division, and their staff to procure quality goods and services at the best possible price that are necessary to provide the citizens with the services they expect. Quality goods and services are purchased within the guidelines of all applicable Federal, State, and Municipal purchasing laws.
The goals of the City’s Purchasing Division include the following:
• purchasing quality goods and services;
• obtain the best possible price for goods and services;
• encourage and promote interlocal cooperation among area agencies;
• accept delivery of goods and services when and where needed;
• assure a continuing supply of needed goods and services;
• guard against misappropriation of any assets procured.
Additionally, we are committed to ensuring that:
• responsible bidders are given a fair opportunity to compete for the City’s business. This is done partially by the statutory requirements for competitive bids and proposals, and partially by the City’s own purchasing procedures;
• public funds are safeguarded. Although the purchasing division does not usually designate the types of purchases to be made, it should see that the best value is received of the public dollar.
The Purchasing office, a division of Fiscal Services, is the central authority for all purchasing activity $3,000 and greater. Some benefits of centralized purchasing include:
• a professional staff of buyers that are knowledgeable on the statutory requirements of public purchasing;
• purchasing office personnel accumulate a solid foundation of knowledge and experience about public purchasing trends, prices and vendors;
• it allows for the consolidation of smaller expenditures by individual departments into larger purchases for the entire City, resulting in lower unit prices and savings;
• existing and potential vendors have a single, central link to the City procurement process to facilitate consistent communication and understanding;
• promotes a more efficient procurement process which will inspire public confidence in the public expenditures made by the City.
This manual cannot address every situation. When an unusual situation occurs or a difficult legal problem arises, the City Manager may approve exceptions to this Policy, when in the best interests of the City, so long as the proposed exceptions are consistent with the local, state, and federal law. The final authority for City purchasing procedures is the law itself.