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HomeMy WebLinkAbout2016 Purchasing Manual Update CITY OF WEST UNIVERSITY PLACE, TEXAS PURCHASING MANUAL City of West University Place Purchasing Manual Table of Contents I. Introduction and Purpose 3 II. Duties and Responsibilities 3 III. Purchasing Code of Ethics 4 IV. Basic Guidelines 5 V. Petty Cash 8 VI. Emergencies 8 VII. Invoices 8 VIII. Credit Memo 9 IX. Procurement Cards 9 X. Exemption from Competitive Bidding 14 EXHIBITS A - Definitions 15 B – City of West University Place Cardholder Agreement 19 C – CitiManager Quick Start Guide – Cardholders 20 ADDITIONAL REFERENCES Texas Comptroller of Public Accounts’ Model Purchasing Manual for Texas Cities and Counties 2010 http://www.texasahead.org/lg a/finances/purchasing/ Texas Ethics Commission Fre quently Asked Questions for Disclosure of Interested Parties (Form 1295) https://www.ethics.state.tx.us/whatsnew/FAQ_Form1295.html City of West University Place Purchasing Manual Revised April 2016 3 City of West University Place Purchasing Manual I. Introduction and Purpose The City of West University Place Home Rule Charter estab lishes Purchasing and Contracts guidance in Article VII, Section 7.13. This ma nual has been prepared to inform and instruct each department, division and their staff of th e many methods of procurement and duties and responsibilities of all those involved in the pur chasing process. Additionally, this manual is to serve as the City's purchasing policy and a guide to the proper procurement procedures to be used by designated purchasing personnel. It is not intended to answer all questions or provide a procedure for every situation. There will be exceptions requiring handling on an individual basis. This manual cannot address ever y situation; and, when an unusual situation occurs or a difficult legal problem arises, the final authority for City purchasing procedures is the law itself. It is the policy of The City of West University Place that all purchasing shall be conducted strictly on the basis of economic and business merit to best promote the interest of the citizens of West University Place. The City encourages free and unrestricted competition on all bid requests and purchases, ensuring the taxpaye rs the best possible return on each dollar. All contracts and purchases shall be handled so as to obtain the best value for the City, with bids, proposals or quotations solicited whenever practical. The Texas State Legislature has passed and made Chapter 252 a part of the Local Government Code and it shall be the policy of the City of West University Place to fully co mply in all aspects with the rules, regulations and procedures contained therein. II. Duties and Responsibilities Finance Department – The Finance Department is responsible for assisting all departments and divisions in understanding established purch asing policies and procedures in order to ensure they are consistently followed. The Finance Department shall recommend to the City Council and City Manager those policies and pr ocedures needed to ensure that goods are acquired, stored, disbursed, utilized and dis posed of in a uniform and economical manner. Departments/Requisitioner – Each department operates as the primary agent for its purchases. Working in concert with the City Secretary, each Department Head or designee shall be responsible for legal advertising, recei pt of bids, quotes, or proposals and bid quote or proposal openings. Each Department Head or designee shall be responsible for presentation of bids, quotes or proposals for their respective department as well as be responsible for the purchase and receiving of all supplies, materials, equipment and services attributable to their department. Each department shall be responsible for promoting the safety, health and general well-be ing of the citizens of West University Place within the bounds of fiscal responsibility, while preserving and advancing the quality of life for its citizens. The department and requisiti oner shall allow sufficient time for the Finance Department to issue a purchase order a nd the vendor to make delivery. The department/requisitioner shall not obligate the City without a purchase order, except for an emergency or expedited purchase, as outlined in this policy manual. City of West University Place Purchasing Manual Revised April 2016 4 III. Purchasing Code of Ethics The City of West University Place’s objective is to promote a high standard among the personnel designated to perform the purchasing function within their department, herein called “Purchasing employees.” The goal of the City is to obtain the maximum value for each dollar of expenditure in an open and compet itive manner. An ethical code of conduct has been established as a guideline. This code is in addition to ethics policies that may be established in other City policies. These ethi cal standards require hard work, courage and difficult choices. In the end, however, employees and citizens will always be better served by doing what is right, rather than what is expedient. • Purchasing employees will act impartially and with the highest degree of integrity to foster public confidence in Ci ty government, and to ensure open, fair and unrestricted competition of available City business in accor dance with the City Charter, Ordinances, City Policies and the Texas Local Government Code. • Purchasing employees will not accept, dir ectly or indirectly, tangible benefits including, but not limited to, money, gift s, favors, entertainment, discounts, passes, transportation, accommodation, hospi tality, or offers of employment that may influence or give the appearance of in fluencing procurement-related decisions. De Minimis benefits, as defined by the Internal Revenue Service (https://www.irs.gov/Government-Entities/Fe deral,-State-&-Local-Governments/De- Minimis-Fringe-Benefits ), are excluded from this prohibition. • In the event that a Purchasing employee learns the City is conducting or intends to conduct business with a vendor with which they or a member of their family or friends have a financial interest, the Purchasing employee will immediately disclose this potential conflict of interest to the Finance Director and refrain from all activity with respect to this vendor. In cases involving the Finance Director, he or she shall immediately report the potential conflict to the City Manager. • Purchasing employees shall conduct themselves in a courteous and professional manner with the Department's internal customers, vendors and citizenry with whom they come in contact, striving always to act objectively and without discrimination or bias of any form. • Purchasing employees will not utilize confid ential or sensitive information acquired in the course of their duties for personal gain or for the benefit of family or friends, and they shall act only within the official level of their authority. • Purchasing employees will endeavor to keep their respective Department Head informed as necessary immediately upon learning of a potential or existing problem in which the Department has an interest. They will strive to ascertain all relevant facts in a timely manner as well as analyze all possible solutions, and present what they believe to be the one best solution to the Finance Director. • Purchasing employees will not willfully or unlawfully conceal, remove, mutilate, falsify or destroy any government document or record, nor will they make City of West University Place Purchasing Manual Revised April 2016 5 any false or fictitious statements in connec tion with any official matter, document or record. • Purchasing employees are prohibited from placing bids in a City of West University Place auction or from purchasing any item of City surplus, abandoned or police confiscated property. • Purchasing employees are not authorized to make a purchase for his or her personal use through the City’s pur chasing process nor with petty cash. • The City will not purchase from a business or organization if a city employee or any member of the employee's immediate family or friend has a financial interest in the business or organization. • The City will not purchase from a business or organization if a city employee or any member of the employees' immediat e family or friend is negotiating or has an arrangement concerning employment with the business or organization. • Purchasing employees will not obtain bids from unqualified suppliers to be evaluated as "approved equals" against a responsible bidder in order to gain a price or any other advantage. • Purchasing employees will not attempt to influence a supplier by leaving copies of bids, or other confidential correspondence, where a supplier may see them. • Purchasing employees will not allow one or more s uppliers to have information on a competitor's quotation and allow a supplier to re-quote. • Purchasing employees will not allow personalities such as liking of one sales representatives and dislike for another to enter into the supplier selection process. • Purchasing employees will not lie or mi slead a salesperson in a negotiation. • Purchasing employees will not allow a supplier to become dependent on the City for most of its business. • Interpretations regarding ethics are to be based upon intent. IV. Basic Guidelines The following guidelines should be adhered to ensuring the prompt purchase of supplies and equipment, and to facilitating the efficient operation of the accounts payable process. Pursuant to Section 151.309 of the Texas Tax C ode, the City is a governmental entity and is not subject to the Sales and Use tax. No Sales and Use tax shall be paid by the City. Pursuant to Local Government Code Section 176.006, a vendor shall file a completed conflict of interest questionnaire if the ve ndor has a business relationship with West University Place and has an employment or other business relationship with a West City of West University Place Purchasing Manual Revised April 2016 6 University Place employee or family member of the employee and has given the employee or family member one or more gi fts (as defined by S ection 176.003) or is a family member of a West University Place employee. Purchase   Amount   HUB   Contact   Required?  Required  to   be   Advertised? Council   approval  of   Contract? Petty  Cash?  Procurement   Card?  Requisition/PO   Needed?  < $50  No  No  No  Yes  Yes  No   >$50, <$1,000  No  No  No  No  Yes  No   >$1,000  No  No  No  No   Yes, within   P ‐card  limits  No   >$3,000,   <$50,000  Yes  No  No  No   Yes, within   P ‐card  limits  Yes   >$50,000  No  Yes  Yes  No  No  Yes   1. Purchases of materials with a cost of $50.00 or less should be made with petty cash or with the procurement card. 2. Purchases of $3,000.00 or less but in excess of $50.00, cooperative purchases, and emergency purchases (as defined in Emergencies Section VI) in excess of $50.00 but not over $50,000.00, may be made without a requisition and subsequent PO or with the procurement card. Each Department shall prepare a purchase requisition for subsequent issue of a purchase order for all items that are on annual contracts. 3. Purchases of materials or services with a cost in excess of $3,000.00 shall be made with a Purchase Order (PO) or the procurement card within the assigned limits for the purchaser. A purchase requi sition and the quote information shall be entered into the financial manageme nt software. The source documentation for the quotes shall be uplo aded and attached to the re quisition in the software. A Purchase Order must be issued by the Finance Department before any merchandise can be ordered or service can be performed. After a purchase order number is provided by the Finance Department, the respective Department may place the order with the vendor. PDFs of the PO may be obtained in the Purchase Order sec tion of the financial management software. These PDFs can be e-mailed to the vendor. 4. For expenditures of more than $3,000 but less than $50,000, the City must contact at least two historically underutilized bu sinesses (“HUB”) on a rotating basis. A list of these businesses is available from the Texas Comptroller of Public City of West University Place Purchasing Manual Revised April 2016 7 Accounts at www.window.state.tx.us/procurement . Additionally, the City of Houston website, www.houstontx.gov , includes a list of local HUBs in the MWDBE/SBE Directory on the Business Menu (https://houston.mwdbe.com/FrontEnd/VendorSearchPublic.asp ). If either list fails to identify a HUB in Harris County, the City is exempt from this requirement. Further, when making a purchase through one of the procurement programs listed above, these add itional quotes are not required. 5. All purchases over $50,000.00 shall be ma de by sealed formal bids (unless there is an exception) and presented to the City Council for approval. Pursuant to Government Code section 2252 .908, a business entity must complete a Certificate of Interested Parties (For m 1295) and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. The unique certification number to be used should be identified in the RFQ, RFP or request fo r bid. The business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the certification of filing must be filed with the City. The City must notify the state ethics commission, using the commission’s filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract. The commission will post the completed Form 1295 to its website within seven business days after receiving notice from the City. Information on the implementation of House Bill 1295 is available at https://www.ethics.state.tx.us/tec/1295-Info.htm . A list of frequently asked questions for disclosure of interested parties is available at https://www.ethics.state.tx.us/whatsnew/FAQ_Form1295.html . 6. All contracts for services that have an annual fee payable one time, quarterly or monthly shall be entered on a single requisition for the 12-month period of January 1 through December 31, the city’s fiscal year. The original executed contract shall be attached to the requisiti on in the software and/or on file with the City Secretary’s office, to be maintained electronically in Laserfiche. Those filed in Laserfiche should include the requi sition comment “Docs in Laserfiche”. Contracts for services for which a final fiscal year cost is not easily determined shall be entered on a single requisiti on for the 12-month period of January 1 through December 31. A best guess estimate shall be made by the Department for the total amount needed. The requis ition comments should include “Blanket PO” to signal the Finance Department to ensure the blanket PO selector field is marked on the purchase order. Changes sh all be made to the PO as deemed necessary after Finance receives a wr itten request from the originating department. City of West University Place Purchasing Manual Revised April 2016 8 7. Any expenditure outside these procedures will be considered an unauthorized, personal purchase. The person making this purchase may be held liable for payment of such purchase and subject to the City of West University Place’s progressive disciplinary procedures. V. Petty Cash Fifty dollars ($50.00) is the maximum dollar value for any one purchase from petty cash. Exceptions not to exceed one hundred dollars ($100.00) may be approved by the Finance Director or designee. Any exception must be noted on the receipt or attached documentation explaining the reason for the exception. VI. Emergencies In Texas, an emergency is defined in th e Local Government Code Section 252.022 and includes but is not limited to: 1. A procurement made because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality's residents or to preserve the property of the municipality; 2. A procurement necessary to preserve or protect the public health or safety of the municipality's residents; Emergencies between $3,000.00 - $50,000.00 that occur (after hours) anytime when three (3) competitive bids cannot be received and a Purchase Order (PO) Number cannot be issued, must be declared an "EMERGENCY" by the Department Head. In this situation a purchase can be made without an advance purchase order so that the emergency can be remedied. The department with the emergency must notify the City Manager and Finance Director of the occurrence between 7:30 AM and 5:30 PM during the next regular working day. The Finance Department will then issue a purchase order for the occurrence upon receipt of documentation of the purchase and the qualifying emergency Emergencies over $50,000 that occur (after hours) anytime when three (3) competitive bids cannot be received and a Purchase Order (PO) Number cannot be issued, must be subsequently approved by the City Council. VII. Invoices An invoice is an itemization by the supplier of merchandise purchased. Invoices generally contain the same information that is on the Purchase Order (PO). Vendors are to submit invoices as follows: City of West University Place Attn: Accounts Payable 3800 University Blvd. West University Place, TX 77005 City of West University Place Purchasing Manual Revised April 2016 9 All invoices shall be sent directly to Accounts Paya ble by the supplier. It is the responsibility of the applicable department to ensure that the vendor sends the invoice directly to Accounts Payable by utilizing the “Bill to” address. The “Sold to” address should indicate the department or person to which goods or services were sold. VIII. Credit Memo A Credit Memo from the supplier shall be issued on goods or services returned to the supplier by the user departments. The user department should submit a written request for a change order to the Finance Department, noting the goods returned, and those received in exchange where applicable. The credit memo from the supplier will be entered into the invoicing system to facilitate an electronic r ecord of the credit on the returned goods. The system will apply the credit when future purch ases are made with that supplier. After the department has verified that purchases will no longer be made with that vendor, Finance will contact the supplier to have a check issued for any remaining credit balances. Exchange for goods not listed on, or adding items to, the Purchase Order (PO) is not permitted. A written request for a change order is required to be submitted to the Finance Department. IX. Procurement Cards This policy establishes the procedures for pr ocurement card use. The procurement card is provided to City of West University Pl ace employees based on their need to purchase business related goods and servi ces and is provided to empl oyees solely for the City's convenience. The card is not an entitlement nor ref lective of title or position and may be revoked at any time. Personal charges shall not be made on the card. Cardholders must comply with internal control procedures to protect the City's assets. These procedures include keeping receipts, reviewing monthl y statements and following proper security measures. All related purchasing policies and pr ocedures must be followed when using the procurement card. 1. Procurement Card Definitions: Department Director - Includes the City Manager, City Secretary, Public Works Director, Finance Director, Police Chief, Fire Chief, Human Resources Director, Information Technology Director and Parks and Recreation Director Division Manager - Includes all other Managers not listed as a Department Director. Program Administrator - Finance Department staff designated by the Finance Director. Note: The hierarchy established by these definitions and the use of these titles within this policy is not intended to mirror the nomenclat ure used in the career progression program. City of West University Place Purchasing Manual Revised April 2016 10 2. Procedures Card Issuance – A card will be issued to a City employee upon the Finance Director’s receipt of a written request or approval from the applicable Department Director. An approved individual will r eceive the card after signing a Procurement Cardholder Agreement Form acknowledging r eceipt of this purchasing manual, the assigned credit card and the Quick Start Guide for Cardholders. (See Exhibit B). Once an employee receives his/her card, it shall be signed and kept in a secure place. The employee whose name appears on a card is the only person entitled to use the card. That person is responsible fo r all charges made with the card. Improper use of the card may be considered misappropr iation of City funds, which may result in disciplinary action, up to and including termination. Although the card is issued to the employee, it remains City property and may be rescinded at any time. A Cardholder must surrender his/her card upon request and/or termination of employment. The employee should use the card only for the types of purchases established by this policy. Procurement Card Purchases - The procurement card program does not circumvent the City's purchasing policies and procedures. Instead, it is designed to streamline smaller purchases that are made directly with the vendors in person or via telephone, fax, Internet or mail. The procurement card is NOT to be used for the following commodities and services: • Alcoholic beverages • Capital equipment • Cash advances/travelers checks • Personal items • Split Purchases which are multiple pur chases of less than $3,000 from a single vendor for similar purchases adding up to more than $3,000. • Items available through established annual contracts • Fuel, fluids and repair for personal vehicles • Computer hardware & peripherals not coordinated with the Information Technology Management Department (IT) • Software or software subscrip tions not coordinated with IT Qualified card purchases include, but are not limited to, the following: • Advertising • Freight and shipping charges (Federal Express, UPS, etc.) • Subscriptions (not IT related), books • Seminars, training, memberships, registration, travel (All travel related expenses must comply with the City's Travel Policy) • Catering and delivery services • Goods and Services not exceeding $3,000. • Payment for city utilities (i.e., electricity, natural gas, cable, internet). This method of payment fo r utilities shall be coordinated with and set up by the Finance Department. City of West University Place Purchasing Manual Revised April 2016 11 Each employee's card has been assigned an individual credit limit based on the established spending limits table that follows this paragraph. If that limit is not sufficient to accommodate monthly requirements, the employee may request an increase through their Department Director. Written authorization by a Department Director is required before a Program Administrator will change the credit limit. The following is a table of the spending lim it levels established by this manual. Level Monthly Card Limit Single Transaction Limit A 10,0003,000 B 7,5003,000 C 5,0001,000 D 1,500500 Certain merchants are blocked from the program, and purchases through them will be declined. If the employee feels that his/her purchase has been mistakenly declined, the employee should contact a Program Administrator. Receipt of and Return of Goods & Services - The Cardholder is responsible for ensuring receipt of goods and services and shall follow-up with the vendor to resolve any delivery problems, discrepancies or damaged goods. Items should be returned directly to the vendor by whichever means the vendor requires. The Cardholder is responsible for seeing that proper credit is posted to his or her procurement card account for any returned items. Proof of Purchase Documentation and Reconciliation - With the authority to purchase specific goods and services comes the responsibility to maintain adequate documentation at the source of the tran saction. Documentation must support the legitimate business purpose of all transactio ns made with the procurement card. Examples of supporting documentation include sales receipts, packing slips, copies of order forms or applications, and cash register receipts. Cardholders or a Department Head d esignee must create an invoice in the financial software and att ach supporting documentation, assigning charges to the appropriate account number(s), project co de(s), and work order/job number(s) if applicable. The invoice date shall be the statement date for the transactions. The vendor invoice number format shall be the statement date (mmddyyyy) and the cardholder’s last name (i.e., 04052011smith). The vendor invoice number format may be changed as determined by the Finance Department. City of West University Place Purchasing Manual Revised April 2016 12 If entire card account numbers are printed on any receipts, the Cardholders are required to conceal the first twelve (12) digits of their account number, leaving the last four (4) digits exposed, prior to turning in their purchase documentation. Cardholders will receive a monthly statement a few days after each billing cycle ends. These statements identify all procurement card purch ases and the total dollar amount charged during the billing cycle. Cardholders are required to review their statements for accuracy and to en sure that all the goods and servi ces have been received for which there is a charge. If Cardholders wish to keep their statements, they must keep them secure. If Cardholder s wish to discard their statements, they must do so properly by shredding the document. Please do not forward cardholder statements to Finance. Discrepancies and Dispute Procedures - The Cardholder is responsible for following up with a vendor for any erroneous charges, disputed items, or returns. The Cardholder should contact the vendor first to resolve any outstanding issues. However, a Cardholder may dispute a charge that appears on their account statement. Disputed charges can result from failure to r eceive goods or services, fraud or misuse, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed, etc. Remember: by law, vendors are not permitted to bill a credit card for purchases until the items have been shipped. Finance - Each Department is responsible for ensuring the correct account number, project code, work order number and job num ber is entered for each transaction. If the cardholder does not have authorized financial system access to the account number to which the charge has been aut horized, the cardholder is to contact the Finance Director, Treasurer or Controller to change the account number on the financial system invoice. Lost, Stolen or Compromised Procurement Cards - It is the responsibility of the Cardholder to immediately report a lost, stolen or compromised procurement card. The City of West Un iversity Place is liabl e for all transactions if the card is not immediately reported to the card issuer. A Cardholder must report, in writing, a lost or stolen procurement card to a Program Administrator at the time of the occurrence. The Program Administrator will request a replacement card from the card issuer. Misuse of the Procurement Card - The procurement card reflects the City's trust in the employee and his/her empowerment as a responsible employee of the City of West University Place to safeguard and protect its assets. As a Cardholder, each employee assumes the responsibility for the protection and proper use of the procurement card, including timely reconciliation. The following are a few examples of "Mis use" of the procurement card; this list is not exhaustive, and is included for illustrative purposes only: 1. Personal Misuse : • Purchases using the card for the sole benefit of the employee; clothing and food not authorized by the employee's department City of West University Place Purchasing Manual Revised April 2016 13 • Assignment, transfer, or "loaning" of an individual card to another employee or person • Failure to submit receipts for all purchases on a timely basis • Use of a procurement card by a suspended or terminated employee 2. Administrative Misuse: • Lack of proper and timely reconcilia tion of individual Cardholder account • Card use in direct violation of acquisi tion goals (use of the procurement card for commodities available, through establis hed annual contracts or local suppliers who provide the best value) • Failure to comply with State code requirements to notify Historically Underutilized Businesses • Failure to comply with the City's Insurance Policy and the State code requirements for obtaining insurance certificates for public works contracts. Allegations of misuse of the procurement card will be investigated promptly. The following procedures shall be observed: • Using e-mail, the Cardholder, Supervis or and the Manager will be advised of any instances of non-compliance as they occur. The Manager is required to immediately respond to the email and provide assurances that the matter has been properly addressed. • If the Finance Department does not receive a response from the Division Manager or designee within three (3) business days, an e-mail will be sent to the Cardholder's Manager with a CC to the Department Director. • If a response is not received within three (3) business days of the second e-mail, an e-mail will be sent to the Department Director with a CC to the City Manager. Each employee should be aware that misuse of the procurement card may result in disciplinary action, up to and including termination and criminal prosecution. Procurement Card Audits - To ensure the continued success of the Procurement Card Program, periodic audits will be performed by Finance. The purpose of the audits is to ensure that authorized polici es and procedures are being adhered to by the Cardholders and their respective departments. X. Exemptions from Competitive Bidding Some of the most commonly used exemptions from competitive bidding are listed below. Refer to Local Government Code Section 252.02 2 for a list of general exemptions allowed. 1. Emergency Purchases - Competitive bids and advertising for all bids shall be required, except in the case of public cal amity, where it becomes necessary to act at once to appropriate money to relieve the nece ssity of the citizens of West University Place, or to preserve the property of the City of West University Place, or when it is necessary to preserve or protect the public health of the citizens of West University Place, or in the case of unforeseen damage to public property, machinery or City of West University Place Purchasing Manual Revised April 2016 14 equipment. Any of the previously mentioned conditions shall constitute an emergency. Emergency purchases of $50,000 or greater shall be subsequently ratified by Council. 2. Sole Source Purchases – Purchases available from only one supplier or manufacturer are exempt from competitive bidding requirements. The Department declaring a sole source purchase may be required to certify that ot her reasonable sources of supply do not exist. Some sole source items might include: a. Items that are patented, copyrighted, secret processes, or natural monopolies; b. Films, manuscripts, or books; c. Gas, water, and other utility services; d. Captive replacement parts or components for equipment; e. Books, papers, and other library materials for a public library that are available only from the persons holding exclusive distribution rights to the materials, and f. Management services provided by a nonprofit organization to a municipal museum, park, zoo, or other facility to which the organization has provided significant financial or other benefits. 3. Professional Services as described in G overnment Code 2254.003 – Procurements for personal, professional, or planning serv ices is exempt from competitive bidding requirements. The Request for Proposal process is encouraged as time and the situation permits. The selection of professional se rvices must be made on the basis of demonstrated competence and qualifications for a fair and reasonable price. Professional fees under the contract must be consistent with and not higher than the recommended practices and fees published by the applicable professional associations; and may not exceed any maximum provided by law. With respect to contracting for construction projects, the council may determ ine that a selection method described in Government Code Chapter 2267 provides a better value for the City. City of West University Place Purchasing Manual Revised April 2016 15 Appendix A Definitions The following definitions are intended to assi st the reader in understanding the language used throughout this manual. When using this manual, if there is a word or words that are not clearly understood and if is not defined in this section, please do not hesitate to contact the Finance Department for clarification and/or interpretation. Award - Approval by the City Council, City Mana ger, Finance Director or their designee, under whose authority a purchase order is issued. Best Value - If the sealed competitive bidding requ irement applies to the contract for goods or services, the contract may be awarded to the lowest responsible bidder or to the bidder who provides goods or services at the best value for the City. In determining the best value for the City, we may consider: ♦ the purchase price; ♦ the reputation of the bidder and of the bidder's goods or services; ♦ the quality of the bidde r's goods or services; ♦ the extent to which the goods or services meet the City's needs; ♦ the bidder's past relationship with the City; ♦ the impact on the ability of the City to comply with laws and rules relating to contracting with historically underuti lized businesses and non-profit organizations employing persons with disabilities; ♦ the total long-term cost to the City to ac quire the bidder's goods or services, and ♦ any relevant criteria specifically listed in the request for bids or proposals Bid Advertisement – A public notice put in a newspa per of general circulation, containing information about a Notice to Bi dders, a Request for Proposal or a Request for Qualifications. Bid and RFQ notices may be posted electronically on the City website at www.westutx.gov . Bid List - A list of vendors who have indicated in writing an interest in submitting bids for particular categories of goods and services. Due to decentra lized purchasing, the City of West University Place currently does not maintain a bid list. Bonds Bid bond - A bond required of a contractor that ensure s that the contractor will enter into the contract for which he has submitted a formal written bid and/or proposal. Payment bond - A bond required that ensures that a ll suppliers and subcontractors of the contractor will be paid for work and/or mate rial supplied in the c ourse of the contract. Chapter 2253.021 (a)(2)(B) of the Government Code requires a payment bond for any public works construction project that ex ceeds $50,000.00. Performance bond - A bond required that guarantees vendor performance during the execution of the contract. Chapter 2253.021 (a)(1 ) of the General Government Code requires a performance bond for any public works c onstruction project that exceeds $100,000.00. Capital Equipment - Generally, property with a useful life of two or more years and a purchase cost of at least $5,000. City of West University Place Purchasing Manual Revised April 2016 16 Commodity Code or MCC Code - A specific group of goods or services categorized into distinct classes that have been assigned a num erical reference number within the purchasing and inventory system. Competitive Bidding - The process wherein a vendor openly competes with other vendors, through a formal or informal process, for the City's business. Component Purchases - Purchases of component parts, which in normal purchasing practices would be purchased in one purchase. Consulting Services - The service of studying or advising the City under a contract that does not involve the traditional relationship of employer and employee. Contract - An agreement between the City and a Supplier to furnish supplies and/or services over a designated period of time, during which purchases are made of the commodity specified. Contractor - The successful vendor(s) awarded a contr act by the City of West University Place. Cooperative purchase – a procurement conducted by, or on behalf of, more than one public procurement unit, or by a public procurement unit with an external procurement unit. Examples include, but are not limited to Buy Board, GSA Cooperative Purchasing Program, Texas Department of Information Resources (DIR), Texas Procurement & Support Services (TPASS) and TxSmartBuy. Delivery Date - The date by which goods or services are needed. Emergency - Purchases that are made to meet a critical, unforeseen need of the City, where the City's ability to serve the public would be impaired if the purchase is not made immediately. Emergency purchases are exempt from standard purchasing procedures and must qualify for exemption as outlined in Local Government Code 252.022 – General Exemptions. Encumbrance - The process wherein the City reserves funds for the purchase of supplies, goods, services, and equipment in one budgetary-accounting period, and pays for the purchase in another budgetary-accounting period. Expedite - When the purchasing process is accel erated through normal procedures in order to prevent work stoppage or loss of government's money. FOB Destination Point - Free on Board (FOB); the vendor pays freight charges to the destination; title to goods passe s to buyer at his receiving dock; freight claims must be filed and handled by the seller. FOB Shipping Point - Free on Board (FOB); shipment becomes 'collect' from seller's shipping dock; freight charges may be prepai d and added to the invoice; title to goods passes to buyer at the shipping dock of seller; freight claims must be filed and handled by buyer. City of West University Place Purchasing Manual Revised April 2016 17 Goods - A generic term that includes all types of property to be purchased by the City; equipment, supplies, materials, component and repair parts. Lowest Responsible Bidder - This is the vendor who offers the lowest bid which meets all the specifications, requirements, terms and cond itions of the Invitation to Bid. It is expressly understood that the lo west responsible bid includes an y related costs to the City, using a total cost concept. The term "responsible " refers to the financial and practical ability of the bidder to perform the contract. The term is also used to refer to the experience or safety record of the vendor. Personal Services - Services provided to the City personally by a particular individual. Any contribution of machinery and equipment compared to total cost must be substantially less than the contribution of wages. Planning Services - Services primarily intended to guide the City to ensure the orderly and coordinated development of land areas. Professional Services - Services rendered by a person or firm that requires years of education and service for one to attain comp etence and which calls for high order of intelligence, skill, and learning as described in Government Code 2254.003 (Mental or intellectual skills, rather than physical or manual). Purchase - An act that includes the acquisition of goods or services, to include the act of leasing personal or real property. Separate, sequential, and component purchases shall be treated as a single purchase. Purchase Order - A formal, binding, legal agreement issued by the City. A purchase order is requested by a departmental requisition that details the merchandise or services required. When accepted by a vendor without qu alifications within a specified time period, the agreement becomes a contract. A Purch ase Order grants the vendor the authority to deliver the goods or services a nd invoice for the same. It is the City's commitment to accept the goods or services and pay for them at the agreed price. Request for Bid (RFB) - A formal written document that requests from bidders a firm price and delivery details for specified mercha ndise listed on a purchase requisition. An Invitation to Bid is always required when the an ticipated level of expenditure will be greater than $50,000. It may also be used any time the Finance Director, the Department Head, or the City Manager feels it is justified. Request for Proposal (RFP) - A formal written document requesting that potential vendors make an offer for services to the City. The RFP method of procurement may be used for goods or services including high tec hnology and insurance when it is determined that the proposal process provides the best value to the City. When the RFP is used for the selection of professional services as allowed in the Local Government Code 252.022(a)(4), the City shall comply with Go vernment Code 2254.003 in the procurement of these services. The City sh all not award a contract for these services based on competitive bids but shall make the selection and award on the basis of demonstrated competence and qualifications for a fair and reasonable price. Fees must be consistent with and not higher than the recommended practices and fees published by the applicable professional associations and may not exceed any maximum(s) provided by law. City of West University Place Purchasing Manual Revised April 2016 18 Request for Qualifications (RFQ) - a formal written document used when soliciting providers of architectural, engineering or land surveying services. The City shall comply with Government Code 2254.004 in the procurement of these services. The City must first select the most highly qualified provider of those services on the basis of demonstrated competence and qualifications. After a firm has been selected based on qualifications and experience, then a fair and reasonable fee shall be negotiated. If a satisfactory contract cannot be negotiated with the most highly qualified provider of architectural, engineering, or land survey ing services, the City shall formally end negotiations with that firm and select the next most highly qualified firm and begin negotiations with that provider for a fair and reasonable price. Requisition - The source document for all purchasi ng activity. This form communicates a department's needs to the Finance Department and authorizes the Finance Department to enter into a contractual relatio nship for delivery of the goods and/or services. A requisition is for communicating internal requirements and should not be used by the departments for the order and delivery of goods and/or services. Separate or Split purchases - Purchases made separately of items that in normal purchasing practices would be purch ased in one purchase. Sequential Purchases - Purchases made over a period of time for items that in normal purchasing practices would be purchased in one purchase. Services - A generic term to include all work or labor performed for the City on an independent contractor basis, including mainte nance, construction, manual, clerical or professional services. Sole Source - Purchases of goods or services that are available from only one supplier. There may be just one vendor because of pate nts or copyrights, or simply because the vendor is the only one that supplies the good or service. These purchases are exempt from the standard bidding requirement and must qualify as outlined in Local Government Code 252.022. Specifications - Statements containing a detailed descrip tion of the terms of the contract, as well as specific details for the goods and/or se rvices. The details or specifications should be descriptive, but not restrictive. State Contract Purchase - An item available through the State of Texas Procurement & Support Services (TPASS). The State has public ly advertised and received qualified bids for specific items. These appear on a listing periodically published by the State. The City of West University Place has elected to par ticipate in the cooperative purchasing program for governmental subdivisions and other state agencies. Surplus - Item(s) no longer needed by a department, regardless of its value or condition. Vendor - A generic term applied to individuals and companies alike, who provide goods and services to the City. City of West University Place Purchasing Manual Revised April 2016 19 Appendix B City of West University Place Cardholder Agreement Participating Employee Acknowledgment of Responsibilities By participating in the City of West University Place’s procurement card program as a cardholder, you assume responsibil ities pertaining to the operation and administration of the procurement card program as outlined in the City’s purchasing manual. You acknowledge receipt of your assigned cr edit card and the City’s Purchasing Manual. This manual includes the Quic k Start Guide for Cardholders. By signing below, I acknowledge that I ha ve read and agree to the terms and conditions of this document. I certify that as a participating cardholder of the City of West University Place procurement card program, I understand and assume the responsibilities listed above. ________________________________________ _______________________________ Employee Signature Title ________________________________________ _______________________________ Name (Print) Date ________________________________________ _______________________________ Department Head Signature Title ________________________________________ _______________________________ Name (Print) Date Cardholder and Department: Retain one copy each and forward original to the Finance Director. Treasury and Trade Solutions CitiManager ® Quick Start Guide Cardholders March 2015 1 CitiManager Quick Start Guide — Cardholders | Table of Contents Table of Contents Self-register as a Cardholder ......................................................2 Log In/Out of the CitiManager Site ...........................................5 Reset Forgotten Password ...........................................................6 Retrieve Forgotten Username ....................................................8 View Statements ............................................................................10 Print Statements ............................................................................11 View Unbilled Transactions .........................................................13 Update User Profile .......................................................................15 Update Preferences .......................................................................17 Set Alerts ..........................................................................................19 2 CitiManager Quick Start Guide — Cardholders | Self-register as a Cardholder Self-register as a Cardholder Key Concepts To access your statements online, you must self-register for the CitiManager ® Site. There are two possible self-registration options for cardholders who already have a card account. Based on your organization’s settings, you will complete the registration process using one of the following: • Registration ID and Passcode: If your organization uses this option, Citi will send you two emails once a transaction has posted to your account; one with your Registration ID and another with your Registration Passcode. These emails are required during the registration process. Once you receive your registration details, you must register within 60 days or your details will expire. You will be reminded every 15 days until your registration is complete. • Card Information: Use the card number, account name and address from your billing statement to register. The account name, address and zip code must match what appears on your billing statement exactly. Step-by-Step Instructions Screen Step/Action CitiManager Site Login Screen 1. Navigate to citimanager.com/login . 2. From the CitiManager Site Login screen, click the Self-registration for Cardholders link. The Self-registration for Cardholders screen displays. Self-registration for Cardholders Screen 3. Select the Registration ID/Passcode radio button, click the Continue button and proceed to Step 4, OR Select the Fill the card’s data radio button, click the Continue button and proceed to Step 7. 3 CitiManager Quick Start Guide — Cardholders | Self-register as a Cardholder Screen Step/Action Self-registration for Cardholders Screen — Registration Details 4. In the Registration ID field, type the Registration ID supplied in the email sent from Citi. 5. In the Registration Passcode field, type the Passcode supplied in the email sent from Citi. 6. Click the Continue button and proceed to Step 11. The Sign on Details screen displays. Self-registration for Cardholders Screen — Card Details 7. In the Card number field, type your card number exactly as it appears on your billing statement, no spaces or dashes. 8. In the Account name field, type your account name exactly as it appears on your billing statement. 9. In the Contact details section, enter the billing address for your card exactly as it appears on your billing statement. An asterisk (*) indicates a required field. Note: If you use a nine-digit zip code, enter all nine digits. 10. Click the Continue button. The Sign on details screen displays. Sign on details Screen 11. Complete the required fields (*) for self- registration. Note: A username is not case-sensitive. It must be between six and 50 characters, may contain letters, numbers and special characters, cannot contain spaces, cannot contain only numbers. Passwords are case-sensitive and must have six to 18 characters. At least one letter is required and it must contain at least one number. 12. When you are finished, click the Continue button. The Challenge Question selection screen displays. 4 CitiManager Quick Start Guide — Cardholders | Self-register as a Cardholder Screen Step/Action Challenge Question Screen 13. From the Challenge Question drop-down lists, select three challenge questions and enter and confirm an answer for each. Note: You will be required to answer one of your selected challenge questions with each subsequent login. 14. Click the Save button. The CitiManager Site Home screen displays and the self-registration process is complete. 5 CitiManager Quick Start Guide — Cardholders | Log In/Out of the CitiManager Site Log In/Out of the CitiManager Site Key Concepts A username and password are required to access the CitiManager Site. If you do not have a CitiManager Site username and password, consult your Program Administrator so they can set you up with the necessary access. When you are finished using the CitiManager Site, always use the Logout button. Do not close the application by using the browser Close (X) button. Step-by-Step Instructions Screen Step/Action CitiManager Site Login Screen 1. Navigate to citimanager.com/login . 2. From the CitiManager Site Login screen, type your Username and Password in the required fields. 3. Click the Login button. The Challenge Question screen displays. Note: If the system determines it necessary, the One-time Passcode receipt option screen displays. Otherwise, the Challenge Question screen displays. If a one-time passcode is required, select a receipt option and then enter the eight-digit passcode once it is received. Challenge Question Screen 4. In the challenge question field, type the answer to the challenge question. 5. Click the Continue button. The CitiManager Site Home screen displays. You have successfully logged into the CitiManager Site. Logout 6. To log out of the CitiManager Site, click Logout at the top right of any screen. The CitiManager Site Login screen displays. 6 CitiManager Quick Start Guide — Cardholders | Reset Forgotten Password Reset Forgotten Password Key Concepts If you forget your password, it is necessary to reset your password in order to log in to the CitiManager Site. To reset your password, the following information is required: • A valid username • The last six digits of the account number Step-by-Step Instructions Screen Step/Action CitiManager Site Login Screen 1. Navigate to citimanager.com/login . 2. From the CitiManager Site Login screen, click the Forgot password? link. The Forgot password screen displays. Forgot Password Screen 3. Select the Cardholder radio button. 4. In the Username field, type your username. 5. In the Account number (Last 6 digits) field, type the last six digits of your account number. 6. Click the Continue button. The Challenge Question screen displays. 7 CitiManager Quick Start Guide — Cardholders | Reset Forgotten Password Screen Step/Action Challenge Question Screen 7. In the challenge question field, type the answer to the challenge question and click the Continue button. Note: You have three attempts to answer the challenge question correctly. The Create New Password screen displays. Create New Password Screen 8. Enter and confirm your New password. Note: Passwords are case-sensitive and must have six to 18 characters. At least one letter is required, it must contain at least one number and cannot be the same as your last three passwords. 9. Click the Save button. Your new password is saved and the CitiManager Site Login screen displays. 8 CitiManager Quick Start Guide — Cardholders | Retrieve Forgotten Username Retrieve Forgotten Username Key Concepts If you have forgotten your username, you will need to retrieve it in order to log into the CitiManager Site. Your username will be sent to the email address on file. To retrieve your username, the following information is required: • Account name as it appears on your card • Account number (Full number) Step-by-Step Instructions Screen Step/Action CitiManager Site Login Screen 1. Navigate to citimanager.com/login . 2. From the CitiManager Site Login screen, click the Forgot username? link. The Forgot sign on - username screen displays. Forgot Sign On — Username Screen 3. Select the Cardholder radio button. 4. In the Embossed Name field, type your name as it appears on your card. 5. In the Account number (Full number) field, type your full account number. 6. Click the Continue button. The Challenge Question screen displays. 9 CitiManager Quick Start Guide — Cardholders | Retrieve Forgotten Username Screen Step/Action Challenge Question Screen 7. In the challenge question field, type the answer to the challenge question and click the Continue button. Note: You have three attempts to answer the challenge question correctly. The system sends an email with the correct username to the email address on file. 10 CitiManager Quick Start Guide — Cardholders | View Statements View Statements Key Concepts Your statement displays the following information: • Card details • Payment history • Account balances • Transaction details The most recent statement displays but it is possible to view statements from the previous 36 months. Step-by-Step Instructions Screen Step/Action Home Screen 1. From the CitiManager Site Home screen, click the Statement tab. The Statement screen displays the most recent statement. Statement Screen 2. To view a previous statement, from the Statement date drop-down list, select the desired statement. The statement for the selected date displays. 11 CitiManager Quick Start Guide — Cardholders | Print Statements Print Statements Key Concepts From the Statement screen, it is possible to print a copy of your statement. The statement is printed as an Adobe PDF (Portable Document Format) document. Step-by-Step Instructions Screen Step/Action Home Screen 1. From the CitiManager Site Home screen, click the Statement tab. The Statement screen displays the most recent statement. Statement Screen 2. Use the current statement or select a previous statement from the Statement date drop-down list, then click the Print button. A print confirmation message displays. Print Confirmation Message 3. Click the OK button. A File Download message displays. 12 CitiManager Quick Start Guide — Cardholders | Print Statements Screen Step/Action File Download Message 4. To open the printable statement, click the Open button. The printable document displays in PDF format. Note: Depending on your PC settings, you may need to allow pop-ups for the statement to display. Statement — PDF 5. From the PDF window, click the Print button. The Print window displays. 6. Select your printer and set any printer preferences. 7. When you are finished, click the OK button. The statement is printed on the designated printer. 13 CitiManager Quick Start Guide — Cardholders | View Unbilled Transactions View Unbilled Transactions Key Concepts The CitiManager Site allows you to view transactions as they post. Unbilled transactions are all transactions that have posted to your account since your last statement. You can view unbilled transactions before your next billing statement is generated. The unbilled transactions displayed will appear on your next statement and are not part of your current statement. Step-by-Step Instructions Screen Step/Action Home Screen 1. From the CitiManager Site Home screen, click the Statement tab. The Statement screen displays the most recent statement. 14 CitiManager Quick Start Guide — Cardholders | View Unbilled Transactions Screen Step/Action Statement Screen Unbilled Transactions Screen 2. Click the Unbilled Transactions sub-tab. The Unbilled Transactions screen displays. 15 CitiManager Quick Start Guide — Cardholders | Update User Profile Update User Profile Key Concepts If any of your contact information changes, it’s important to update it on the CitiManager Site. Changes that would require an update include: • Your name has changed due to a change in marital status. • You’ve moved and have a new home address and phone number. • Your username has been compromised in some way. Step-by-Step Instructions Screen Step/Action Home Screen 1. From the CitiManager Site Home screen, click the My Profile tab. The My Profile screen displays. My Profile Screen 2. Click the Update user profile link. The Update User Details screen displays. Note: The profile information displays in four sections — Personal details , Contact details , User Role(s) and Hierarchy , and Entitlements . 16 CitiManager Quick Start Guide — Cardholders | Update User Profile Screen Step/Action Update User Details Screen 3. To change your title, username, first name or last name, click the expand button to the left of the Personal details section header, AND/OR To change your contact details, click the expand button to the left of the Contact details section header. 4. Make the desired changes and click the Continue button. The verification screen displays. 5. Review your changes and click the Save button. Your profile is updated and a confirmation message displays. Note: While you can view User Role(s) and Hierarchy and Entitlements sections as a cardholder, these sections can only be changed by your Program Administrator. 17 CitiManager Quick Start Guide — Cardholders | Update Preferences Update Preferences Key Concepts You can change your verification questions, location or time zone in the CitiManager Site. As a CitiManager Site user, you may contact the Help Desk at any time if you have questions regarding the site. When you call, you will be asked a verification question to confirm your status with Citi. You can change your verification question and answer (Corporate and Federal Government clients only) on the User Profile screen. Step-by-Step Instructions Screen Step/Action Home Screen 1. From the CitiManager Site Home screen, click the My Profile tab. The My Profile screen displays. My Profile Screen 2. Click the Update preferences link. The Update Preferences screen displays. 18 CitiManager Quick Start Guide — Cardholders | Update Preferences Screen Step/Action Update Preferences Screen 3. Make any desired changes and click the Save button. A confirmation message displays at the top of the screen. 19 CitiManager Quick Start Guide — Cardholders | Set Alerts Set Alerts Key Concepts As a cardholder, you can set alerts so notifications are automatically sent via email or to your mobile device when certain selected activity occurs on your account. For example, you will be notified when your statement is available or when you are within a certain percentage of your credit limit. You can receive these alerts either by email or a text message to your mobile device. It is also possible to pick certain days and times to receive the mobile alerts. Step-by-Step Instructions Screen Step/Action Home Screen 1. From the CitiManager Site Home screen, click the My Profile tab. The My Profile screen displays. My Profile Screen 2. Click the Alerts link. The Set Alerts screen displays. 20 CitiManager Quick Start Guide — Cardholders | Set Alerts Screen Step/Action Set Alerts Screen 3. Select the desired email and/or mobile alerts. Note: Some alerts may be greyed out and unavailable. Available alerts are set by your Program Administrator. Set Alerts Screen - Continued 4. If selecting any mobile alerts, type your specific Country Code (1 for U.S.), your Mobile number (no spaces), and select your Carrier from the drop-down list. 5. For email alerts, click the Manage Email Address link. The User Profile Email Address screen displays. 6. Enter and confirm up to five email addresses, then click the Save button. The Set Alerts screen re-displays. 7. If you wish to receive your mobile alerts on specific days/times, expand the Mobile Alerts Time Preferences section. 8. Select your Time zone , a From time and To time , along with specific Day(s) you would like to receive your mobile alerts. 9. Confirm the Terms & Conditions by clicking the check-box, then click the Save button. A confirmation message displays at the top of the screen. Treasury and Trade Solutions citi.com/treasuryandtradesolutions © 2015 Citibank, N.A. All rights reserved. Citi and Arc Design and CitiManager are registered service marks of Citigroup Inc. 1294801 GTS26473 03/15