05-12-26 City Council Workshop Packet

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5 | P a g e City of Victoria Purchasing Policy Adopted by the City Council 2015-04-13 o Statement: “Proposers are solely responsible for delivery of their proposals to the City before the deadline. Any proposal received after the deadline will not be considered and will be returned.” o Information about where questions should be directed Attach a copy of the agreement proposed to be used for the project, including the City’s insurance certificate. The agreement includes provisions to which the firm must agree, so it is important that they see the agreement up front. It is suggested that the RFP be submitted to the City attorney for review prior to distribution. LEASE PURCHASES All operating and capital lease agreements require approval through the Finance Department and legal counsel prior to initiating a lease. Staff will conduct a lease versus buy analysis to determine the most cost-effective method. ON-LINE PURCHASES The following guidelines are recommended for purchasing products over the internet:  Purchases should be made only from vendors that use secure servers for e-commerce.  Standard purchasing guidelines should be followed. VI. Payment The City of Victoria uses various processes in making payments for goods and services. STANDARD PURCHASE ORDERS Purchase orders are used when required by the vendor to acknowledge the City’s request for goods and services. A copy of the purchase order will be sent to the vendor when requested.  The purchase order number used will be a combination of the department and the sequence of orders issued for the year, e.g., the second purchase order for public works in 2014 would be PW -201401.  Return an invoice for payment to the Finance Department when the purchase order is complete. CHECK REQUESTS The Finance Department policy is for bills to be paid on the claims list. For certain exceptions, requests for checks may be used under the following guidelines:  Requests for checks are for payments that need to be made prior to the claims list. Examples include discounts, avoiding late charges, or purchases requiring payment with an order. BLANKET PURCHASE ORDERS, CHARGE ACCOUNTS, AND HOUSE ACCOUNTS The City uses charge accounts and house accounts for frequently used vendors. This process requires submission of a receipt with an account code and department approval. All new open accounts must be authorized by the requesting department director and the Finance Department.