AI- 36526
Purchasing Department 23.D.1.
CC REGULAR
- Meeting Date:
- 01/22/2013
- Submitted For:
- IT and DBM
- Submitted By:
- Marty Salazar, PURCHASING DEPT.
- Department:
- PURCHASING DEPT.
Information
CAPTION
a. Requesting approval by CC of an "exception" to Hidalgo County's Purchasing Policies and Procedures that requires at least three (3) quotes for requisitions of $1K but less that $5K for the IDTECH Human Interface Devices w/Software Programming Services acquired through PO#679807 to Hamer Enterprises-$4,500.00 as two (2) usable quotes were secured and two (2) "no bids" received and further complicated by time sensitive constraints in order to complete;
b. Acceptance and approval of Invoice#2194 (through PO#679807) dated 8-31-2012 in the amount of $4,500.00 from Hamer Enterprises with authority for Hidalgo County Treasurer to issue payment once all processing procedures completed by Hidalgo County Auditor;
c. Acceptance, approval and adoption of the following change(s) to applicable Articles 8.02 and 8.03 under the current Hidalgo County Purchasing Policies & Procedures effective today, January 22, 2013 to reflect the addition of item d below:
1. Article 8.02 Non-Delegate Purchaises Not Exceeding $5,000.00-Page 10 of 73:
8.02.01 An authorized personal shall complete a Form HCPD-01 which shall include the listing of at least three (3) potential suppliers, together with verbal or telephone quotations from such suppliers. Vendors who are locate throughout the County and state should be contacted. A record of all quotations (written or taken by telephone) shall be maintained. The list of vendors contacted should be rotated so hat over time, all vendors are contacted approximately equally.;
2. Article 8.03 Purchases Between $5,000.01 and $25,0000.00:
8.03.01 An authorized person shall compelte a Form HCPD-01 which shall include the listing of at least three (3) potentional suppliers. Vendors who are located throughout the County and state should be contacted. A record of all the quotations shall be maintained. The list of cndors contacted should be rotated so that over time, all venodrs are contacted approximately equally.
d. Unless the Purchasing Agent determines and states in writing that the required three (3) verbal, telephone or written quotations could not be obtained and that due diligence was attempted and demonstrated by the department(s).
b. Acceptance and approval of Invoice#2194 (through PO#679807) dated 8-31-2012 in the amount of $4,500.00 from Hamer Enterprises with authority for Hidalgo County Treasurer to issue payment once all processing procedures completed by Hidalgo County Auditor;
c. Acceptance, approval and adoption of the following change(s) to applicable Articles 8.02 and 8.03 under the current Hidalgo County Purchasing Policies & Procedures effective today, January 22, 2013 to reflect the addition of item d below:
1. Article 8.02 Non-Delegate Purchaises Not Exceeding $5,000.00-Page 10 of 73:
8.02.01 An authorized personal shall complete a Form HCPD-01 which shall include the listing of at least three (3) potential suppliers, together with verbal or telephone quotations from such suppliers. Vendors who are locate throughout the County and state should be contacted. A record of all quotations (written or taken by telephone) shall be maintained. The list of vendors contacted should be rotated so hat over time, all vendors are contacted approximately equally.;
2. Article 8.03 Purchases Between $5,000.01 and $25,0000.00:
8.03.01 An authorized person shall compelte a Form HCPD-01 which shall include the listing of at least three (3) potentional suppliers. Vendors who are located throughout the County and state should be contacted. A record of all the quotations shall be maintained. The list of cndors contacted should be rotated so that over time, all venodrs are contacted approximately equally.
d. Unless the Purchasing Agent determines and states in writing that the required three (3) verbal, telephone or written quotations could not be obtained and that due diligence was attempted and demonstrated by the department(s).
BACKGROUND
Fiscal Impact
- FISCAL YEAR:
- 2012
- ACCT. #:
- 2-1242-412-00-060-001-0-601
- FUNDS AVAILABLE Y/N?:
- Y
- MATCHING FUNDS Y/N?:
BUDGETARY IMPACT:
PO #679807 for Hamer Enterprises; funds available as of 1-18-13Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Purchasing / Internal | msalazar | 01/18/2013 04:01 PM |
| Budget and Management | Obdett Calzada | 01/18/2013 04:03 PM |
| Auditor's Office | Alejandro Garcia | 01/18/2013 05:27 PM |
- Form Started By:
- msalazar
- Started On:
- 01/17/2013 04:38 PM
- Final Approval Date:
- 01/18/2013