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    8. m.    
BAYTOWN CITY COUNCIL MEETING
Meeting Date: 06/11/2020  
Subject:    Amend Purchasing Policy
Prepared for: Victor Brownlees Prepared by: Leticia Brysch, City Clerk's Office
Department: Finance  

Information
ITEM
Consider a resolution amending the City of Baytown Purchasing Policy (i) to add rules for electronic bidding (ii) to add alternative delivery methods for construction contracts, and (iii) to add related practices to comply with all applicable federal statutes and regulations. 
PREFACE
This proposed resolution amends the City of Baytown (the "City") Purchasing Policy (the "policy") (i) to add rules for electronic bidding (ii) to add alternative delivery methods for construction contracts, and (iii) to add related practices to comply with all applicable federal statutes and regulations. 
  1. Electronic bids/proposals.  The first amendment to the City’s policy sets forth the addition of electronic bidding (e-bids) to the acceptable methods of procurement.   Electronic bidding and sealed bids or proposals shall be in accordance with the proposed rules of the City Council, which ensure not only the identification, security, and confidentiality of electronic bids but also the electronic bids remain effectively unopened until the proper time. The e-bids shall not be opened or printed until after the bid offer closes.  Electronic bidding method of procurements allows a greater reach when soliciting bids and stimulates competitive bidding in order to provide materials and services at the lowest price and highest quality possible. The City will utilize an online bidding system to support its transparency efforts by providing real-time information on open and closed solicitations, and provides an easy and convenient portal for vendors. It can also automate tabulations to reduce potential errors. Staff anticipates implementation of the new portal beginning June 12, 2020.
  2. Alternate Delivery Methods/Allocation of Responsibilities.  The second amendment to the City's purchasing policy to distribute the responsibilities for construction contracts between the Public Works and Engineering Departments and the Purchasing Division and updates the policy with the various alternate delivery methods authorized by Chapter 2269 of the Texas Government Code, including:
    1. Competitive sealed bids,
    2. Competitive sealed proposals,
    3. Construction manager-at-risk,
    4. Design-Build,
    5. Construction Manager-Agent, and
    6. Job order contracting.
  3. The third amendment to the City’s policy sets forth compliance to federal law, ensuring that the City’s procurement policy and practices are in accordance with all applicable Federal statutes and regulations, including the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. §§ 200.317 to 200.326.  This amendment sets forth guidance for procurement using federal fund and covers a variety of types of procurement including unit price bids, competitive sealed proposals, including professional services and construction services ensuring fair and open solicitations. 
These proposed amendments will allow for updates to accommodate procurement with available technology in response to the COVID-19 Disaster and allow the City to procure the necessary professional and construction services for upcoming federal grant funded projects.
 
RECOMMENDATION
Staff recommends approval.

Fiscal Impact
Fiscal Year:
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Source of Funds (Operating/Capital/Bonds):
Funds Budgeted Y/N:
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Fiscal Impact (Additional Information):
There is no fiscal impact associated with this item.
Attachments
Resolution - Amend Purchasing Policy
Exhibit A - Purchasing Policy
Appendix B
Appendix C
Appendix D

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