To provide procurement services to internal and external customers that are high quality, responsive, timely and cost effective, while complying with all local ordinances, state statutes, and regulations.
To obtain and/or make available (inventory) those supplies required by City Departments and Governing Bodies to successfully provide community services in a timely, cost effective and quality manner.
Attention New Vendors
In order to do business with the City of Corpus Christi's Purchasing Division, vendors are required to register electronically through the City's Supplier Portal. For registration and instructions, go to Supplier Portal Information or contact the Purchasing Division at (361) 826-3160.
It is the responsibility of the Purchasing Division to purchase equipment, materials, and supplies and to procure services needed by the various City departments. In addition, the Purchasing Division disposes of surplus personal property and materials. The City works to maintain goodwill between City departments and suppliers. Toward this end, we strive to:
- Give all salespeople the information needed to do business with the City.
- Keep competition open and fair.
- Observe the highest ethics in all transactions and correspondence.
Because applicable laws require protection of public funds, there are a few special requirements in doing business the City. The Purchasing Division is here to help you in every possible way to become one of our valued suppliers/contractors. All firms, companies, or participants will be afforded equal opportunities to submit bids and proposals and be considered for contracts. Participants will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.
The Purchasing Division is the central buying agency for the City in the purchase of equipment, materials, supplies and services. Purchases in excess of $50,000 are subject to the approval of the City Council. Contracts involving the expenditure of more than $50,000 require advertising in the newspaper. Notice of time and place when and where sealed bids or proposals will be received will be published once a week for two consecutive weeks prior to the time set for opening such bids or receipt of proposals. The date of the first publication will be at least fourteen (14) days prior to the date set for the bid opening. Although formal advertising is not required for expenditures less than $50,000, an opportunity for competitive bidding will be given.
The City has designated two City procurement and contracting agencies for goods and services: Engineering for construction, architectural and engineering services; and Purchasing for all equipment, materials, and supplies.
Request for Supplier Information
Suppliers wanting to do business with the City are required to follow the instructions found at Supplier Portal Information.
We request that all suppliers certify whether or not they are a historically underutilized business. Please visit the following website for information on becoming a HUB: https://comptroller.texas.gov/purchasing/
The intent of the City Charter is to provide for the most advantageous offer under competitive conditions. The following types of solicitations are used by the City:
- Request for Bids (RFB)
- Request for Qualifications (RFQ)
Requests for Proposals (RFP)
The City uses Requests for Proposals (RFP) when qualifications are as important as cost. The RFP provides information to the potential bidder, including a work statement, timeframes, and specific criteria to be used in evaluating a proposal. The RFP requests information, such as an understanding of the work to be done, the approach to be used and data. Pricing, which sometimes includes a price breakdown or cost schedule, must show that the element of cost to the City is adequately considered.
Proposals are not opened at a public meeting in order to avoid disclosure of contents to other proposers during the review. Discussion may be conducted with responsible proposers who submit proposals likely to be selected for award. The purpose is to clarify and ensure full understanding of, and responsiveness to, the solicitation requirements. On occasion, proposers are requested to submit best and finals offers. In conducting discussions, there will be no disclosure of any information derived from proposals submitted by other proposers. The contract file will contain the basis on which the award is made.
Public Accessibility to Bids and Proposals
Bid tabulations are available to interested parties after public bid opening. Copies of data and information submitted in proposals are not available prior to the time and place the contract is being considered for approval by the City Council or awarded by the City. As provided by Texas Local Government Code, 252.049, trade secrets and confidential information are not open for public information. Copies are subject to the City's standard charges for public records.
The City may enter into cooperative buying arrangements with other local governmental agencies. This may be done by:
- Joining with other political subdivisions in creating a purchasing administrative agency, or
- Designating an existing political subdivision in creating a purchase contract, or
- Acting as an agent for other local political subdivisions in administering an inter-local purchase contract or
- Utilizing cooperative contracts established by other cooperative agencies
Invoices and Payments
The supplier shall submit separate invoices which indicate the corresponding purchase order number and shall comply with the items and cost listed on the purchase order. Mail to: Financial Services - Accounts Payable, P.O. Box 9277, Corpus Christi, TX 78469. Payment is due from the City 30 days after the City is in receipt of such documents and after delivery. Suppliers should keep the Financial Services Department advised of any changes in remittance addresses.
Types of Contracts
There are three (3) types of contracts used by the City:
- Purchase Order:
This contract method is used for one-time purchases or blanket order purchases of goods.
- Supply Agreements:
This method is used when firm supplies are desired for a given period of time (e.g. three months, six months, annually), for an estimated quantity of items to be delivered as needed by the City. Any inventories are maintained by the supplier. The City is obligated to purchase only its actual needs by issuing a release purchase order against the agreement. The contract, when necessary, can provide for multiple sources and local stock.
- Service Agreements:
Used for services needed over a period of time. Required anytime a contractor is doing work on City property or on a citizen's property.
These may be offered by prospective suppliers to the City for testing and evaluation purposes. Such samples shall be submitted by the supplier to Purchasing who will record their receipt and provide for testing and evaluation by using departments. If non-destructive testing methods are used, the samples will be returned to the supplier unless retained for incoming inspection purposes. Such items are not to be tested for personal use.
Preparation of Bids by Suppliers - View or download pdf file.
Acknowledgment of Addenda to Request for Bids (RFB) or Requests For Proposals (RFP)
Any changes to an RFB or RFP will be made by addendum. Receipt of an addendum to an invitation by participants must be acknowledged.
Submission of Bids
- Sealed bids should be returned in sealed hard copy or electronically via the Supplier Portal as required/specified in each bid.
- Bids must be submitted before the bid closing time specified in each bid.
- When required, samples of items must be submitted within a reasonable time, which are normally the same as the bid closing time, and unless otherwise specified by Purchasing, at no expense to the City. They must be identified as to supplier, manufacturer, part number, model number, type, grade, applicable specifications, etc. If not destroyed by testing, samples will be returned at bidder's request and expense.
- Bidders must submit, with the bid, all test reports and descriptive literature available on any item offered by bidder or requested in the bid invitation.
Bid Evaluation and Contract Awards - View or download pdf file.
In dealing with City employees, suppliers should understand that commitments can be made only by employees to whom the City Manager has delegated agency status and the authority to make commitments.
- Supplier Contact Information:
Through the Supplier Portal, the City will send notices of procurement opportunities directly to vendors at the e-mail address on file. The procurement notices sent are based on the NGIP codes that you associate with your profile in the Supplier Portal. Keeping your contact information up-to-date is critical to ensure your firm receives procurement opportunities via e-mail.
- Delivery Dates:
Failure to meet specified delivery dates reflects on the supplier's performance and could be a factor in subsequent award determinations. It is the supplier's responsibility to notify the appropriate buyer when a delay in the delivery schedule occurs. At that time, the supplier shall indicate the new anticipated delivery date and the reason for the delay. It should be noted that failure to deliver in accordance with contract schedules may result in the supplier being declared in default.
- Quality and Service:
Unsatisfactory product quality or service performance reflects on the supplier and could be a factor in subsequent award determinations. Poor performance can increase the City's operation costs and must be taken into consideration to comply with the City Charter stipulation that awards should be made for the lowest and most advantageous bid.
Conflicts of Interest
Seller agrees to comply with the conflict of interest provisions of the City Charter and Code of Ordinances. Seller agrees to maintain up-to-date disclosure of interest form on file with the City's purchasing office throughout the term of any contract.