How To Do Business

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Mission Statement
To purchase products and provide internal services necessary for the organization to respond to the needs of the community.

Welcome Prospective Supplier/Contractor
Welcome to the Purchasing Division of the City of Lewisville. Like all municipalities, the City must abide by internal procedures as well as statutory regulations. The Purchasing Division is responsible for the purchasing of all goods and services for use by all departments within the City of Lewisville.

Selling to the City of Lewisville
Purchasing is the only Division authorized to issue purchase orders. In order to receive bids for commodities and services used by the City of Lewisville, click on the following link to Bidsync.com where you can register as a vendor to receive bid notifications.

Purchase Orders

  1. Purchase Orders – Vendors are expected to faithfully fill orders in accordance with the terms, conditions, and specifications of all bids and proposals.
  2. Annual contracts – Vendors receiving an annual contract are issued a Purchase Order for the purchase of materials, supplies or services.

Invoices
Each invoice must reference the applicable Purchase Order Number.

Employee Identification
City employees shall be required to show their City of Lewisville picture identification before being allowed to purchase or pickup any merchandise.

Payment
Vendors shall address all invoices to Accounts Payable as indicated on each Purchase Order. Failure to do so may cause a delay of payment. Standard payment terms for the City of Lewisville are Net 30 days.

Taxes
The City of Lewisville is exempt from Federal and State Taxes. The Purchasing Division will provide a State exemption certificate upon request by a vendor.

Methods of Procurement
Verbal quotations are taken for items valued up to $1,000. The supplier should provide a firm price, including freight charges, delivery time and payment terms. It is the policy of the City not to issue Purchase Orders for goods and services costing less than $1,000.

Informal Quotation Procedures:
The Purchasing Division will receive and accept facsimile quotations prior to the time and date designated for INFORMAL quotations which are below $50,000. Written quotations are required for items valued between $3,000 and $50,000.

Formal, Sealed Bid Procedures:
Formal sealed bids are required for all goods and services costing $50,000 or more. The Purchasing Division will not accept facsimile submittals for formal sealed bids. These bids shall be submitted on the bid forms provided to the bidder by the Purchasing Division. Bids may be obtained from the City’s Web Site under Bid Information, or BidSync.com.

Receipt of Bids or Proposals
All invitations for bids or proposals will specifically state date and time the responses must be received in the Purchasing Division. Under no circumstances will the City of Lewisville consider bids or proposals delivered after the date and time specified, or to other locations, unless specifically stated in the specifications. Responses received after the advertised time will be returned unopened to the bidder.

Ethics

  • Ethics Policy - The nature of the purchasing function makes it critical that all involved with the process shall remain independent, free of obligation or suspicion, and completely fair and impartial. To this end, employees involved with purchasing should be guided in their actions by integrity and honor and strive to treat each vendor in a fair and unbiased manner. Each person should conduct themselves in a manner as to ensure public confidence.

City Employees that have any financial interest in a prospective vendor are prohibited from participating in submitting bids or proposals to conduct work for the City. Any question regarding the substance or degree of the financial interest must be submitted, in writing, to the City Manager for final decision. All questions regarding financial interest must be resolved prior to any participation in submitting a bid or proposal to the City. No City Employee shall receive any compensation for or as the result of a contract for goods or services purchased by the City if that employee was in a position to influence the City with respect to the contract. Every vendor submitting a response to a competitive sealed bid invitation or competitive sealed request for proposal shall execute a form which identifies any City Employee that has a financial interest in the vendor. It is the responsibility of the vendor to update the form as new financial interest information is obtained. Additionally, every vendor submitting a bid shall certify that no City Employee, who is in a position to influence the City with respect to the contract at issue, will receive any compensation for or as a result of the contract awarded by the City.

Violators of the policy may be subject to appropriate disciplinary actions as defined within City Policies and Procedures.

Pursuant to Chapter 176 of the Texas Local Government Code, a person, or agent of a person, who contracts or seeks to contract for the sale or purchase of property, goods, or services with the City of Lewisville must file a completed conflict of interest questionnaire which is available online at ethics.state.tx.us. The conflict of interest questionnaire must be filed with the City Secretary of the City of Lewisville no later than the seventh business day after the person or agent begins contract discussions or negotiations with the City of Lewisville or submits to the City of Lewisville an application, response to a request for proposal or bid, correspondence, or another writing related to a potential agreement with the City of Lewisville. An updated conflict of interest questionnaire must be filed in accordance with Chapter 176 of the Local Government Code. An offense under Chapter 176 is a Class C misdemeanor.

Please consult your own legal counsel if you have questions regarding your compliance with the requirements of Chapter 176. It is the responsibility of each person or agent who is contracting or seeking to contract with the City of Lewisville to comply with the filing requirements of Chapter 176.

Equal Opportunity
The City of Lewisville is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment, business opportunity, or the provisions of services.

Minority and small business contractors are encouraged to participate in any and all City of Lewisville projects.

Procurement staff is available to answer questions and assist all suppliers in the understanding of the procurement process.

Delivery of Goods
Delivery of goods must be made to the location indicated on each purchase order. The supplier shall prepay all shipping charges. The City of Lewisville will not accept COD orders. Appropriate packing slips containing the shipper’s name, exact contents, and purchase order number must accompany all shipments. If items are to be shipped from a company or manufacturer other than specified on the purchase order, it is imperative that this information is included or the shipment will be refused.

Vendor appointments are recommended and must be scheduled during regular business hours.

Purchasing Division


Contact Information:
972.219.3420 - General Information
972.219.3414 - Fax

Staff:
Purchasing Manager
Todd White, C.P.M.
awhite@cityoflewisville.com
972.219.3764

Purchasing Agent
Tracey Ogurek
togurek@cityoflewisville.com
972.219.3765

Buyer
Joshua Hudgin
jhudgin@cityoflewisville.com
972.219.3766