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City of Bryan, Texas

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    Purchasing Services

    The Purchasing Services Department is responsible for procuring goods and services for all city departments and performing these purchases in accordance with state and local requirements.

    Our online tools are designed to provide vendors with the information needed to do business with the City of Bryan. We encourage you to monitor the “Active Bids” page and the “Bid Tabulations” page, as these are updated on a regular basis.

    It is also important for all vendors to register. The online vendor registration system allows the vendor to update their information at any time and to receive notifications of bid opportunities in the commodities selected during registration. Please click below if you wish to register as a vendor:

    Online Vendor Registration System

    Our goal is to purchase products and services which are determined to be the best value for the city. We support open, unrestricted competition and welcome any vendor suggestions or ideas that will improve competition in our bids.

    Disclosure Requirements

    Chapter 176 of the Texas Local Government Code mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Bryan, including affiliations and business and financial relationships such persons may have with City of Bryan officers. An explanation of the requirements of Chapter 176 and a complete text of the new law is available below. If you are unable to obtain such information online, please contact the City of Bryan Purchasing Department, 1309 E. MLK Street, Bryan, Texas 77803 or call (979)209-5500.

    Staff

    Karen Sonley
    Supervisor
    979-209-5505
    ksonley@bryantx.gov

    Abby Brosch
    Buyer
    979-209-5555
    abrosch@bryantx.gov

    Melanie Tigerina
    Buyer
    979-209-5504
    mtigerina@bryantx.gov

    Vendor Information

    Guidelines

    • Call ahead for appointments whenever possible.
    • It is mutually beneficial for us to be kept up-to-date on new ideas or products. Please make sure we have your most current catalogs or web site address.
    • Do not make “social calls” – in sales, we know time is money to you.
    • Be advised that purchasing authority is delegated to the Purchasing Department. A purchase order is awarded after the compliance of state, federal and local regulations.
    • Quote realistic delivery dates (in consecutive calendar days).
    • Please conduct your business openly and frankly. As a public entity, our records are a matter of public record.
    • We expect you to honor all pricing, delivery and service agreements as quoted.
    • You are a valued supplier, and we welcome your questions.
    • All vendors are asked to help maintain our policy that no city employee accepts any gifts or favors. The best favor you can do for us is to see the City receives the best prices, quality and service.

    Vendor Registration, Account Login, Active Bids and Bid Tabulation

    The City of Bryan uses the Brazos Valley Online Bidding System for all of its vendor bids.

    Purchasing Procedures

    • All purchases exceeding $3,000.00 require competitive quotes unless an exception is taken according to Chapter 252 of the Texas Local Government Code State. A minimum of three quotes are preferred. (A/E services are exempt from this requirement)
    • Quotes and proposals must be submitted by the vendor in written form. Quotes can be transmitted via fax, regular mail or by email for any item or service which does not exceed $50,000.
    • At a minimum, informal quotes and proposals should be submitted by the vendor on company letterhead and must contain an adequate description of the item or services, an itemized cost with a not to exceed contract amount and a time for delivery or completion of the work.
    • Certain “on-site” services require proof of insurance. Purchasing staff will assist as needed in specifying and obtaining these documents from the vendor.
    • Purchases estimated to cost over $50,000.00 require sealed written bids
      or proposals. All formal RFB & RFP’s will be submitted through and processed by the Purchasing Department.
    • All contracts must be approved by the Department Manager and the City Attorney.
    • All contracts exceeding $25,000 must be approved by the City Manager.
    • All contracts exceeding $50,000.00 require approval by the City Council.
    • All change orders exceeding $25,000 must be approved by the City Manager.
    • All change orders exceeding $50,000 must be approved by the City Council.

    Contract Insurance Requirements

    The City requires all contractors, certain vendors and most consultants to supply proof of insurance before a contract is awarded. Typically, if you are providing services on City property, proof of insurance is required. The following requirements apply to most contracts and other policies may be required depending on the scope of services:

    Workers’ Compensation Insurance & Employers’ Liability Insurance

    • Statutory & $500,000/$500,000/$500,000: The Contractor agrees to maintain Worker’s Compensation Insurance & Employers Liability. In the event any work is sublet, the Contractor shall require the subcontractor similarly to provide the same coverage and shall himself acquire evidence of such coverage on behalf of the subcontractor. Waiver of subrogation in favor of the City required.

    Commercial General Liability Insurance

    • Limit of liability not less than $1 million per occurrence: Contractor agrees to maintain a standard ISO version Commercial General Liability occurrence form with a limit of not less than $1 million per occurrence and an annual aggregate of at least $2 million, or its equivalent providing coverage for, but not limited to, Bodily Injury and Property Damage, Premises/Operations, Products/Completed Operations, Independent Contractors.

    Business Automobile Liability Insurance

    • Limit of liability not less than $1,000,000 per occurrence: Contractor agrees to maintain a standard ISO version Business Automobile Liability, or its equivalent, providing coverage for all owned, non-owned and hired automobiles.

    Certificates and notices should be given to the City at the following address:

    City of Bryan
    Attn: Risk Management
    P.O. Box 1000
    Bryan, TX 77805

    Payment of Invoices

    • Invoices must be submitted by the vendor to the City of Bryan, Finance Department, P.O. Box 1000, Bryan, Texas 77805, (979) 209-5080, or accountinginvoices@bryantx.gov.
    • All invoices to be paid in full within thirty (30) days after satisfactory delivery and billing, whichever is the later.
    • The City will not be liable for payment of invoices received more than sixty (60) days after delivery of order, or completion of services.
    • Invoices must contain the purchase order number.
    • All invoices must be submitted in accordance with the purchase order terms and conditions.
    • Invoices for commodities or services which are provided through an annual price agreement must match the unit pricing stipulated in the original contract.

    Auctions

    The City of Bryan is currently disposing of surplus property through a public auction with the following online auction websites.

    Please visit the GovDeals online auction website at: GovDeals

    For more information, please contact Scott Brooks at 979-209-5508.

    Texas Ethics: Conflict of Interest Questionnaire

    COMPLIANCE WITH CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE

    The Texas legislature enacted House Bill 914 which added Chapter 176 to the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Bryan, including affiliations and business and financial relationships such persons may have with City of Bryan officers. An explanation of the requirements of Chapter 176, the applicable form and a complete text of the new law are available below.

    BY DOING BUSINESS OR SEEKING TO DO BUSINESS WITH THE CITY OF BRYAN, YOU ACKNOWLEDGE THAT YOU HAVE BEEN NOTIFIED OF THE REQUIREMENTS OF CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE AND THAT YOU ARE SOLELY RESPONSIBLE FOR COMPLYING WITH THEM.

    Conflict of Interest Questionnaire

    Texas Ethics FAQ: Chapter 176 of the Texas Local Government Code

    Q: What is Chapter 176 of the Texas Local Government Code?
    A: House Bill 914, passed during the 2005 Texas legislative session, becomes effective January 1, 2006. The bill added a new Chapter 176 to the Texas Local Government Code. Chapter 176 requires certain local government officers and those doing business or seeking to do business with local governmental entities to publicly disclose specified relationships. The new disclosure requirements apply to municipalities, such as the City of Bryan, counties, school districts and certain other local governmental entities. A complete text of Chapter 176 is provided at the end of this discussion.

    Q: What persons or businesses doing business with the City of Bryan are subject to Chapter 176?

    • A: Any person who contracts or seeks to contract for the sale or purchase of property, goods, or services with the City of Bryan.
    • A: An agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with the City of Bryan.

    Q: Does this include a person who buys city property?
    A: The new law appears to apply to all persons or businesses who conduct business with the City, including those who submit bids for the purchase of surplus city property, or participate in any negotiations, offers, solicitations or other purchase or sales transactions with the City.

    Q: To what type of contracts does Chapter 176 apply?
    A: The new law applies to all contracts for the sale or purchase of property, goods or services without qualification as to whether the contract is written, verbal or implied. Generally, any exchange of property, goods or services for any other property, goods, services or money, between the City of Bryan and a person or business, regardless of whether evidenced by a written contract, invoice or a receipt, shall be considered a contract for purposes of Chapter 176.

    Q: What information must a person doing business or seeking to do business with the City of Bryan disclose?
    A: Chapter 176 requires persons to whom it applies to disclose specified affiliations, business and financial relationships that such persons may have with covered City of Bryan officers.

    Q: How must a person disclose the information required by Chapter 176?
    A: A person doing business or seeking to do business with the City of Bryan must file Texas Ethics Commission Form CIQ, Conflict of Interest Questionnaire, with the City no later than seven days after the date the person begins contract discussions or negotiations with the City, or submits an application or response to a request for proposals or bids, correspondence, or another writing related to a potential agreement with the City. The questionnaire may be downloaded by visiting the following link: CIQ Form   A person subject to the requirements of Chapter 176 must file an updated questionnaire not later than September 1 of each year in which any of the activities required to be disclosed is pending and the seventh business day after the date anything occurs that would make the questionnaire on file incomplete or inaccurate.

    Q: With whom should the questionnaire be filed?
    The questionnaires will be filed with and maintained by the City Secretary. Paper copies of the questionnaire may generally be submitted to the office of the City Secretary at 300 South Texas Avenue , Bryan, Texas 77803 . These forms may also be faxed to (979)209-5003. Individual transactions with the City, however, may carry different instructions for submitting the questionnaire.

    Q: What are the consequences of violating Chapter 176?
    A: A person who violates the requirements of Chapter 176 commits a class C misdemeanor. A class C misdemeanor is punishable by a fine of up to $500.

    Q: Is there a defense to prosecution?
    A: It is a defense to prosecution if the person required to file the questionnaire files it no later than the seventh business day after the date the person receives notice of a violation.

    Q: What other information must be disclosed about a person doing business or seeking to do business with the City of Bryan under Chapter 176?
    A: In addition to the information provided by a person doing business or seeking to do business with the City, City officers to whom the new law applies are required to file Texas Ethics Commission Form CIS, Local Government Officer Conflicts Disclosure Statement, with the City Secretary for public viewing:

    • When an officer or the officer’s family member has an employment or business relationship that results in taxable income with a person who has contracted with the City of Bryan or with whom the City of Bryan is considering doing business.
    • When an officer or the officer’s family member receives and accepts one or more gifts with an aggregate value of $250 in the preceding 12 months from a person who conducts business or is being considered for doing business with the City of Bryan.
    • A family member is defined as a person related to another person within the first degree by consanguinity (blood) or affinity (marriage) (e.g., spouse, father, mother, son, daughter, father-in-law, mother-in-law, son-in-law, etc).
    • Generally, gifts of food, lodging, transportation, or entertainment accepted as a guest, regardless of amount, do not have to be disclosed.

     


    THE INFORMATION PROVIDED BY THE CITY OF BRYAN IS FOR INFORMATIONAL PURPOSES ONLY. IF YOU HAVE CONCERNS ABOUT WHETHER CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT APPLIES TO YOU OR THE MANNER IN WHICH YOU MUST COMPLY, YOU SHOULD CONSULT AN ATTORNEY. ANY INFORMATION YOU PROVIDE OR THAT IS PROVIDED BY A CITY OF BRYAN OFFICER CONCERNING YOU OR YOUR BUSINESS UNDER CHAPER 176 IS PUBLIC INFORMATION.


    COMPLETE TEXT OF CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE
    Chapter 176. Disclosure of Certain Relationships with Local Government Officers; Providing Public Access to Certain Information

    § 176.001. Definitions

    In this chapter:
    (1) “Commission” means the Texas Ethics Commission.

    (2) “Family member” means a person related to another person within the first degree by consanguinity or affinity, as described by Subchapter B, Chapter 573, Government Code.

    (3) “Local governmental entity” means a county, municipality, school district, junior college district, or other political subdivision of this state or a local government corporation, board, commission, district, or authority to which a member is appointed by the commissioners court of a county, the mayor of a municipality, or the governing body of a municipality. The term does not include an association, corporation, or organization of governmental entities organized to provide to its members education, assistance, products, or services or to represent its members before the legislative, administrative, or judicial branches of the state or federal government.

    (4) “Local government officer” means:

    • (A) a member of the governing body of a local governmental entity; or
    • (B) a director, superintendent, administrator, president, or other person designated as the executive officer of the local governmental entity.

     

    (5) “Records administrator” means the director, county clerk, municipal secretary, superintendent, or other person responsible for maintaining the records of the local governmental entity.

     

     

    § 176.002. Applicability to Certain Vendors and Other Persons

    (a) This chapter applies to a person who:

    (1) contracts or seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity; or

    (2) is an agent of a person described by Subdivision (1) in the person’s business with a local governmental entity.

    • (b) A person is not subject to the disclosure requirements of this chapter if the person is:

    (1) a state, a political subdivision of a state, the federal government, or a foreign government; or

    (2) an employee of an entity described by Subdivision (1), acting in the employee’s official capacity.

     

     

    § 176.003. Conflicts Disclosure Statement Required

    (a) A local government officer shall file a conflicts disclosure statement with respect to a person described by Section 176.002(a) if:

    (1) the person has contracted with the local governmental entity or the local governmental entity is considering doing business with the person; and

    (2) the person:

    • (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income; or
    • (B) has given to the local government officer or a family member of the officer one or more gifts, other than gifts of food, lodging, transportation, or entertainment accepted as a guest, that have an aggregate value of more than $250 in the 12-month period preceding the date the officer becomes aware that:

     

    (i) a contract described by Subdivision (1) has been executed; or

    (ii) the local governmental entity is considering doing business with the person.

    • (b) A local government officer shall file the conflicts disclosure statement with the records administrator of the local governmental entity not later than 5 p.m. on the seventh business day after the date on which the officer becomes aware of the facts that require the filing of the statement under Subsection (a).
    • (c) A local government officer commits an offense if the officer knowingly violates this section. An offense under this subsection is a Class C misdemeanor.
    • (d) It is a defense to prosecution under Subsection (c) that the person filed the required conflicts disclosure statement not later than the seventh business day after the date the person received notice of the violation.

     

    § 176.004. Contents of Disclosure Statement

    The commission shall adopt the conflicts disclosure statement for local government officers. The conflicts disclosure statement must include:

    (1) a requirement that each local government officer disclose:

    • (A) an employment or other business relationship described by Section 176.003(a), including the nature and extent of the relationship; and
    • (B) gifts received by the local government officer and any family member of the officer from a person described by Section 176.002(a) during the 12-month period described by Section 176.003(a)(2)(B) if the aggregate value of the gifts from that person exceed $250;

    (2) an acknowledgment from the local government officer that:

    • (A) the disclosure applies to each family member of the officer; and
    • (B) the statement covers the 12-month period described by Section 176.003(a)(2)(B); and

     

    (3) the signature of the local government officer acknowledging that the statement is made under oath under penalty of perjury.

     

     

    § 176.005. Application to Certain Employees

    (a) The local governmental entity may extend the requirements of Sections 176.003 and 176.004 to all or a group of the employees of the local governmental entity.

    (b) A local governmental entity may reprimand, suspend, or terminate the employment of an employee who fails to comply with a requirement adopted under this section.

    (c) An employee of a local governmental entity commits an offense if the employee knowingly violates requirements imposed under this section. An offense under this subsection is a Class C misdemeanor.

    (d) It is a defense to prosecution under Subsection (c) that the person filed the required conflicts disclosure statement not later than the seventh business day after the date the person received notice of the violation.

     

    § 176.006. Disclosure Requirements for Vendors and Other Persons; Questionnaire

    • (a) A person described by Section 176.002(a) shall file a completed conflict of interest questionnaire with the appropriate records administrator not later than the seventh business day after the date that the person:

     

    (1) begins contract discussions or negotiations with the local governmental entity; or

    (2) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential agreement with the local governmental entity.

    • (b) The commission shall adopt a conflict of interest questionnaire for use under this section that requires disclosure of a person’s affiliations or business relationships that might cause a conflict of interest with a local governmental entity.
    • (c) The questionnaire adopted under Subsection (b) must require, for the local governmental entity with respect to which the questionnaire is filed, that the person filing the questionnaire:

     

    (1) describe each affiliation or business relationship the person has with each local government officer of the local governmental entity;

    (2) identify each affiliation or business relationship described by Subdivision (1) with respect to which the local government officer receives, or is likely to receive, taxable income from the person filing the questionnaire;

    (3) identify each affiliation or business relationship described by Subdivision (1) with respect to which the person filing the questionnaire receives, or is likely to receive, taxable income that:

    • (A) is received from, or at the direction of, a local government officer of the local governmental entity; and
    • (B) is not received from the local governmental entity;

    (4) describe each affiliation or business relationship with a corporation or other business entity with respect to which a local government officer of the local governmental entity:

    • (A) serves as an officer or director; or
    • (B) holds an ownership interest of 10 percent or more;

     

    (5) describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local governmental entity with respect to the expenditure of money;

    (6) describe each affiliation or business relationship with a person who:

    • (A) is a local government officer; and
    • (B) appoints or employs a local government officer of the local governmental entity that is the subject of the questionnaire; and

    (7) describe any other affiliation or business relationship that might cause a conflict of interest.

    • (d) A person described by Subsection (a) shall file an updated completed questionnaire with the appropriate records administrator not later than:

    (1) September 1 of each year in which an activity described by Subsection (a) is pending; and

    (2) the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate.

    • (e) A person is not required to file an updated completed questionnaire under Subsection (d)(1) in a year if the person has filed a questionnaire under Subsection (c) or (d)(2) on or after June 1, but before September 1, of that year.
    • (f) A person commits an offense if the person violates this section. An offense under this subsection is a Class C misdemeanor.
    • (g) It is a defense to prosecution under Subsection (f) that the person filed the required questionnaire not later than the seventh business day after the date the person received notice of the violation.

     

     

     

    § 176.007. List of Government Officers

    The records administrator for a local governmental entity shall maintain a list of local government officers of the entity and shall make that list available to the public and any person who may be required to file a questionnaire under Section 176.006.

     

     

    § 176.008. Electronic Filing

    The requirements of this chapter, including signature requirements, may be satisfied by electronic filing in a form approved by the commission.

     

     

    § 176.009. Posting on Internet

    • (a) A local governmental entity shall provide access to the statements and questionnaires filed under this chapter on the Internet website maintained by the local governmental entity.
    • (b) This subsection applies only to a county with a population of 800,000 or more or a municipality with a population of 500,000 or more. A county or municipality shall provide, on the Internet website maintained by the county or municipality, access to each report of political contributions and expenditures filed under Chapter 254, Election Code, by a member of the commissioners court of the county or the governing body of the municipality in relation to that office as soon as practicable after the officer files the report.

     

     

     

    § 176.010. Requirements Cumulative

    The requirements of this chapter are in addition to any other disclosure required by law.

     

     

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