Finance Frequently Asked Questions
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What are the General Purchasing Policies?
Who can do business with the City?
How does the Purchasing Division solicit business?
Can City employees other than those in the Purchasing Division make purchases?
Can the City purchase without competition?
How are potential bidders selected?
Is the time and date for receipt ever changed?
Can modifications, corrections or withdrawals be made to a bid, proposal or quotation?
Who awards City contracts?
How do I sign up for automatic distribution?
How can I find out about the results of current solicitation?
How does the City dispose of surplus?
Who are the City's financial advisors?
Who collects property taxes for the City? What is the phone number?
Who do I contact to request a Homestead Exemption for property taxes?
Who collects and handles the City's revenue?
How do I purchase bonds issued by the City?
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What are the General Purchasing Policies?
The City is committed to the competitive bidding system to the maximum extent possible. The function of the Purchasing Division is to obtain supplies and services in the most cost effective manner and to ensure equitable access by and treatment of the business community in their commercial relations with the City.
Persons using this information are cautioned that the purpose of these general policies is to provide a quick overview of the key procedures and policies of the City and to answer some of the most frequently asked questions.
The City of Fort Worth demands the highest ethical standards of conduct from its employees and from businesses dealing with the City. Certain kinds of conduct such as offering gifts, gratuities or discounts to City employees to influence their decisions in the purchasing process are expressly prohibited. Any person proposing to do business with the City of Fort Worth should carefully examine the ethics provision of the Policy and ensure that at all times the standards are observed.
City policies also enable the City to debar and suspend a supplier on a variety of grounds. Persons doing business with the City are cautioned to inform themselves regarding these policies and should conduct themselves accordingly.
Who can do business with the City?
Any person, corporation or firm is eligible under most circumstances to do business with the City. Bidders should contact the Purchasing Division at (817) 392-8360 and or register onlineto be put on the City’s bidder’s list.
How does the Purchasing Division solicit business?
There are three methods used, each with its own solicitation and award procedures.
An Invitation For Bids is the usual method used when public competition is sought for requirements of more than $25,000.00. When this procedure is used, the contract award is based upon the lowest evaluated, responsive and responsible bid. Any evaluation criteria that the City will use will be set out in the Invitation. Bids that are unresponsive, i.e. deviate substantially from the terms, conditions or specifications, or bids that are not responsible will not be considered. Bids submitted are opened in public immediately after the time and date set for the final receipt of bids.
A Request For Proposals ( RFP) is the usual method used for competitive purchases of more than $25,000.00 when an award based on price alone is not practicable or advantageous to the City. Proposals are evaluated and awarded on the basis of criteria such as high solution technology factors, identified in the RFP. RFP's are not open to the public until after contract award. RFP's are normally used for the purchase of insurance of all types and technology equipment.
A Request For Quotations will be used for purchases of less than $25,000.00 when an Invitation For Bids or a Request For Proposals is not used. A Request For Quotations is a more simplified process and may be oral, oral and confirmed in writing, or in writing as required by the Purchasing Division. Quotations are not opened in public.
Can City employees other than those in the Purchasing Division make purchases?
Yes, where the purchase is less than $3,000.00 and is not otherwise restricted; or when authority has been delegated to user departments by the Purchasing Division or where the City has entered into a contract with a Contractor vendor to supply a particular commodity or service. Although certain purchasing privileges may be delegated to other City employees, all purchases are subject to review and approval by the Purchasing Division prior to payment.
Can the City purchase without competition?
Yes, in certain circumstances. The City may purchase without competition where a single source is justified. When there is an emergency condition, the City may purchase with such competition as is practicable in consideration of the circumstances and as allowed by State Law.
How are potential bidders selected?
While the City endeavors to notify all eligible bidders on its lists with regard to purchase by Invitation For Bids and Request For Proposals, the City does not accept responsibility for failing to notify a particular bidder. The responsibility for keeping informed of City solicitations rest solely on members of the business community. In order to assist in making this information available, any person may call the Purchasing Division at (817) 392-8360 for a summary of current solicitations, or may review Bid Notices and RFPs on the City Web site. In addition, formal bids or proposals exceeding $25,000 are published once a week, for two consecutive weeks, in the Fort Worth Star-Telegram, a local newspaper.
Requests for Quotations will be sent to persons on the City’s bidders lists. If it is impractical to notify all listed bidders, a short list of bidders will be determined by the Purchasing Division or user departments. Rotation of opportunity may be the method used in particular circumstances.
The Purchasing Division reserves the right to secure evidence to its satisfaction that any bidder possesses the necessary resources to perform the contract.
Is the time and date for receipt of bids ever changed?
Yes. Whenever circumstances make it necessary to do so, the date and time to submit bids, or proposal quotes may be changed. The change may be initiated by the Purchasing Division or may be requested by a person wishing to respond to a solicitation. Extensions are rarely granted less than 48 hours prior to the time and date set for final receipt of responses. All such changes are made by the City in writing to all persons shown as having been issued purchasing documents. Addendums changing the response deadlines are posted online for solicitations.
Can modifications, corrections or withdrawals be made to a bid, proposal or quotation?
Yes. Modifications or corrections may be made in writing and received by the Purchasing Division prior to the time and date set for final receipt of responses to solicitations. Bids may be withdrawn at anytime in person or by written request. Proof of identification may be required.
When must bids be received?
To be considered, all bids, proposals and quotations must be received in the Purchasing Division prior to the time and date set for receipt, or any extension in writing by the Purchasing Division. Late submissions will not be accepted regardless of the reason. Late bids received by mail will be returned unopened.
The address of the Purchasing Division is:
City of Fort Worth
Purchasing Division
1000 Throckmorton, Lower Level
Fort Worth, Texas 76102
Who may be present at a public opening?
Anyone may be present where submissions are to be opened in public.
Normally, public openings are held on Thursdays in the City’s Council Chambers at 2:00 P.M. and are televised on local cable channel 27.
Purchasing contracts valued less than or equal to $25,000 are awarded by the Purchasing Manager. Purchases or contracts greater $25,000, are awarded by the Mayor and City Council.
When does the City terminate a contract?
The City has the right to terminate a contract for any failure by the Contractor to perform, or for any reason specified in the contract. Specific conditions of termination or cancellation are included in the solicitation documents.
Can a contractor be debarred or suspended from bidding?
Yes. If a contractor is dishonest, breaches a contract or fails to meet the ethical standards of City Policy, the contractor may be suspended for one year or debarred indefinitely.
How can I find out about the results of current solicitations?
If a solicitation takes place by Invitation For Bid and the bids are to be opened in public, Bid Tabulations are available online. Posting of a bid tabulation may require up to two days to complete.
If a solicitation takes place by Request For Proposals, the proposals are opened in public to announce the proposer’s name only. The contents of proposals are kept confidential during the negotiation process. All proposals shall be open for public inspection after contract award, except for trade secrets and confidential information contained in the proposals and identified by the offers as such.
How does the City dispose of surplus?
The City disposes of surplusitems by online surplus auctions.
Online Advertising and Bid Information Subscriptions
Interested vendors may receive automatic distribution of all bids, proposals and quotations from the City of Fort Worth or any participating entity nation-wide. Subscribe today.
Who are the City's financial advisors?
A First Southwest Company and Estrada Hinojosa are the City's financial advisors.
Who collects property taxes for the City? What is the phone number?
ATarrant County Tax Assessor-Collector 817-884-1100
Who do I contact to request a Homestead Exemption for property taxes?
A Call the Tarrant Appraisal District at (817) 284-4063 and request aHomestead Exemption Application
Who collects and handles the City's revenue?
A The State of Texas collects and distributes sales tax revenue, the Tarrant County Tax Assessor-Collector collects and distributes property taxes. Other revenue is collected by the City's Revenue Collections office, the Fort Worth Water Department, the Municipal Court and other City departments.
How do I purchase bonds issued by the City?
A Contact an investment broker to see if bonds are available for purchase.
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