Page 397 - CityofHasletFY25AnnualBudget

CITY OF HASLET

PURCHASING POLICY AND PROCEDURES

Purpose

The purpose of this Purchasing Policy and Procedures is to provide the City of Haslet
with guidelines for purchasing goods and services under Texas Local Government
Code and other state statutes. These guidelines will simplify and clarify procedures and
provide consistency in the procurement process. This Policy will also ensure fair and
equitable treatment of all participants during the various procurement steps. Proper
accounting for all City purchases will also be outlined in this policy to ensure that all
transactions are clearly documented.

General Rules for Purchasing

• City staff shall encourage competitive bidding on goods and services.
• Purchases shall be made from responsible vendors. The City shall always
reserve the right to reject any and all bids or other forms of price quotes or
proposals.
• Contracts and correspondence with vendors and potential vendors shall
be primarily made through the individual departments. Once a vendor is
chosen and approved you may not change vendors without going through
the process once again. All contracts MUST be signed by the City
Administrator or the Mayor. The contract must be filed with the City
Secretary in order to be in compliance with State Records Retention
Regulations.
• Legal notices soliciting formal competitive sealed bids or proposals shall
be published in a local newspaper of general circulation in accordance
with municipal and statutory law.
• Formal bid openings shall be conducted openly and publicly by the
designated Department Director with at least one witness present.
• The Purchasing Policy for the City and for individual departments shall be
evaluated periodically by the Finance Director and City Administrator in
order to make necessary changes to promote better efficiency within the
City of Haslet.
• No City employees may have financial or any other interest in any contract
with the City.

Purchasing Policies Page 2

Haslet Adopted Budget FY 2024-2025 395