Page 403 - CityofHasletFY25AnnualBudget

Generally accepted purchasing practice interprets these definitions to mean that
separating purchases into multiple units to avoid the competitive bidding process is not
legal under State Statutes. Therefore, items used by the City that accumulate to a
dollar amount that exceeds the competitive bid limit of $50,000 may be in violations of
the competitive bidding statutes.

Accounting makes every effort to establish annual contracts for those items that may
exceed the bid limit. Operating departments are encouraged to bring to the attention of
accounting any material, supplies or products that are not on an annual contract and for
which the anticipated usage will be near or exceed the $50,000.

High Technology Procurements

The City may use the competitive sealed proposal procedure for high technology
procurements.

1) Data processing equipment and software and firmware used in conjunction with
data processing equipment;
2) Telecommunications equipment and radio and microwave systems;
3) Electronic distributed control systems, including building energy management
systems; and
4) Technical services related to these items.

With the competitive sealed proposal procedure, the notice requirements are the same
as for competitive bids. The Request for Proposal must solicit quotations and specify
the relative importance of price and other evaluation factors. The City may hold
discussions with bidders who submit proposals and are qualified. The contract must be
awarded to the responsible offer whose proposal is determined to be the most
advantageous to the City considering the relative importance of price and the other
factors included in the Request for Proposal. Revisions may be permitted after
submission of proposals to obtain the best final offer.

Purchasing Agreements

The City has established a number of purchasing agreements that do exceed the
competitive bid limit to insure compliance with the law.

Annual Contracts

These items are in such constant usage by the City that they are stocked routinely.
These items are usually purchased on annual contracts with provisions to replenish
stocks as needed. These items should be standardized to the maximum extent
possible.

Purchasing Policies Page 8

Haslet Adopted Budget FY 2024-2025 401