Outline the vendor's strengths and weaknesses. This provides detailed information for the vendor to learn from and to better prepare for future proposals. Items to remember with debriefings:
Do not discuss competing proposers
Do not let it become a gripe session
The City is exempt from sales, excise and use taxes under Tax Code, 151.309. The City is NOT exempt from food related purchases for employee meals during travel or hotel/motel tax.
Include freight costs and fees in the total cost when obtaining quotes. Note that freight costs must be considered in determining an award vendor(s).
All freight should be requested as FOB Destination (delivery address) freight pre-paid and allowed.
A W9 is required for all new vendors. The authorized purchaser should request the vendor to complete the form and submit it with their quote or invoice. Purchase orders cannot be issued or payments processed until a W9 is received in Accounts Payable and the vendor is set up.
Authorized users should encourage all potential vendors to register as a supplier at www.cityofbalchsprings.com.
When placing orders, provide the vendor with the PO Number or a hard copy if requested, name of person placing the order, department name, and the City's billing address.
Billing Address: The City of Balch Springs
Billing Email: scluse@cityofbalchsprings.com
Accounts Payable
13503 Alexander Rd.
Balch Springs, TX 75181-3401
arentaria@cityofbalchsprings.com
Instruct vendors to clearly display the name of person placing the order, the department, and the Purchase Order Number on all invoices, delivery slips, cases, cartons, boxes, packing slips and bills of lading.
The authorized purchaser is responsible for verifying that all materials/services are received in working order and meet specifications. Once materials/services have been received and verified to be correct, indicate receipt of materials by completing the receiving section for each product in the electronic Purchase Order (STW).
If the quantity received does not agree with the vendor's packing slip or the material does not conform to specification, the vendor must be notified immediately.
When a partial shipment is received, indicate the quantity in the electronic Purchase Order (STW).
SECTION 6: Emergency Purchases NUMBER: 06-02
APPROVED BY: POLICY DATE: REVISED DATE: