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HomeMy WebLinkAboutIR 7801 INFORMAL REPORT TO CITY COUNCIL MEMBERS No.- 7801 February 15, 1994 70A 7% To the Mayor and Members of the City Council Ua 85 01 /A XA ")�ubject: 1873 STATUS REPORT ON DBE PURCHASING OPPORTUNITIES On September 14, 1993, the City Council approved Mayor and Council Communication No. G-10333, and adopted Ordinance No. 11396 amending Section 2-9 of the Code of the City of Fort Worth to allow City management to execute certain contracts, leases, and other legal instruments without the necessity of City Council approval of expenditures up to$14,999.99. In recent months a number of discussions have taken place on the ability of Disadvantaged Business Enterprises (DBE's) to obtain contracts with the City. The City has taken comments and direction from the Council by working with the area chambers of commerce and others to assist in identifying vendors who can provide the services requested by departments. The City participated in the Fort Worth Chamber of Commerce Tradefest, the Utility Symposium, and continues to mail bids upon request to vendors not on the current mailing list. In addition to the vendors already in the Purchasing Bid System, the City has added all of the Fort Worth and Tarrant County DBE's certified by the North Texas Certification Agency, as well as the State's listing of Historically Underutilized Businesses. The City continues to search for new and improved methods to draw DBE's to the City's bidding process. The most recent addition was the electronic Bulletin Board System. All vendors who have provided the required information are loaded in the Purchasing Division's bid system. The bid system has been updated with a screen enhancement to identify DBE's for departments requesting bids from vendors. The bid system allows all departments access to DBE's that provide the service or product(s) being purchased. In an effort to monitor the results of the availability of additional DBE's, support documents from all departments are reviewed randomly for compliance when purchase orders are issued. Training classes in system usage and buying are being taught for new employees as well as those who need a refresher course. Reports are being generated to disclose DBE activity within departments. All buyers are currently verifying the requested purchases from departments by reviewing whether departmental personnel called or requested bids from DBE's. A part of the Purchasing Division's evaluation includes examining purchase orders from the previous day as a check and balance procedure. The following chart represent the results of the first quarter bidding and payments for DBE vendors. The definitions are provided to show exactly where the buying authority occurs in the City. If you should have any questions concerning this matter,please let me know. Bob Terrell City Manager ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS DEFINITIONS ANAG (Annual Agreement) - Documents issued by Purchasing to create an annual agreement with a supplier for specific items and services to be provided for a certain price on an as needed basis. PIP (Petty Item Purchase) - Purchases by requesting departments in lieu of petty cash that can not exceed $50.00. co (Contract Purchase Orders) - Issued by Purchasing to allow payment of invoices related to contracts executed with a City Secretary contract number. RPO (Regular Purchase Order) - Document issued by Purchasing to create a binding contract for goods and services for a certain price. DP (Direct Pay) - Issued by departments to procure special services not to exceed $5,000-00. TYPA (Annual Agreement) - Issued by Purchasing to create an annual agreement with a supplier for catalog items and services to be provided at the published list price less discount or hourly rate plus parts. 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