DOCUMENT

POL - Market Analysis - Texas

  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document outlines the responsibilities of a buyer in maintaining price agreements for goods and services procured by the City. The buyer is responsible for reviewing daily requisitions to avoid duplication of efforts and ensure that goods and services are purchased from existing price agreements. The buyer also identifies goods or services purchased in large quantities or frequently and determines whether it is advantageous to bid them as a price agreement. Market analysis is conducted to evaluate market stability and determine the best term for the price agreement. The buyer contacts surrounding municipalities and vendors to gather market, availability, demand, and pricing information. Once the term is established, the buyer competitively bids the goods or services and evaluates the received bids to determine the successful bidder. The recommendation is sent to the departments for evaluation and concurrence. If approved, the buyer sends it to the City Council for final approval or proceeds with setting up a new price agreement. The buyer also checks the market every six months to ensure the City is receiving the best pricing and records the results in a price agreement text table. If there is a consistent negative disparity in pricing, the buyer takes appropriate steps to ensure the City receives the best pricing available, including terminating and re-bidding the price agreement. The buyer also keeps City departments informed of the price agreement status by monitoring requisitions, encumbrances, and expiration dates, and sending renewal notices when necessary to avoid any lapse in time before a new agreement is implemented.
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