Vendor Guide

Introduction

The Contracts and Procurement Division is responsible for the acquisition of goods and services used by all City Departments. It is the objective of the City to procure the necessary supplies, equipment, and services at the lowest possible cost consistent with the quality needed to meet its requirements and to ensure that its citizens receive the maximum value for each dollar expended.

The office is located in the lower lever of City Hall, 215 SE 7th Street, Room 60, Topeka, Kansas, 66603. Visits by sales representatives are welcome and it is recommended that visits be scheduled in advance by emailing procurement@topeka.org. The direct number to the Contracts and Procurement Division is 785-368-3749.

Become a Supplier

All vendors who are interested in doing business with the City of Topeka should register with the Contracts and Procurement Division by completing the self service registration process online at the City’s e-Procurement Supplier’s Portal. The key to the registration process is selecting the appropriate commodity codes so that you receive the generated notifications from the system on bid events that match the goods or services that your organizatoin provides. There are registration and response guides available on the ePro system and linked below.

Program Review Committee (Affirmative action programs, [TMC 3.30.460(b)(3)])

Program Review Committee Regulations Statement

The City makes every attempt to work with various agencies to identify M/W/DBE firms, and to assist firms with self-identifying under the appropriate M/W/DBE classification when registering in the City procurement system. Per section 3.30.460(b)(3) Affirmative action programs of the Topeka Municipal Code, a Program Review Committee has been established for the purpose of reviewing and evaluating the City’s minority, women, and disadvantaged business enterprise utilization.

The City establishes an overall annual goal of minority, women, and disadvantaged business enterprise (M/W/DBE) participation in City issued bid solicitations released to the public. This goal is based upon evidence of the available M/W/DBEs relative to all businesses available to participate in bids. The Program Review Committee reports their review of participation and utilization of these business enterprises on a quarterly basis to the City Manager.

The Procurement Process

The City of Topeka has a centralized purchasing function. The Contracts and Procurement Division is the authority for all purchases. Vendors shall not make sales to City employees without a properly authorized purchase order, except as described below. The Contracts and Procurement Division uses five basic types of procurement methods for the purchase of material, equipment, and services.

E-Procurement – Supplier Portal

The Contracts and Procurement Division of the City of Topeka solicits all competitive bids and requests for proposal (RFP), which collectively are called Bid Events, through the City’s e-Procurement website. Solicitations are e-mailed to registered suppliers for Bid Events that have commodity code assignments that match the commodity codes selected by the suppler. Bid Events will contain all terms, conditions, specifications, scope of work/services, plans, drawings and all required forms that need to be submitted Interested suppliers will likewise respond to Bid Events electronically.

Small Purchases Not Exceeding $1,999.99

To the greatest extent practical, quotations shall be solicited from more than one qualified bidder to enhance competition. Purchasing requirements shall not be split in order to circumvent competitive bidding. City staff can also use their city issued purchasing card for small purchases.

Open Market Purchase $2,000.00 through $10,000.00

All purchases initiated on purchasing requisitions that are estimated to be $2,000.00 or more, but not exceeding an aggregate amount of $10,000.00, shall be purchased according to the Open Market Purchasing Procedure, which is the responsible City staff member providing quotes received to the Buyer in Contracts and Procurement for review and approval of the purchase. This procedure shall encourage, to the greatest extent practical, competition by obtaining at least three (3) telephone or written quotations. This procedure shall encourage, to the greatest extent practical, competition for expanding business opportunities with Small, Minority, and Women-Owned Businesses. Requesting department staff shall send quote information to the Contracts and Procurement Division Buyer or their designee for review and endorsement prior to submitting a purchase requisition and proceeding with the purchasing process.

Informal, Formal & RFP bid reviews

All purchases that exceed $10,000.00 but not more than $100,000.00 are considered Informal Bid Events. Informal bids shall be posted for a minimum of three (3) days on the City’s e-Procurement website and on the public bulletin board located at the entrance of the Contracts and Procurement Division office. Purchases estimated to be $100,000 or in excess, are considered Formal Bid Events. Formal and RFP Bid Events shall be posted for a minimum of ten (10) days on the City’s e-Procurement website. All competitive sealed bids are read aloud at the appointed date and time of closing. No additional information will be provided at the appointed date and time of closing.

Non-Competitive Purchases

Certain circumstances exist which require purchases to be accomplished by waiving competitive and sealed bid procedures. In such cases, the Contracts and Procurement Division shall negotiate price, delivery, and other contractual terms and conditions. Emergency and Sole Source acquisitions are the most common situations requiring non-competitive purchases. An emergency purchase is defined as a purchase that results from exigent emergency conditions; A. Where any delay would jeopardize the public health, safety, or welfare of City residents; or
B. Where in the judgment of the Director of Contracts and Procurement or designee, the operational effectiveness of a City department, or a significant City function, would be seriously threatened without the expeditious purchase of a particular good or service. Sole source, for purposes of procuring a good or service, is an acquisition where, after a search, only one supplier is determined to be reasonably available.

Award Policy

For competitive sealed bid events, awards will be made to the lowest responsible bidder, taking into consideration conformity with the specifications, terms of delivery, and other conditions imposed in the bid event documents. For RFP’s, the qualification-based selection method will be used. The City shall determine which bidder is most qualified to perform, with price being a single component, but not controlling component of the evaluation process. The Contracts and Procurement Division may reject the bid of any bidder who has failed to perform satisfactorily on a previous contract with the City.

Competition

It is the intent of the City that acquisitions be made under conditions that allow for free and open competition. Bidders are encouraged to advise the Contracts and Procurement Division whenever specifications do not comply with standard trade practices or impose impractical or unreasonable requirements. It is the City’s policy to encourage the participation of minority, women, and disadvantaged business enterprises in the bidding process. M/W/DBEs are particularly invited to submit proposals to perform work for the City of Topeka, either as a prime contractor or as a part of a joint venture. Other firms are encouraged to seek and obtain quotes from qualified M/W/DBE firms when soliciting bids for subcontracting or subconsulting work.

Alternate or Equivalent Bids

Whenever the specifications of an article or material are defined by trade name, brand name, or model and catalog number, the term “or equal,” if not written, is implied. Any such reference to a particular manufacturer’s product is for the purpose of item identification and to establish standards of performance, quality and features. Bids on equivalent items are invited. Alternate bids may be submitted and, if deemed to meet and/or exceed the specifications or scope of work set forth in the bid event, shall be given equal consideration during the evaluation process.

Intergovernmental Cooperative Purchasing

The City may “piggyback” on contracts established by other governmental jurisdictions or agencies when it is assured that competitive sealed bidding according to the City’s policies and procedures have been employed. Vendors willing to extend to the City existing price agreements with other governmental entities should notify the Contracts and Procurement Division at procurement@topeka.org.

Conflict of Interest and Gratuities

No City employee or official shall engage in any business, activity or transaction, or have a substantial financial or personal interest, that would impair proper discharge of official duties, independence of judgment, or any action in the public interest. This standard shall apply to an employee’s personal and outside activities, including outside employment, investments, property holdings, financial interests and sources of income. Furthermore, this standard shall apply to an employee’s actions related to the performance of official duties, including acceptance of gifts and favors; action or inaction in inspection or regulation functions; disclosure of confidential information; or granting improper favors, services, promises or things of value. Employees shall avoid direct, indirect, implied, or assumed obligations to show favoritism or more friendliness to one person. No employee shall accept, solicit, or pass on to other persons, any gift including money, services, gratuity, favors, entertainment, hospitality, loans, or any other thing of value from anyone who is doing, or seeking to do, business with the City. This includes those whose activities are regulated or controlled by the City under circumstances from which it could be reasonably substantiated that the gift was intended as a reward for any official actions performed by the employee.  Employees shall notify their supervisor(s) of non-City business or personal activities that may constitute a conflict of interest related to their position with the City.

Invoicing

In order to receive payment for goods or services furnished, the vendor must submit an original invoice. Invoices must show the properly authorized purchase order number; complete descriptions of the goods or services furnished; quantity delivered; unit prices and extensions; applicable taxes; and prompt payment discount terms, if any. Upon delivery, the City using department will inspect and accept the goods or services and prepare a receiving report acknowledging receipt for payment. All invoices shall be send via email to the City of Topeka, Accounts Payable division at accountspayable@topeka.org.

Surplus Property

The Contracts and Procurement Division is responsible for the sale or disposal of surplus property. See www.govdeals.com and enter Topeka in the search field. Questions concerning surplus property should be referred to the Director of Contracts and Procurement.

Contracting for Professional Services

All contracts for professional and consulting services are procured through a competitive selection process, except for contractual services where, in the opinion of the Contracts and Procurement Division, no competition exists. Solicitations for professional services are accomplished through qualification based selection methods, such as an Requests for Proposals (RFP), published on the City’s e-Procurement Supplier Portal. Qualification based selection methods will include a scope of work that identifies the work to be performed, qualification requirements, and evaluation criteria.