Key Focus Area by dffhrtcv3

VIEWS: 4 PAGES: 35

									                          Document Number:         BDPS-PRO-802                   Revision Number:    1

                              Approved By:         Mike Frosch                      Effective Date:   1/29/2010

                                                   Initial Release
                    Description of Last Change:

Document Title:   Agenda Item Preparation Manual
                  4.2.1d from ISO 9001




                                              AGENDA ITEM


                                                              PREPARATION
                                                                MANUAL
                                                                 Business Development and
                                                                 Procurement Services
                                                                 3FN
                                                                 1500 Marilla St.
                                                                 Dallas, Texas
Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                   2
                                   Agenda Items
           The agenda for City Council meetings is prepared by City staff at the
           departmental level, with oversight and direction provided by the City
           Manager’s Office.

           Agenda items are created in Lotus Notes. Once Lotus Notes access has
           been authorized, you are ready to start in the workspace page. Each
           agenda item (unless it’s an Interlocal Agreement procurement or Revenue
           item) has an Agenda Information Sheet, BID Summary Form and
           Resolution.

          There are four sections required on ALL agenda items in the Agenda
          Information Sheet (AIS). Business Development & Procurement Services
          agenda items require eight sections in the AIS. They are:


               1)       Subject                 5)   M/WBE Information
               2)       Background              6)   Ethnic Composition
               3)       Prior Action            7)   Bid Information
               4)       Fiscal Information      8)   Owners


Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                     3
               Agenda Item Preparation
          After preparing the AIS, you will then create you BID Summary and
          Resolution. Every AIS will have a Resolution, but not every AIS will have a
          BID Summary.

          Procurements made through Interlocal Purchasing Coop Agreements and
          Revenue items do not require the completion of a BID Summary.




             THINGS TO REMEMBER WHEN CREATING AN AGENDA ITEM

              Font and size: Arial 12

              Text paragraphs should be fully justified on all documents

              Section headers should be capitalized, bold, left justified and underlined




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                            4
                           Lotus Notes Workspace Window




                                           Agenda items are created in the DEPARTMENT database.
                                            If it is an item involving more than one department, all of
                                           the departments named will be able to see the item in the
                                                              DEPARTMENT database.



                          Note: The item will be mailed to the CITYWIDE database by the Agenda Coordinator.
                          Once an item has been mailed, it is removed from the DEPARTMENT database, and all
                          updates will be done in the CITYWIDE database. Please see Council agenda schedule
                          provided to you by your agenda coordinator for Citywide mail out deadlines.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                              5
                                   Creation of Agenda Item
                                     in Department View



                                                    In Department view select
                                                      “Create”, then “Agenda
                                                     Information Sheet”, then
                                                     “New Single subject AIS”




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                6
Top Portion of Agenda Information Sheet


                                                                          Enter as many KFA’s as necessary. All five can be
                                                                                   entered, depending on the item.




     Sort order is an optional field that defaults to 99. If you prefer to have an item listed in a specified order within a
                                  department, enter a corresponding number, e.g. 1,2,3, etc.

                                    Select the appropriate type of meeting to bring up the dates in the drop down
                                                               menu for “Agenda Date”


                                 Normally “All” is selected for BDPS items, if not and you select a few districts also include
                                     the dollar breakout for each Council district in the “Fiscal Information" section.


                                                                           Department name defaults to BDPS. If you add
                                                                           another department here the CMO field below is
                                                                          automatically populated with the appropriate CMO.
                                                                              Department names here should match the
                                                                               “Distribution” section of the Resolution


                         Mapsco numbers should be entered in the following
                                           format:
                         1B V, Y 2 T 12 Z 21 B, V 22 E-G, J, K, M, N




                                                                                                                               6
                                                      SINGLE SUBJECT
                                                 Templates Used Most Frequently
                                   (For Multi-Subject Items see your Agenda Coordinator for assistance)


                                      Do not use abbreviations in the SUBJECT
  Service Contract
  Authorize a (length of contract e.g. xxxx-xxxx-month) service contract for (service description) – (appropriate agency),
  lowest responsible bidder of (xx, only bidder, etc) – Not to exceed $(dollar amount) - Financing: (appropriate fund(s))


  Master Agreement
  Authorize a (length of agreement e.g. xxxx-xxxx-month) master agreement for (service description) – (appropriate
  agency), lowest responsible bidder of (xx, only bidder, etc) - Not to exceed $(dollar amount) - Financing: (appropriate
  fund(s))

  Purchase
  Authorize the purchase of (name of the item) - (appropriate agency), lowest responsible bidder of (xx, only bidder, etc) - Not
  to exceed $(dollar amount) - Financing: (appropriate fund(s))

  Revenue Contract Authorization with Renewal Option
  Authorize a (length of contract e.g. xxxx-xxxx-month) concession contract, with (number) (xxxx-month) renewal options, for
  (service description) at (appropriate location) – (appropriate agency), highest responsible bidder of (number) – Estimated
  Revenue: $(dollar amount)

  Professional Services-shown below without a “term”; add term if applicable before
  “professional services contract”

  Authorize a professional services contract to (service description, i.e: conduct a job analysis/test validation study for the
  Police Physical Agility Test) -(appropriate agency), only proposer or most advantageous proposer of (number) - Not to
  exceed $(dollar amount) - Financing: (appropriate fund(s))

Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                              8
                                   FUNDING Information


                                        Enter total dollar
                                         amount here                     Select appropriate
                                                                                box




                                                             Select funding type here and funding listed here should match
                                                                       what is in the Subject & Fiscal Information




                                                                  List funding information here using this format. This
                                                                    funding information should match what is in the
                                                                           Resolution, Section 2 if applicable.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                             9
                                             Background
         Background information should reflect purpose of the procurement. At the end of stating
         the purpose also include the price comparison and RLT statement (in order listed below):

         Price Comparison Statement (select one of the statements below that applies):
         This solicitation was structured in a manner which required bidders to submit a response using unit pricing; this bid
         resulted in a 7.78% increase over comparable unit prices for the bid awarded in 2005.

         This solicitation was structured in a manner which required bidders to submit a response using discounts from
         manufacturer’s price list; this bid resulted in a 25% discount compared to an 18% discount for the bid awarded in
         2005.
         This solicitation was structured in a manner which required bidders to submit a response using discount or markup
         pricing from an industry index. This bid resulted in a 25% discount compared to an 18% for the bid awarded in 2005.

         This solicitation was structured in a manner which would render the City the most advantageous proposal; this
         proposal resulted in a XX% increase/decrease over comparable proposal awarded in XXXXX.

         This solicitation was structured in a manner which required bidders to submit a response according to scope of work;
         this bid resulted in a XX% increase/decrease compared to the XXX% for the bid awarded in XXXX.

         RLT Statement:
         As part of the solicitation process and in an effort to increase competition, Business Development and Procurement
         Services (BDPS) used its procurement system to send out XXX email bid notifications to vendors registered under
         respective commodities. To further increase competition, BDPS uses historical solicitation information, the internet,
         and vendor contact information obtained from user departments to contact additional vendors by phone. Additionally,
         in an effort to secure more bids, notifications were sent by the BDPS’ ResourceLINK Team (RLT) to 25 chambers of
         commerce, the DFW Minority Business Council and the Women’s Business Council – Southwest, to ensure maximum
         vendor outreach.



Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                                 10
                                            Background
                 The following information should be included on all proposals in the
              Background section. This is placed before the price comparison statement .



        A five member evaluation committee was selected from the following departments:


                                                                              Business Development & Procurement
                Business Development & Procurement Services (2)*               Services (2) - will always be listed.
                Public Works & Transportation (1)                              Other participating departments will
                Equipment & Building Services (1)                                             follow.
                Human Resources (1)

        *Business Development & Procurement Services only evaluated cost and the Business Inclusion and Development Plan.

        The successful proposer was selected by the committee on the basis of the following criteria:

        (Example of criteria used in agenda items)

        •   Business Inclusion and Development Plan   15 points                  Business Inclusion & Development Plan
        •   Cost                                      20 points                   and Cost will always be listed. Other
        •   Responsiveness                            15 points                       appropriate criteria will follow.
        •   Background                                15 points
        •   Benefits Consulting Experience            15 points
        •   Municipality Experience                   20 points




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                          11
                                             Background
                   If a coop procurement the coop agreement statement is placed before the price
                      comparison statement in the Background. Select one of the two listed here.
        Coop Agreement statement (if applicable):

        Competitive bids were issued on XXXXXXX XX, XXXX and opened on XXXXXXX XX, XXXX. A total of XXX bids were
        received. Bid pricing was then compared to Texas local cooperative purchasing agreements, and it was determined
        that the (enter name of coop agreement here) provided the most advantageous pricing to the City. (enter name of coop
        agreement here) pricing total is $0,000,000.00 compared to the lowest competitive bid total of $0,0000,000.00. The
        City will save $000,000.00 by utilizing (enter name of coop agreement here) pricing. (enter name of coop agreement
        here) conforms to the requirements of Texas Statutes that are applicable to competitive bids and proposals.

                                                                  Or

        Competitive bids for (insert what bid was for here) were issued on XXXXXXX XX, XXXX and opened on XXXXXXX XX,
        XXXX . Bid pricing was then compared to governmental cooperative purchasing agreements, and was found that
        pricing received from (enter name of vendor) was identical to the (enter name of coop agreement). However, (enter
        name of coop agreement) offers a provision for volume pricing discounts not otherwise available through standard
        agreements. Therefore, Business Development and Procurement Services determined that (enter name of coop
        agreement) provided the most advantageous agreement for the City for (insert what bid was for here) .

        And add the following paragraph to whichever statement you select above:

        (enter name of coop agreement) conforms to the requirements of Texas Statutes that are applicable for competitive bids
        and proposals, in accordance with the Interlocal Cooperation Act, Chapter 791, Texas Government Code. In addition,
        (enter name of coop agreement) receives bids from manufacturers and dealers throughout the United States.

        If applicable also add the following for minority participation in a Coop Agreement award:

        Although Good Faith Effort initiatives are not taken into account for cooperative agreements, this particular agreement
        will utilize certified minority sub-contractor or contractor, (name of vendor), resulting in X.X% participation.



Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                                  12
                                       Prior Action, Fiscal Information
                                            & Ethnic Composition
        Standard language for PRIOR ACTION (List newest to oldest Council Action):

        On (enter date – Month day, year), City Council authorized a (enter exact previous award text. i.e. thirty-six-month
        master agreement for janitorial supplies to be used at various departments ) by Resolution No. (enter resolution
        number).
                                                                  OR
        This item has no prior action.

        Never include vendor names.
        Include briefings and Park Board approvals if applicable.


        Standard formatting for FISCAL INFORMATION:
                                                                                  Always list Current Funds first
        $00,000.00 – Current Funds
        $ 2,000.00 – Water Utilities Current Funds                                Fiscal Information should match
                                                                                  funds listed in the Subject


        Standard language and formatting for ETHNIC COMPOSITION:

        ETHNIC COMPOSITION
                                                                         Proper order for ethnicities
        Dien, Inc.

        White Female               4    White Male      3
        Black Female               0    Black Male      1
        Hispanic Female            0    Hispanic Male   4
        Other Female               2    Other Male      1


Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                               13
             M/WBE Information & Ethnic Composition

        Standard language and formatting for M/WBE Information:

        M/WBE INFORMATION
                                                Successful vendors noted here should
        35 - Vendors contacted                  also be reflected on the BID Summary
        33 - No response                                         Form
         2 - Response (Bid)
         0 - Response (No Bid)
         2 - Successful                                                    Count of vendors contacted here should match
                                                                           the count entered on the RLT statement in your
        215 M/WBE and Non-M/WBE vendors were contacted                                      Background.

        The recommended awardees have fulfilled the good faith requirements set forth in the Business Inclusion and
        Development (BID) Plan adopted by Council Resolution No. 08-2826 as amended.


                                                                                          Use the recently adopted BID
                                                                                           (08-2826) language here.




                                                                                       Use standard statement when
        M/WBE INFORMATION
                                                                                            Sole Source award
        This is a sole source procurement and requires no bidding.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                            14
                                   BID INFORMATION
        Bid Information statements are to be used as they apply to the procurement.
        Modify as needed.

                                                                                   Insert date of          Insert type of
                                                         Insert bid                 bid opening            procurement
                                                          number
        BID INFORMATION

        The following bids were received from solicitation number BD0904 and opened on December 18, 2008. This master
        agreement is being awarded in its entirety to the lowest responsive and responsible bidder.




                                   OR (if awarded by line or group us the following)


        The following bids were received from solicitation number BL0902 and were opened on November 6, 2008. This
        master agreement is being awarded to the lowest responsive and responsible bidders by line. Information related to
        this solicitation is available upon request.



                                                                         Use “by line or “by group” as
                                                                                  applicable.
        *Denotes successful bidder




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                             15
                                    BID INFORMATION
       Bid awarded in its entirety or by multiple lines/groups with 4 or more lines/groups.


       *Denotes successful bidder
                                                                                   Proper format for bid
       Bidders                        Address                     Amount of Bid    awarded in its entirety

       *Dien, Inc.                    3510 Pipestone              $219,000.00
                                      Dallas, TX 75212

       F2 Industries, Inc.            423 C Smyrna Square Drive   $243,000.00
                                      Smyrna, TN 37167


                                                     OR
                                                                                      Proper format for bid
       Bidders                        Address                     Amount of Bid       awarded by multiple
                                                                                     lines/groups with 4 or
       *Dien, Inc.                    3510 Pipestone              Multiple Lines       more lines/groups.
                                      Dallas, TX 75212

       F2 Industries, Inc.            423 C Smyrna Square Drive   Multiple Lines
                                      Smyrna, TN 37167


                                                     Important Note:
                                                     Never state “single line” when awarding by
                                                     multiple lines.


Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                              16
                                    BID INFORMATION
         Bid awarded by group or line (less than 4 lines/groups) or a non-responsive bidder
                                                                                                          Proper format for bid
       *Denotes successful bidder                                                                          awarded by group

       Bidders                                   Address                               Amount of Bid

       *AAF-McQuay, Inc. dba                     1250 Post & Paddock Rd.               Group 1: $ 913,580.00
       McQuay International                      Suite 200                             Group 2: No bid
                                                 Grand Prairie, TX 75050

       *Gulf Energy Systems, Inc.                818 S. Central Expwy.                 Group 1: $2,130,000.00
                                                 Suite 16                              Group 2: $ 119,000.00
                                                 Richardson, TX 75080

       American Mechanical Services              3033 Kellway Dr.                      Group 1: $ 961,369.84
                                                 Carrollton, TX 75006                  Group 2: No bid
                                                 Smyrna, TN 37167
                                                                                               Proper format for noting a non-
                                                                                               responsive bidder
                                                                   OR

       Bidders                                   Address                               Amount of Bid

       Air Conditioning Innovative               1028 N McDonald                       Group 1: Non-responsive**
       Solutions, Inc. dba ACIS, Inc.            McKinney, TX 75069                    Group 2: $ 274,035.00

       **Air Conditioning Innovative Solutions, Inc. dba ACIS, Inc. was deemed non-responsive to Group 1 due to errors on the
       bid sheet.
                                        Include sentence with reason for non-
                                                   responsiveness


Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                                 17
                                     BID INFORMATION
                                          Only Bidder or Sole Source Award
      BID INFORMATION

      The following bid was received from solicitation number BR0812 and opened on February 27, 2008. This service
      contract is being awarded in its entirety to the only bidder.

      *Denotes successful bidder

      Bidder                                  Address                                  Amount of Bid

      *Lion TotalCare, Inc.                   6450 Poe Ave.                            $3,229,092.00
                                              Suite 300
                                              Dayton, OH 45414

      Note: Pursuant to Business Development and Procurement Services’ (BDPS) request, the Auditor’s office has
      reviewed the single bid item and submitted related documentation and has determined BDPS followed Administrative
      Directive 4-05 provisions for processing this single bid item and made reasonable efforts to increase bid participation.
      This proposed procurement meets the requirements for a single bid.




      BID INFORMATION

      Bidder                                  Address                                  Amount of Bid

      Lawson                                  380 St. Peter Street                     $814,300.00
      Software                                St. Paul, MI 55102
      Note: Pursuant to Business Development and Procurement Services’ (BDPS) request, the Auditor’s office has
      reviewed this sole source bid and submitted related documentation and has determined this procurement meets the
      exceptions from competitive bidding as specified in the State of Texas Local Government Code, chapter 252.022,
      General Exemptions (a)(7).

Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                                 18
                                    BID SUMMARY
                                            (Standard Form)
          To create your BID Summary for your agenda item, first open the agenda item, select
          “create”, then “BID”, then “BID Summary (standard)”.




                                                                               Select BID Summary
                                                                                       here




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                    19
                                             BID SUMMARY
                                                       (Standard Form)


               This section is automatically updated
                from Subject information by Lotus




                                                                        Vendor name(s) should be entered and then complete
                                                                                     sentence appropriately




                                                                                                   Enter 1st vendor name and vendor
                                                                                                      number if multiple vendors

                                                       Select type of
                                                       procurement                       Enter total dollars in the appropriate line for local
                                                                                        and non-local. Click “Refresh Screen Calculations”
                                                                                                    button above when finished.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                                            20
                                         BID SUMMARY
                                                 (Standard Form)
                    If prime vendor or sub-contractor is a minority vendor, add a minority contractor
                                          worksheet from BID Summary form.




     Another window will
     open. Complete the
     form for the minority
         prime or sub-
        contractor. Click
     save when finished.
      Go back to original
     BID Summary form,
      save and close this
     document. Re-open
      BID Summary form
       and your minority
      vendor information
       will appear in the
     appropriate area for
       local or non-local
       contractor or sub-
           contractor.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                        21
                                              BID SUMMARY
                                                     (Standard Form)
                                   Completed BID Summary form with Minority Prime Vendor and
                                                   Minority Sub-Contractor




                                                         Information entered on the Minority Contractor
                                                                  Worksheet will appear here




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                          22
                                           BID SUMMARY
                                                   (Standard Form)
                                      Completed BID Summary form with Total Minority
                                   Prime Vendor and Minority Sub-Contractor Calculations




                                                                                      Upon completing the
                                                                                       local and non-local
                                                                                      minority contractor &
                                                                                       sub-contractor info,
                                                                                         these totals will
                                                                                      automatically update




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                              23
                                       BID SUMMARY
                            (Form for Increase to Existing Contract/Agreements)

          Increases to Contract/Agreements will need the BID Summary form for “increases or
          decreases”. Select this form from the same drop down menu that you would select the
          “standard” form.




                                                                          Select the BID Summary
                                                                              form for increase




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                   24
                                       BID SUMMARY
                            (Form for Increase to Existing Contract/Agreements)

          Completion of the “increase/decrease” BID Summary form is slightly different from the
          “standard” form. See “total contract amount” below.




                                                                          Enter total amount of contract
                                                                           here. This amount should
                                                                            include original amount of
                                                                           contract plus the requested
                                                                                 increase amount.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                           25
                                       BID SUMMARY
                            (Form for Increase to Existing Contract/Agreements)
          Minority participation for current requested increase will be included as usual and previous
          participation should also be included. See below.




                                           Current minority         Previous + current minority
                                          participation dollars      participation dollars here




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                         26
                                     RESOLUTION
          To create your Resolution for your agenda item, first open the agenda item, select “create”,
          then “Resolution or Ordinance”, then “Resolution New”.




                                                                                Select Resolution
                                                                                      here




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                         27
                                   RESOLUTION
                                   Begin with “WHEREAS” as formatted here then copy and paste your “Prior Actions”
                                      from your Agenda Information Sheet that are Council approved. Do not list
                                                  briefings in the Resolution. List oldest to newest.




                                                 Follow each “WHEREAS” end with “, and;”. When listing the last
                                                                 “WHEREAS” end it with a “;”




                                                                                From this point down use
                                                                                the appropriate template
                                                                                    for procurement




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                  28
                                            RESOLUTION
                       Following will be the most frequently used Resolution Templates.

       FORM RESOLUTION – ONE TIME PURCHASE ORDERS (FOR OVER $50,000 ONE-TIME PURCHASES OF GOODS)

   [appropriate WHEREAS paragraphs go here]

   NOW, THEREFORE,

   BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DALLAS:

   Section 1. That the purchase of ____________ [description of goods exactly as it appears in the Subject of the AIS is placed
   here] is authorized with __________ [name of vendor placed here] (______) [vendor number placed here] in an amount not to
   exceed $_________ [dollar amount placed here].

   Section 2. That the Purchasing Agent is authorized, upon appropriate requisition, to issue a purchase order for __________
   [description of goods exactly as it appears in the Subject of the AIS is placed here]. If a formal contract is required for this
   purchase instead of a purchase order, the City Manager is authorized to execute the contract upon approval as to form by the
   City Attorney

   Section 3. That the City Controller is authorized to disburse funds from the following appropriation, in an amount not to
   exceed $___________ [dollar amount placed here]:

   FUND             DEPT           UNIT    OBJECT        ENCUMBRANCE

   Section 4. That this resolution shall take effect immediately from and after its passage in accordance with the provisions of
   the Charter of the City of Dallas and it is accordingly so resolved.

   DISTRIBUTION:                                                               Business Development and Procurement
                                                                           Services will always be listed first. Departments
   Business Development and Procurement Services, 3FS                       listed at the top of AIS are also included in the
                                                                                              “Distribution”.
Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                                29
                                             RESOLUTION
            FORM RESOLUTION – MASTER AGREEMENTS (FOR ONGOING PURCHASES OF GOODS FOR A STATED
                                                  TERM)

        [appropriate WHEREAS paragraphs go here]

        NOW, THEREFORE,

        BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DALLAS:

        Section 1. That a master agreement for the purchase of ________ [description of goods exactly as it appears in the
        Subject of the AIS is placed here] is authorized with ___________ [name or names of vendors placed here] (________)
        [vendor number placed here] for a term of _______ [number of months placed here] months in an amount not to exceed
        $_________ [dollar amount placed here].

        Section 2. That the Purchasing Agent is authorized, upon appropriate request and documented need by a user
        department, to issue a purchase order for __________ [description of goods exactly as it appears in the Subject of the
        AIS is placed here]. If a written contract is required or requested for any or all purchases of ___________ [description of
        goods exactly as it appears in the Subject of the AIS is placed here] under the master agreement instead of individual
        purchase orders, the City Manager is authorized to execute the contract upon approval as to form by the City Attorney.

        Section 3. That the City Controller is authorized to disburse funds in an amount not to exceed $______ [dollar
        amount placed here].

        Section 4. That this resolution shall take effect immediately from and after its passage in accordance with the
        provisions of the Charter of the City of Dallas and it is accordingly so resolved.

        DISTRIBUTION:                                                            Business Development and Procurement
                                                                             Services will always be listed first. Departments
        Business Development and Procurement Services, 3FS                    listed at the top of AIS are also included in the
                                                                                                “Distribution”.

Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                                      30
                                            RESOLUTION
                FORM RESOLUTION – BID OR PROPOSED SERVICE CONTRACTS (OTHER THAN CONSTRUCTION,
                                   ARCHITECTURAL, AND ENGINEERING SERVICES)

       [appropriate WHEREAS paragraphs go here]

       NOW, THEREFORE,

       BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DALLAS:

       Section 1. That the City Manager is authorized to execute a contract with ___________ [name or names of vendor
       placed here] (______) [vendor number placed here] for _________ [statement of the service exactly as it appears in the
       Subject of the AIS placed here] for a term of _______ [number of months placed here] months in an amount not to
       exceed $_________ [dollar amount placed here], upon approval as to form by the City Attorney. If the service was bid or
       proposed on an as needed, unit price basis for performance of specified tasks, payment to [name of vendor placed here]
       shall be based only on the amount of the services directed to be performed by the City and properly performed by [name
       of vendor placed here] under the contract.

       Section 2. That the City Controller is authorized to disburse funds from the following appropriation in an amount not to
       exceed $___________ [dollar amount placed here]:

       FUND             DEPT       UNIT        OBJECT        ENCUMBRANCE

       Section 3. That this resolution shall take effect immediately from and after its passage in accordance with the
       provisions of the Charter of the City of Dallas and it is accordingly so resolved.

       DISTRIBUTION:                                                              Business Development and Procurement
                                                                              Services will always be listed first. Departments
       Business Development and Procurement Services, 3FS                      listed at the top of AIS are also included in the
                                                                                                 “Distribution”.



Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                                   31
                                     Revision Alerts
        Once an item has been mailed, it is removed from the DEPARTMENT database, and all updates will be done in the
        CITYWIDE database. Any updates to your agenda item will now require the completion of a “Revision Alert”.




                                                          After completing any updates to your agenda item (once
                                                          your item has been mailed citywide) select “create”, then
                                                                  “revision alert”, and “revision alert” again.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                        32
                                       Revision Alerts
     Revision alerts require detailed information of changes that are made to the agenda item. Everything that is changed in
     the Subject, Funding, etc. is used by the Agenda Office staff to assign/reassign items, prepare the Council Agenda and the
     Council Matrix document. Be more specific, especially if they involve changes to funding, the Subject or the Resolution. A
     detailed description helps to ensure that the Agenda Office performs reviews accordingly without having to read the entire
     agenda item to search for what has been changed. For example do not only state “changed background’ or “added more to
     the background”. All changes should be in red and strikethroughs if applicable. Following are two examples of a “detailed”
     revision alert.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                              33
                                     Revision Alerts
        IMPORTANT INFORMATION ON REVIEWERS’ COMMENTS

        Updates to your agenda item are usually required from reviewers posting comments on your agenda item. After
        completing requested updates remember to immediately complete your revision alert and ALSO RESPOND to the
        reviewer’s comments. Click on the “Respond” tab and send appropriate response.




Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                                                                      34
                                   General Information
           Common mistakes and corrections:

                   Don’t Use:                     Use:

                   Example: June, 2006            June 2006
                   Price agreement                Master agreement
                   Approved                       Authorized
                   # symbol                       No.
                   City of Dallas                 City
                   In Subject only: $300,000.00   $300,000




      This preparation manual is meant to assist you with the preparation of
      agenda items although, not all types of procurements are covered in this
      manual. Please see previous awards for examples of agenda items not
      covered here, but also consult with your Sr. Buyer and/or Agenda
      Coordinator for assistance.



Rev. 1 1/29/10 Doc #BDPS-PRO-802
                                                                             35

								
To top