Bexar County Procurement
Purchase of Goods and Services and Procurement of Professional and Personal Services
The purpose of the Bexar County Administrative Policy 8.1-Purchasing is to establish guidelines and accountability for the expenditure of taxpayer funds used to procure goods and services used by the County departments and offices. The processes used to procure goods and services should always provide the best value for the County, while providing an open and fair process for vendors.
These policies are approved by the Bexar County Commissioners Court. Therefore, as necessary, appropriate revisions may be made to these policies at the discretion of the Commissioner Court. The Purchasing Agent shall be responsible for accurate maintenance and distribution of approved revisions. This information includes the rules, regulations, and procedures necessary to adhere to those policies.
Purchasing Manual
The purpose of the Bexar County Purchasing Manual ("Manual") is to provide County officials and employees with enough information to appropriately request the purchase of the goods and services needed for them to effectively perform the functions of their offices. It was developed to promote the use of good business practices in acquiring the goods and services Bexar County needs.
This Manual identifies the procedures applicable to purchasing goods and services at Bexar County that are necessary to comply with Bexar County Administrative Policy 8.1 which define purchasing-related activities and functions.
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Contract and Diversity Management System (CDMS)
Bexar County has acquired a software system that will help staff with more accurately evaluating participation of small, minority and women business owners in county procurement.
The Bexar County Contract and Diversity Management System (CDMS) provides the County with an electronic means for collecting and analyzing data for the Small, Minority, and Women-Owned Business Enterprise (SMWBE) program office.
The CDMS is used to determine and report the County's service and product acquisition activities. The system is also used for the solicitation of Request For Proposals (RFP), Invitation For Bids (IFB), and Request for Quotes (RFQ) that provides SMWBEs with the opportunity to participate and receive awards.
In addition, other local entities such as the City of San Antonio and University Health System have instituted this system. This means that the County and its contractors will benefit by having a common platform where they can input information through a web based application.
This greatly simplifies the work needed for outreach and reporting as well as improving the quality of both efforts. The CDMS is a best practices type of a tool used to manage contract compliance in order to determine whether or not the SMWBE program is meeting its Mission.
The database module is user-friendly and is accessible to all county employees and contracted vendors. Some aspects of the system will be available to the public through the Bexar County Website. Top 10
The CDMS is providing current process information for:
- Compliance tracking for construction, supply, and service contracts
- Vendor certification
- Contract Management
- Audit and report capabilities
The system is now active and ready for use. A detailed report reflecting payment data from FY 2001-2008 for SMWBEs expenditures will be presented to Commissioner Court in February 2009.
CDMS Most Frequently Asked Questions
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Small, Minority and Women Owned Business Enterprises
(SMWBE) Program
Bexar County is committed to increasing the involvement of Small, Minority and Women Owned Business Enterprises (SMWBEs) in the procurement process. It is the intent of the County to afford small, minority and women-owned businesses a fair opportunity to compete for all Bexar County contracts. Similarly, the County promotes SMWBE participation in its Tax Phase-in Program to support the growth and diversity of a regional economy.
Bexar County has established as a targeted goal that a minimum of 20% of all procurement dollars in the areas of Commodities, Equipment, Services, Maintenance and Construction are spent with minority and women-owned business enterprises, and a minimum of 30% of those procurement dollars are spent with small business enterprises. Procurement dollars spent with a MWBE that is also a SBE will be counted in both categories.
Bexar County Administative Policy 8.0
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Disadvantaged Business Enterprise
(DBE)Program
On March 12, 2007 Commissioners Court adopted the Texas Department of Transportation (TXDOT) Local Area Management Agreement. Under this Agreement, the County is required to established a Disadvantaged Business Enterprise (DBE) program in accordance with regulations of the U.S. Department of Transportation
(DOT), 49 CFR Part 26.
On June 5, 2007 Commissioners Court adopted the Texas Department of Transportation Memorandum of Understanding (MOU) regarding the Disadvantaged Business Enterprise Program.
Administrative Policy 8.3 – DBE Program is necessary to provide guidance to Bexar County offices and departments and the general public.
Tax Phase In Projects, Funded Entities & Facilities
Quarterly reports are provided to the County's SMWBE Program Office.
The reports are reviewed by the County's SMWBE Program Advisory Committee and annually by
Commissioners Court.
www.bexar.org/economicdevelopment
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SMWBE/DBE Reports
Reports will be posted upon completion of the Disparity Study.
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