Introduction
The City of Las Cruces is a home ruled city, which
means we have enacted our own procurement code and do not follow
the State procurement code except as mandated by statue.
The Purchasing Office's purpose is to maximize the
purchasing value of public funds and to provide safeguards for maintaining
a procurement system of quality and integrity. Should you have
questions or require additional information, please contact us at
(575) 541-2555.
Who Purchases for the City of Las Cruces?
The Purchasing Office is the central purchasing authority for all
purchases over $1,000. Purchases over $1,000 by city employees
may only be authorized if there is a blanket order in place. Purchases
under $1,000 can be made by city employees via Petty Cash - $50.00
limit or by use of the City's Procurement Card - $1,000 per day per
vendor. Vendors are cautioned not to split a department's order to
accommodate the $1,000 monetary limit. Failure to comply with
this procedure may be grounds for debarment. In any situation,
the vendor is responsible for verifying the identity of the person
placing an order prior to issuing any merchandise or providing any
service. The City of Las Cruces will not be responsible for
purchases incurred by non-authorized agents. Proposals or bids
over $1,000 are handled as per Division
1 and 2 of the Procurement Code. Vendors can register with the
Purchasing Office to be on the bidder's list by filling out the Bidder's
List Application and mailing it in with the required $25.00
annual fee. This fee guarantees that you receive copies
of bids or proposals that corresponds to the commodity codes you
have signed up for.
Disbursements
The Disbursements Section of Finance is charged with the responsibility
of making payment to vendors for purchases over $1,000 incurred by
the City of Las Cruces. Invoices shall be issued to the City
and mailed to:
Disbursements Section
City of Las Cruces
P.O. Box 20000
Las Cruces, NM 88004.
Invoices must reference the appropriate purchase order number, itemized
quantities, description of goods and/or services, unit prices and
total price. Invoices from vendors are audited to insure completeness
and accuracy.
Sales Contacts with City Departments
It is requested that you make the Purchasing Office your first contact. Purchasing
staff can acquaint you with the appropriate procurement procedures
and direct you to those departments most likely to utilize your products
or services. Only Purchasing staff are authorized to commit
the City for the purchase of goods or services over $1,000. Contacts
made with City departments shall be solely for the purpose of providing
information and/or literature.
Location
The Purchasing Office is located at 1501 E. Hadley, Las Cruces,
New Mexico. It is open for business from 7:00 am to 5:00 pm,
Monday through Friday, with the exception of legal holidays observed
by the City. Visiting hours for vendors are the same
as indicated above. To provide you with optimum uninterrupted
time during your visit, appointments are encouraged.
Taxes
It is the responsibility of each vendor submitting an offer to be
knowledgeable as to all applicable taxes.
Inspection of Goods and Services
All goods and/or services provided the City are subject to inspection. If
any items or articles are found not to meet requirements to the specifications,
the lot or any faulty portion may be rejected with any associated
cost to the City being borne by the vendor. Additional remedies
available to the City for vendor noncompliance include debarment
or suspension, execution of bonds if applicable and contract cancellation.
Frequently Asked Questions
1. May a vendor see copies of offers prior to award? If
so where?
A vendor may not review bid responses prior to the public opening. These
documents become public record after the bid opening and may be
inspected in the Purchasing Section.
2. What are the most frequently considered factors
involved in determining a responsive offer and a responsible offeror?
A "responsive offer" means an offer to furnish goods, services,
or construction in conformity with standards, specifications, terms,
conditions, and all other requirements established in a competitive
solicitation. A "responsible offeror" is a bidder who has
the financial resources, personnel, facilities, integrity, and
overall capability to complete a particular City of Las Cruces
contract successfully.
3. What should I do if I want to be guaranteed City
of Las Cruces Business?
Either fill out the bidder's list application on line or contact
the Purchasing Section and request a vendor registration packet.
4. What preferences are considered by Purchasing?
Vendors from the City of Las Cruces are given a 5% preference (Section
14-100) over non-local vendors provided they qualify by completing
the "Local Preference Certification Form" with each offer. The
local preference takes precedence over the State Resident Preference
and only one such preference will be applied to any one offer. If
it is determined that the local preference applies to one of more
offerors in any solicitation, the State Resident Preference will
not be applied to any offers. This preference does
not apply to Public Works contracts.
5. May I submit an offer if I don't handle the brand
listed in the procurement document?
Yes, if the solicitation specified "a brand name or equal", you
may offer an alternative or "equal brand". "Or equal" products
will be evaluated after offers are received, based on literature
or samples submitted and any required testing for the product. Failure
to submit required literature and/or samples may be cause for rejection
of offer.
6. Who manages surplus property?
Purchasing in conjunction with the Facilities Department's Fleet
Maintenance Section manage the surplus property. Purchasing
is responsible for the disposal of all surplus property through
competitive sealed bidding or auction. The auction is usually
held once a year, and generally in the fall.
NOTE: Under no circumstances during the bidding or proposal
process of any solicitation are vendors to contact City Elected Officials
or City Staff, other than Purchasing Staff in regards to such solicitation. Should
vendors not adhere to this requirement their response to the solicitation
will be rendered non-complaint.
THE PURCHASING SECTION IS HERE TO ASSIST YOU IN COMPETITIVELY OBTAINING
CITY BUSINESS. CAREFULLY REVIEW ALL PROCUREMENT DOCUMENTS YOU
RECEIVE AND IF YOU SHOULD HAVE ANY CONCERNS, QUESTIONS, OR COMMENTS
DO NOT HESITATE TO CONTACT PURCHASING.
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