HomeMy WebLinkAbout2020-08-25 1:30PM WORKSHOPBRAZOS COUNTY
BRYAN, TEXAS
NOTICE OF MEETING AND AGENDA
WORKSHOP SESSION
BRAZOS COUNTY COMMISSIONERS COURT
.!AZO AIG i Ll P 3:
BRAZOS COUNTY COMMISSIONERS WILL MEET INA WORKSHOP SESSIONAS FOLLOWS:
MEETING DATE: August 25, 2020
MEETING TIME: 1:30 PM
MEETING PLACE: Brazos County Administration Building, 200 S. Texas Avenue,
Suite 106, Bryan, TX 77803
1. Call to Order
2. Presentation and discussions regarding Purchasing Department Procedures.
3. Adjourn
The Brazos County Administration Building, 200 S. Texas Avenue, Suite 106, Bryan, TX 77803 is wheelchair accessible.
Handicap parking spaces are available. Any request for sign interpretive services must be made two working days before the
meeting. To make arrangements, please call (979) 361-4102.
-1 L• 0
AUGUST 25, 2020
BRAZOS COUNTY COMMISSIONERS COURT
WORKSHOP SESSION
Call to Order
The Commissioners' Court of Brazos County, Texas met in a Workshop Session in the
Commissioners' Courtroom in the Brazos County Administration Building in Bryan,
Brazos County, Texas, beginning at 1:30 p.m. on Tuesday, August 25, 2020 with the
following members of the Court present:
Duane Peters, County Judge, Presiding;
Steve Aldrich, Commissioner of Precinct 1;
Chuck Kondeda, Commissioner of Precinct 2;
Nancy Berry, Commissioner of Precinct 3;
Irma Cauley, Commissioner of Precinct 4;
Karen McQueen, County Clerk, Absent
The attached sheets contain the names of the citizens and officials that were in
attendance.
2. Presentation and discussions regarding Purchasing Department Procedures.
The County Judge called the meeting to order at 1:30 p.m. and asked Charles Wendt,
Purchasing Agent to give his presentation. Mr. Wendt reviewed county purchasing
policies and procedures, procurement methods, small purchases, obtaining quotes,
Bids, RFPs, and RFQs.
Commissioner Konderla asked why a bid might not be chosen even if it was the lowest
bid. Mr. Wendt said the most common reason is not meeting the specifications.
Sometimes vendors do not meet the qualifications; such as years of experience.
Commissioner Konderla asked if we weigh in favor of a company with a history of
successful business with the County? Mr. Wendt answered to some extent, but we have
Vol. ao Pg.-�-40_.
a history of working with vendors that have not previously had a contract with the County.
Mr. Wendt said we are very open to new vendors. Commissioner Konderla stated that
the inverse to that is if you have a history of doing bad business with the County it would
probably hurt you. Mr. Wendt answered yes, also if a vendor doesn't honor their prices.
Commissioner Aldrich stated the time to complete a project is considered in RFPs, but
asked if the most weight was typically given on price? Mr. Wendt answered yes.
Commissioner Aldrich asked if people bidding know the weighing of the matrix ahead of
time? Mr. Wendt stated yes, it is published in the RFP. Commissioner Aldrich said so
they would know where the most competitive advantage is based on price. Mr. Wendt
said yes, what they don't know is where they stack up against the others.
Commissioner Berry asked if any preference is given to local businesses when all things
are equal? Mr. Wendt read the statute that addresses this, but noted it reads on bids not
proposals. Judge Peters stated he thinks we would have to handle by choosing the
lowest bid for this statute to apply and we don't do that. We handle with RFP or RFQ so
that we can consider more than just the price.
Commissioner Konderla thanked Mr. Wendt for his presentation. He said this will
explain how the County selects a bid and encourages fairness.
Commissioner Aldrich pointed out that Purchasing is happy to discuss a bid with
vendors and tell them how they can make a better proposal in the future. Commissioner
Aldrich asked how a vendor expresses interest in sessions with the Small Business
Development Center on how to do business with Brazos County, and other local
government agencies? Mr. Wendt stated that he will work on getting the information out
after it is set up. He will also pass this information on to Barbara Smith, Brazos County
Public Communications Officer.
Mr. Wendt also stated future plans include doing more solicitations every year to provide
more opportunities for businesses, and engaging more companies to bid on our
solicitations.
A copy of the presentation is attached.
3. Adjourn
Vol. Sao pg. ` �
The foregoing minutes of the Commissioners Court Public Hearing held August 25,
2020, have been examined and are approved in open Court this the 1st day of
September, 2020, in Bryan, Brazos County, Texas.
Duane Peters
County Judge
— - �' (' I A/-"
Steve Aldrich
Commissioner, Precinct 1
Chuck Konderla NancyBerry
Commissioner, Precinct 2 Commissioner, Precinct 3
Irma Cauley
Commissioner, Precinct 4
Attest:
Karen McQueen
County Clerk
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