Welcome to the Helotes Purchasing department. We invite you to familiarize yourself with our organization and the way the City procures needed goods and services. The City utilizes a centralized purchased system, pursuant to the City of Helotes Purchasing Policy and Procedures Manual.
The goals Helotes Purchasing include:
Purchase quality goods and services
Obtain the best price for goods and services
Dispose of salvage and surplus materials
Give bidders a fair opportunity to compete for the City’s business
Partner with other City departments to deliver first-class services to Helotes citizens
An official, numbered purchase order is the primary method for purchasing goods, services, or equipment and obligating the City of Helotes for payment. Transactions may not be valid and binding unless such transactions are associated with a valid purchase order created by the City’s Purchasing department. Exceptions to purchase orders include the use of the City of Helotes P-Card and certain professional services.
To ensure prompt payment, invoices must reference the City’s purchase order number and be priced in accordance with the purchase order. All invoices are matched against the purchase order and the shipping report before initiating payment. Care in preparing and submitting invoices will help eliminate problems in processing payments on a timely basis. Questions regarding billings or payments should be directed to the “Bill To” contact listed on the purchase order. Ensure changes of address are promptly communicated to Helotes Purchasing.
The City of Helotes is exempt from Federal Excise, State Sales, and Transportation taxes. Tax must not be included in bids or invoices. Tax exemption certificates will be furnished upon request.
The City utilizes several major purchasing cooperatives. The purpose of cooperative purchasing groups is to obtain the benefits and efficiencies that can accrue to members, comply with State bidding requirements, and identify qualified vendors of commodities, goods, and services. The membership of these cooperatives is comprised of cities, schools, counties, universities, and other governmental entities.
Susan Darst Purchasing Specialist Phone: 210-695-5914