Doing Business with the City of Irving Purchasing Division
- Where to Obtain Formal ITB Bid / RFP (Proposal) Information
- Procurement Process
- Opening Process
- Process to Award Bids and Proposals
- Tax Exemption
Where to Obtain ITB/RFP (Proposal) Information
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Specifications and all applicable documents for sealed bids may be secured online.
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Notice of solicitations processed by the Purchasing Division are sent by email. Vendors wanting to be notified of new solicitations are encouraged to complete the Bidder’s Notification with a current email address. M/WBE vendors completing the Bidder’s Notification should also send current certification information.
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There is not a fee for bid documents, except for a small charge for construction plans and drawings.
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The City of Irving is not responsible for the accuracy or timeliness of solicitations picked up by third parties and re-posted on other websites.
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City of Irving's procurement process is determined by the following expenditure amounts:
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$3,000 and below: Competitive bids are not required. Purchases may be processed by the requesting department or the Purchasing Division.
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Over $3000 through $50,000: At least three vendors must be contacted for competitive bids and, if available, two of the vendors must be registered as State of Texas Historically Underutilized Businesses (HUBS) in Dallas County. These bids/proposals may be received by telephone, fax machine, email, written quotations, or sealed process. Purchases in these amounts may be processed by the requesting department or the Purchasing Division.
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Over $50,000: Sealed competitive bid or proposal process is required and is handled primarily through the Purchasing Division, unless specifically exempt by Texas state law.
Informal Quotes: Price quotes may be requested by telephone, fax or email for bids under $50,000.
Formal Bids/Proposals: A vendor has the sole responsibility to ensure that this bid or proposal are signed (stamp signatures will not be accepted), properly and received at the designated site prior to on the due date and time indicated on the first page of the specifications. All bids or proposals must be date and time stamped by the Purchasing Division whether mailed or delivered. Responses received after the date and time designated on the specifications are considered late and will not be accepted. All responses over $50,000 must be submitted in a sealed envelope of package.
City of Irving Annual Contracts: Term contract purchases are initiated primarily by the Purchasing Division for commonly used supplies and services. These contracts are for estimated annual quantities on an “as needed” basis, at fixed prices for a specific term. Renewal options may be included.
Cooperative Contracts: The City of Irving also utilizes competitively bid contracts from other cities, counties, and State of Texas agencies.
Sealed bid openings are held publicly. All bid responses are available for public viewing shortly after the bid opening. The only information provided at the RFP opening is a list of respondents.
After the ITB or RFP opening, response summaries are prepared by the Purchasing Division. Within a two day after the opening, Purchasing posts a response summary on the City's website. This posting is provided for informational purposes only. Prior to award using department evaluates the responses and makes a recommendation based on its findings. In some cases the apparent low bidder turns out not to be the lowest, responsive, responsible bidder. Also, corrections to the response summary may be made if errors are found during the evaluation of the responses.
Process to Award Bids and Proposals
After receipt of the recommendation from the requesting department, the Purchasing Division reviews the departmental recommendation, obtains all required paperwork, including proof of insurance (if applicable), contracts, and/or any other properly completed and signed documents, etc., and places the item on the next available agenda for action by the Irving City Council. The Council makes the formal award.
The City of Irving is exempt from Federal excise, State sales and transportation taxes. Tax must not be included in bids/proposals or invoices. Tax exemption certificates may be faxed or mailed to your company by the requesting department or by calling Purchasing at (972) 721-2631.
