Doing Business with the City of Irving Purchasing Division
Written Quotes: Where a written quotation is desired, the requester shall determine whether to use written quotations or sealed process based on their knowledge of market conditions, availability of items, and time necessary to get competitive bids/proposals.
Telephone Quotes: If you receive a telephone call requesting a price quote, contact the requesting person with the quote within 24 hours unless advised otherwise.
Sealed Bids/RFPs (Proposals): A vendor has the sole responsibility to ensure that their bids or proposals are signed (stamp signatures will not be accepted), properly identified in a sealed envelope as shown below and received at the designated site prior to 3:00 p.m. on the due date specified on the first page of the specifications unless otherwise designated. 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.
City of Irving Annual Contracts: Term contract purchases are initiated primarily by the Purchasing Division for commonly used supplies and services. These contracts are typically for estimated annual quantities on an “as needed” basis at fixed prices for a specific term with renewal options.
State of Texas Term Contracts and CISV Catalog: The City of Irving also utilizes the State of Texas term contracts for services and/or supplies, and purchases high tech items from the State’s CISV Catalog.
Sealed bid openings are open to the public. All bid responses are available for public viewing at the time of the bid opening; however, RFP responses are not available to the public at the RFP opening. The only information provided at the RFP opening is a list of respondents.
Request for Proposals (RFPs) must be used for personal, professional or planning services unless this process is waived by the City Manager. Proposals must also be used for high technology procurement of equipment, goods or services of a highly technical nature as well as technical services related to such equipment and goods unless the City utilizes the State of Texas CISV Catalog for these purchases.
After the bid or RFP opening, response summaries are prepared by the Purchasing Division. Within a few days after the opening, Purchasing provides a copy of the response summary and responses to the requesting department for evaluation and recommendation.
The response summaries are also provided on our Web site for informational purposes only. An award is not made until the using department evaluates the responses and makes a recommendation based on their findings. The apparent low bidders may or may not be awarded the contracts. Also, corrections to the response summary may be made if errors are found during the evaluation of the responses.
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 council meeting for the City Council's approval.
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 can be faxed or mailed to your company by the requesting department or by calling the Purchasing Division at (972) 721-2631.