Formal Bids/Proposals: A vendor has the sole responsibility to ensure that the bid or proposal are signed (stamp signatures will not be accepted), properly and received at the the Purchasing office 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 or 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 and various cooperative programs.
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 reasonable time after the opening, Purchasing posts a response summary on the City's website. This posting is provided for informational purposes only. Prior to award the requesting department evaluates the responses and makes a recommendation based on its findings. In some cases the apparent low bidder is determined 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.
After receipt of the recommendation from the requesting department, the Purchasing Division reviews the departmental recommendation, 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.