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Doing Business with the City of Irving Purchasing Division
Where to Obtain ITB/RFP (Proposal) Information
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: Price quotes may be requested by telephone. In such cases, vendors have 24 hours to reply with a quote, unless otherwise advised when the quote is requested. 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: 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. Example of properly identified envelope for mailing:
Sealed bid openings are held publicly. All bid responses are available for public viewing at the time of the bid opening. The only information provided at the RFP opening is a list of respondents. Request for Proposals (RFP) must be used for personal, professional or planning services unless this process is waived by the City Manager. High tech procurements conforms with Texas state law, and may often be procured through an cooperative agreement or through a sole source procedure. After the bid or RFP opening, response summaries are prepared by the Purchasing Division. Within a few days after the opening, Purchasing posts on the City's Web site, a copy of response summaries are provided 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. 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 the Irving City Council's action.. 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 the Purchasing Division at (972) 721-2631. |
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