GUIDELINES FOR CONDUCTING BUSINESS
WITH THE CITY OF MESQUITE

WHO WE ARE

The Purchasing Division is the central buying agency for the City of Mesquite, The Purchasing Manager responsible for the administration of the division and reports directly to the Director of Finance.

OUR PURPOSE

The duty of the Purchasing Division is to locate and secure supplies, equipment and services when needed, by various departments within the City of Mesquite. Competitive prices are obtained through a standardized bidding process in compliance with State Law and the City Charter.

OTHER AREAS

The Purchasing Division is also responsible for the following areas:

• Office Supply Inventory
• City Warehouse-General and Automotive
• Transportation Pool
• Telecommunications
• Central Copy/Fax Machines
• Print Shop/Mail Services Operations

VENDOR’S

The Purchasing Division utilizes BidSync (formerly RFP Depot) to distribute and receive bids and proposals. There will be NO COST to the vendor for using this Internet provider for the City of Mesquite’s requests. To register as a vendor, refer to www.bidsync.com or call 1-800-990-9339, press option 1 for vendor support. The City prefers electronic responses to all requests when available.

Bid packets may also be picked up at the City of Mesquite Purchasing Office located at 1515 N. Galloway Avenue, Mesquite, Texas 75149.

It is the vendor's responsibility to check for any addendums that might have been issued before the bid closing date and time.

BIDS

Sealed Bid

A sealed bid is created for purchases exceeding $50,000 and requires that bid documents indicate a specific date and time of closing. These bids must be submitted on or attached to the City’s Request for Bid document. The bid must be signed by an individual authorized to sign bids on behalf of the company and must be received in the Purchasing Office no later than the specified time and date. Bids arriving after the specified time and date will not be accepted.

Sealed paper bids must be date stamped in the Purchasing Office on or before the date and time indicated for bid closing. Postmarks or other evidence are not sufficient. Sealed bids received after the closing date and time will not be accepted. When addressing the sealed envelope, be sure to put the bid number and closing date on the front. Electronic bid responses will be time and date stamped by the system. When available, electronic responses are preferred.

General conditions for bidding and any special provisions are included with the Request for Bid document. Please read these carefully. The prospective supplier on the bid document must define any exceptions to the terms and conditions. Unless otherwise agreed to in writing, the City terms and conditions will take precedence over all others.

Sealed bids are scheduled to open Tuesday and Thursday of each week at 2:00 p.m., unless otherwise specified. Sealed bid openings are public.

Informal Bid

An informal bid is defined as expenditures less than $50,000. These purchases do not require the sealed bid process. The Purchasing Office may request price quotes via telephone, fax, e-mail, in a written form or on-line. These types of price requests will also have specified bid openings and must always be received by the date requested. These purchases are subject to the same terms and conditions as those used in the sealed bid process.

Bid Award

All bids are reviewed, evaluated and awarded as soon as possible. Bid tabulations are posted on the City’s Web site within a twenty-four hour period after bid opening.

ADVERTISEMENT

The City of Mesquite advertises all formal bids in the local newspaper as required by State Law.

SAMPLES

Samples that are requested with bids become the property of the City of Mesquite, at no cost to the City, unless otherwise specified. Please make sure that all samples are clearly marked.

TAX EXEMPT STATUS

The City of Mesquite is a political subdivision of the State of Texas and is exempt from sales tax. Exemption certificates will be issued by the Purchasing Manager upon request, if applicable.

PROFESSIONAL AFFILIATIONS

The City of Mesquite is a member in good standing with the following organizations:

• National Purchasing Institute (NPI)
• Institute for Supply Management (ISM)
• Texas Public Purchasing Association (TxPPA)
• Public Purchasing Association of North Central Texas (PPA)
• National Institute of Governmental Purchasing, Inc.

City of Mesquite
Purchasing Division
Mesquite Municipal Center
1515 N. Galloway
P.O. Box 851037
Mesquite, TX 75185-0137

Office: 972-216-6201

Fax: 972-216-6397

Business Hours:

8:00 to 5:00 p.m.

Monday through Friday

Sales Office Hours:

10:00 a.m. to 4:00 p.m.

Wednesday and Friday