Purchasing Policy

Informal Process
  • Obtain quote(s) (written, telephone, or fax)
  • Submit quote(s) with purchase requisition (PR) or write quote(s) on PR
  • Write name of contact person on quote(s)
  • Building construction bids $30,000 - $299,999 originate in purchasing to ensure minority participation
Items Amounts Quotes Contract
Apparatus, supplies, materials, and equipment
 < $5,000
 Not needed
 Not required
Services, apparatus, supplies, materials, and equipment
 $5,000 - $89,999
 Required Not required
Professional services
 $5,000 - $49,999
 Whenever possible
 Required if > $5,000
Construction or repair work
 $5,000 - $299,999
 Required Required if > $5,000
Formal Process
  • Advertise
  • Bid meetings and/or pre-bid meetings
  • Public opening of bids (can receive via fax if bonding not required)
  • Apparatus, supplies, materials, and equipment optional bid deposit
  • Construction bid deposit and performance bond requirement
  • Minority participation mandated
  • Bids recorded in minutes of agenda
  • Contract in writing
  • Awarded by City Council
Items Amounts Quotes Contract
Apparatus, supplies, materials, and equipment

(Piggyback statute can be used)
 $90,000 Required Required
Professional services
 $50,000 Whenever possible
 Required
Construction or repair work
 $500,000 Required Required
  • Contracts/quotes can not be divided to avoid bidding.
  • Don't have to bid used equipment or state contracted items.
  • Can "Piggyback" off of other contracts from governmental units. Requires special provisions.