It is the responsibility of the Purchasing Department to conduct purchasing for the City of Richardson in accordance with all applicable laws and city charter, to foster sound purchasing policies and procedures throughout all departments of the city, and to stimulate competitive bidding in order to provide materials and services at the lowest price and highest quality possible.
The Purchasing Department is also responsible for the disposal of city surplus property and police confiscated property at public auction, as well as, management of the City Receptionist.
The following information is provided in an effort to enable suppliers to become familiar with the City of Richardson’s policies and procedures for procurements.
Purchasing Department Address & Office Hours
Richardson City Hall/Civic Center
411 W. Arapaho Road
Richardson, Texas 75080
Hours of Operation are Monday - Friday from 8:00 a.m. until 5:00 p.m.
Suppliers are encouraged to visit with the city departmental users; however, in exercising professional courtesy, it is suggested to first visit with the Purchasing Department buyers. The Purchasing Department staff can direct the supplier to the department(s) who utilizes their specific products and/or services. Staff may be visited during normal business hours. Due to heavy workloads, an appointment is advisable.
How to Receive Requests for Bids (RFB)/Requests for Proposals (RFP)
The City uses an internet bid service, Bidsync.com, to electronically notify and distribute to suppliers all bids and proposals and to receive bids and proposals electronically. There is no cost to the supplier to register with Bidsync.com to receive City of Richardson bids and proposals. All bids and proposals are made through the competitive bid/proposal process and are awarded to the lowest responsible bidder or to the bidder/proposer who provides the goods or services at the best value to the City pursuant to Texas Local Government Code Sec. 252.043.
For electronic sealed bids, electronic informal solicitations, and electronic bid notifications. To register, go to the BidSync.com registration page.
|City of Richardson Purchasing Department
||411 W. Arapaho Road, Room 101
Richardson, TX 75080
|Dallas Morning News
Submission of Sealed Bids / Proposals
All bids/proposals must be submitted by the date and time noted in the bid documents to either of these two addresses:
Late bids/proposals will not be accepted for any reason and are returned unopened. Sealed bids are publicly opened at a date, time, and location specified in the bid documents. Tabulations of sealed bids are available on this website. Only the names of the suppliers submitting requests for proposals are announced at the public proposal opening. Contents of the RFP are not disclosed to keep the RFP secret during negotiations.
The City basically makes three types of purchases:
- Small dollar/minor purchases
This type of purchase is normally accomplished by the city user departments utilizing a Field Purchase Order (FPO). FPO’s are valid for up to $3,000 and may be awarded by an authorized departmental representative.
- Open market purchases
This type of purchase is initiated by the receipt of a requisition by the Purchasing Department from another City Department. The using department or Purchasing Department solicits firm prices on fixed quantities for a specified delivery. The award for the successful firm is made by means of a purchase order.
- Term purchases
This type of purchase is called an “annual contract” or “annual requirements contract” and is initiated by the user department(s) and Purchasing buyers for commonly used supplies and services. Individual orders against annual contracts are placed by the user department(s) or Purchasing and may be awarded to multiple suppliers. The award of this type of contract is made by the Purchasing Department by means of an annual contract purchase order.
Bidding parameters are established to ensure that sizable purchases are subject to fair competition among available, responsible vendors. The following parameters have been established by the City of Richardson to assist Purchasing Department employees, as well as other city employees, in obtaining competitive quotes.
- Purchases between $1 - $3,000
No quotes are required but are recommended when possible. Orders may be placed by Purchasing or the user department directly with vendors by telephone, by a mailed copy of the purchase order, by a field purchase order (FPO), or procurement card transaction.
- Purchases between $3,001 – up to $49,999
On purchases of this magnitude, the Purchasing Manager will determine the method of procurement by using either formal written quotes, telephone quotes followed up in a written format, or Internet/fax quotes, which shall be retained in the Purchasing Department. Written quotes shall be obtained from a minimum of three vendors on purchases in this category either by the using department or by the Purchasing staff. At least two contacts from certified historically underutilized businesses (HUBs) must be included.
- Purchases $50,000 and over
Formal sealed requests for bids/requests for proposals/competitive sealed proposals are required. Notice to bidders must be publicly advertised in the newspaper for two (2) consecutive weeks, with the first date of publication being at least fourteen (14) before the date set to publicly open the bids or proposals. All sealed bids and proposals must be submitted to Purchasing in person, by mail, or electronically submitted through the City’s internet bid provider. Competitive bids are awarded by the City Council. Requests for proposals or competitive sealed proposals are opened so as to avoid disclosure of the contents of proposals to competing proposers until after the award and are also awarded by City Council.
An official numbered purchase order is the primary method for purchasing goods, services, or equipment obligating the City of Richardson for payment. Transactions may not be valid and binding unless it has an official purchase order number. Many orders are placed by telephone and all vendors should ask the buyer for a purchase order number or their city issued credit card number.
All shipments must be externally identified with a packing list indicating contents and referencing the City purchase order number and department name. It is preferred that the name of the person making the transaction also be listed on the packing list for additional identification purposes. Deliveries must be made “F.O.B. Destination” unless other arrangements have been made at the time of the order. Collect shipments will not be accepted.
Itemized invoices must be submitted to:
City of Richardson
P.O. Box 830309
Richardson, Texas 75083-0309
To insure prompt payment, invoices must reference the City’s purchase order number and be priced in accordance with the purchase order. All invoices are matched against the purchase order and the receiving report to initiate payment. Care in preparing and submitting invoices will help eliminate problems in processing payments on a timely basis. The City attempts to discount and pay all invoices in accordance with quoted terms. Checks are mailed once a week. Questions regarding billings or payments should be directed to the Accounts Payable Department at 972-744-4065. Please make sure the Accounts Payable Department has the correct “remit to” address for your company.
Contractors performing work for the City of Richardson shall provide the City a Certificate of Insurance outlining the coverage and provisions identified by the City.
Contractors shall provide the City evidence that all subcontractors performing work on the project have the same types and amounts of coverage as required or that the subcontractors are included under the Contractor’s policy.
All insurance companies and coverage must be authorized by the Texas Department of Insurance to transact business in the State of Texas and must be acceptable to the City of Richardson.