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All bids are reviewed, evaluated and awarded as soon as possible. Once a purchase order is awarded, products and services must be in strict accordance with the purchase order. Under no circumstances will alternate or substitute products or services be accepted without prior approval from the Purchasing and the user Department. Delivering alternates or substitutions without approval, changing pricing and/or delivery dates will result in disqualification.
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Sealed bids are advertised in the Daily Commercial Record and posted on the IonWave online bidding system. Registering as a supplier will enable you to receive email notifications when a contract within your commodity comes available for bid.
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. If you are not sure that your bid will make it to the Purchasing office on time, bring it directly to the Purchasing staff assistant. 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.
Send the completed bid to:City of GarlandPurchasing Department200 N. Fifth St.P. O. Box 469002Garland, Texas 75046-9002Bid NumberDue DateElectronic 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 3 p.m. in the City Purchasing office, unless otherwise specified. Sealed bid openings are public. Interested parties who are present at the bid opening may request that the bids be read aloud. Bids are recapped as soon as possible and posted on-line via the Internet provider.
An informal bid is defined as purchases less than $50,000. These purchases do not require the sealed bid process. The Purchasing Department staff may request price quotes by telephone, fax, email, 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 by the buyer. These purchases are subject to the same terms and conditions as those used in the sealed bid process.
A sealed bid is defined as purchases more than $50,000 and require that bids 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 quoting company and must be received in the Purchasing Department no later than the specified time and date. Bids arriving after the specified time and date will not be accepted.
The City uses an Internet bid service to receive electronic sealed bids and hold reverse auctions. As a State of Texas municipality, all City purchases must be in accordance with all applicable state laws, rules, and regulations. All purchases are made through the competitive bid process and awarded to the lowest responsible bidder or to the bidder who provides goods or services at the best value to the City. Falsifying of a bid document results in that bid being rejected and the supplier being removed as an acceptable vendor.