Conducting Business with the City
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 is responsible for the administration of the division and reports directly to the Director of Finance.
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.
The Purchasing Division is also responsible for the following areas:
The Purchasing Division utilizes BidSync to distribute and receive bids and proposals. There is NO CHARGE to bidders for submitting bids and/or proposals 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.
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 on Tuesday’s and Thursday’s each week at 2:00 p.m., unless otherwise specified. Sealed bid openings are public.
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, email, in written form or online. 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.
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.
The City of Mesquite advertises all formal bids in the local newspaper as required by State Law.
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.
The City of Mesquite is a member in good standing with the following organizations:
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)