1. Minor Purchases
This type of purchase is normally accomplished by City departments utilizing a Field Purchase Order (FPO). FPO's are valid for up to $1,000 and may be awarded by an authorized departmental representative.
2. Open Market Purchases
This type of purchase is initiated by the receipt of a requisition by the Purchasing Division from another City department. Firm prices are solicited on fixed quantities for a specified delivery being coordinated by the Purchasing Division. The award for the successful firm is made by means of a purchase order.
3. Term Purchases
This type is called the "Annual Contract" and is initiated by the buyers for commonly used supplies and services. Individual orders against annual contracts are placed by the departments or the Purchasing Division. Annual Contracts may be awarded to multiple vendors based on lowest price for individual item or to one vendor in totality based on lowest overall total cost for all items on the particular contract. The award for this type of contract is made by the Purchasing Division by means of a purchase order(s).
The following parameters are used in the acquisition of goods and services:
1. Informal Telephone Quotation
One telephone quote required up to $1,000. Three telephone quotes required over $1,000 up to $3,000. Purchases up to $3,000 are awarded by City staff.
2. Written Quotation
Purchases over $3,000 up to $50,000 awarded by City Purchasing staff with the method of purchase determined by the Purchasing Agent. At least two Historically Underutilized Businesses (HUBs) must be contacted in the written quotation process. Purchases over $3,000 up to $50,000 are awarded by City staff.
3. Formal Invitation for Bid (IFB)
Competitive sealed bids are for purchases over $50,000 and are awarded by the Farmers Branch City Council.
4. Formal Request for Proposal (RFP)
Competitive sealed proposals are for complex purchases for goods and services over $50,000 and are awarded by the Farmers Branch City Council.
IFBs / RFPs
Sealed Bids/Proposals
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 the City’s Invitation for Bid (IFB) 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 Division/User Department no later than the specified time and date. Bids arriving after the specified time and date will not be accepted.
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 normally available three days following the bid opening and may be obtained in the Purchasing Division at City Hall. Sealed proposals are opened in a manner that avoids disclosure of the contents to competing offers and keeps the proposals secret during negotiations.