The City of Cedar Hill's full purchasing policy details authority, execution and administration of procurement activities in detail and addresses procedures for compliance with Texas Local Government Code 252. However below is a brief synopsis of major procurement topics.
For small, frequent purchases under $3,000 the City utilizes a procurement card program or invoicing for items purchased within budget and at the best value.
For purchases between $3,000.01 - $50,000, the City requires informal quotes or written quotes. (See below for special rules for Professional Services.)
- Documented verbal quotes for purchases up to $10,000.00
- Documented written quotes for purchases $10,000.01 - $25,000
- Formal written quotes signed by an authorized representative of the vendor for purchases $25,000.01 - $50,000
As required by state law, at lease two certified HUB vendors must be solicited to submit a quote.
For purchases over $50,000 the City requires formal solicitation for the purchase of a commodity, construction or nonexempt service in the form of Request for Proposals (RFP), or Invitation for Bids (IFB). In some instances for Professional Services, the City may elect to use the formal solicitation process in the form of Requests for Qualifications (RFQ).
As required by state law, at lease two certified HUB vendors are solicited to submit a solicitation response.
The City of Cedar Hill uses several cooperative purchase agreements and interlocal contracts. These agreements allow the City to get pricing already negotiated by other governmental entities. It also allows the City to gain access to other vendors who have experience working with government entities on similar type projects. Please contact the City's Purchasing Agent for more information on participating Cooperatives.
Using a Cooperative or Inter-local Contract is also a way that the City can streamline the procurement process. The City of Cedar Hill purchasing policy will accept an existing cooperative/inter-local contract or existing cooperative/inter-local negotiated pricing in lieu of three quotes during a informal and formal solicitations.
Professional Services as defined by the Texas Local Government Code must be awarded based on the basis of demonstrated competence, qualifications and fair/reasonableness of price. When a Professional Services contract is estimated to be above $50,000, the formal solicitation process required is a Request for Qualifications (RFQ).
Texas Local Government Code 2254 defines Professional Services as:
- Landscape Architecture
- Land Surveying
- Professional Engineering
- Real Estate Appraising
- Professional Nursing
All other services must follow the formal or informal solicitation thresholds as stated above.