Purchasing Policy

Policy Summary

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.

Frequent Small Purchases 

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.

Informal Solicitation

For purchases between $3,000.01 - $50,000 (excluding Professional Services) the City requires informal quotes or written quotes. 

  • 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 (see below) vendors must be solicited to submit a quote.

Formal Solicitation

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 (see below) vendors are solicited to submit a solicitation response.

Purchasing Cooperatives & Inter-local Contracts

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

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:

  • Accounting 
  • Architecture
  • Landscape Architecture
  • Land Surveying
  • Medicine
  • Optometry
  • Professional Engineering
  • Real Estate Appraising
  • Professional Nursing

All other services must follow the formal or informal solicitation thresholds as stated above.

Diversity in Procurement

The City of Cedar Hill retains its distinctive character due to the diversity of its citizens.  As such, the City encourages diversity in the procurement process by seeking local, small, minority-owned, women-owned, disadvantage business enterprises and Historically Underutilized Businesses (HUB).  As required by Texas Local Government Code, the City seeks the participation of at least two certified HUB vendors for all purchases over $3,000. 

On June 12, 2018, the City Council authorized the Mayor to sign an Interlocal agreement with the North Central Texas Regional Certification Agency (NCTRCA).  This agreement allows the City to expand its small and minority business outreach by expanding the certification categories and certifying agencies accepted in procurement efforts. 

Membership to NCTRCA is open to any governmental entity in the North Central Texas Council of Governments Region however only 19 entities are members of this elite group.  Cedar Hill is one of only two municipalities with a population of less than 50,000 citizens with membership in this organization.  The City’s partnership with NCTRCA will afford the City immediate access and outreach to an additional 3,700 certified DBE/MBE/WBE vendors via NCTRCA’s database.   Furthermore, thru NCTRCA’s Texas Unified Certification Program (TUCP), the City of Cedar Hill is able to accept Disadvantaged Business Enterprise (DBE) and Small Business Enterprise (SBE) certification from six additional partnering certifying agencies. 

With the execution of the NCTRCA agreement, the City of Cedar Hill expanded its listing of certifying agencies and now currently accepts certification from the following agencies:

Companies interested in doing business with the City are encouraged to become certified with any of the partnering agencies listed above. 

Vendors do not have to be certified to participate in the procurement process for (BIDs, RFQs, IFBs or RFP's) or any other purchasing opportunity.  However, to be considered a certified, M/W/S/DBE or HUB vendor, the vendor must provide proof of certification from the partnering agency listed above.

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