FREQUENTLY ASKED QUESTIONS (FAQs)

What are the Purchasing Division's business hours?

Business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday.  To ensure Purchasing Agent availability, please call 817-459-6300 to schedule an appointment with the appropriate Agent. 

We have not physically moved, but as of January 1, 2008, the address shall be listed as 101 S. Mesquite St. / 8th Floor / Arlington, TX 76010

Turning in a bid/proposal? Please be advised that due to the recent addition of the Municipal Courts, our building is secure-access only.  Bidders must prepare and anticipate the time taken to clear the metal detector and/or property search.  No allowances will be made concerning late bids.

How can I find City construction bid opportunities?

• Visit the Public Works link on the left-column menu.

How can I find Cowboy's Stadium bid opportunities?

• Visit the Cowboys Complex link on the left-column menu.

How does the City of Arlington obtain quotes?

For the purchase of non-construction basic supplies and services, the City has adopted a "decentralized" purchasing model.  Individual departments are authorized to purchase items, to a certain dollar threshold, without the direct involvement of the Purchasing Division.  Departments are required to abide by all City policies concerning procurement of goods and services. 

A department is required to obtain at least three informal bids (written, faxed, or email quotations) when a purchase is between $3,000 and $50,000.  A good-faith effort will be made, in such instances, to locate two Tarrant County HUB vendors to participate in the quotation process.  Informal bids are also subject to City of Arlington Terms and Conditions.

All City Departments may purchase certain, non-contracted supplies, materials, or services up to a maximum of $2,999.99 without informal quotes.  Most of these types of purchases are now made on the City procurement card, however, use of Purchase Orders (PO's) is still an acceptable method for this type of purchase.

Who can do business with the City of Arlington?

Any person, business, or corporate entity, under most circumstances, is eligible to become a City vendor. 

How can I become a City of Arlington vendor?

There are multiple ways to become a vendor with the City.  A vendor can simply participate in a bid process or registering with our third party vendor database. 

The City uses Onvia/DemandStar to maintain our vendor database.  Vendors may register to receive notification of solicitations for bids, proposals, and quotes for the City of Arlington, Texas, free of charge, by visiting the Onvia DemandStar Registration Web page at http://www.demandstar.com/register.rsp . Once you are logged onto the page, select the Onvia DemandStar FREE AGENCY option. On the form that opens, complete the information for your business, be sure to enter “The City of Arlington, TX” in the Agency Name field. If you need technical assistance with the Web site call Onvia Supplier Services at 1-800-711-1712.

Active bids are also available for viewing through the City's web site.  Simply click on Bid Opportunities (in the left-column menu).  Vendors can request an emailed bid packet w/applicable addenda or attachments by contacting the appropriate Purchasing Agent, or use the generic purch@arlingtontx.gov email address.  Hard copies of bid packets are also available for pick-up at our 101 S. Mesquite St., 8th Floor, Receptionist's desk.

The City of Arlington also advertises required bids/proposals in the Star-Telegram.

What if I am a Minority or Woman-owned business?

The City recognizes certification through both the State of Texas (HUB) and the North Texas Regional Certification Agency (NCTRCA).  Vendors need only submit copies of their certificate or an "under evaluation" letter with any bids or quotes.

How are commonly-used goods and services procured?

The City uses annual contracts to purchase commonly-used goods and services. Such contracts are based on the results of a sealed bid or proposal, and may be multi-year with renewal options.  To review existing contracts and expiration dates, click on Current City Contracts in the left-column menu.

What is a sealed bid?

A sealed bid is defined as the attempt to obtain best pricing or value through competition.  It is required for purchases of more than $50,000.  The bid must be submitted in a sealed envelope at the appointed place of opening, prior to the appointed time of opening.  The bid must be submitted on provided documents and be signed by an appropriate authority within the bidder's company, authorized to commit the vendor to terms and conditions contained within the bid packet.  Bids arriving after the appointed time shall be returned unopened.

For any purchase within a fiscal year that has an anticipated, aggregate total of $50,000 or greater, the Purchasing Division will conduct the solicitation for sealed bids (as required by law).  Sealed bids are advertised in the Fort Worth Star-Telegram and must be submitted in accordance with bid packet specifications. 

All purchases are made through the appropriate competitive bid process in accordance with applicable Federal, State, and Local statutes, as well as City of Arlington Purchasing Policy.  Failure to follow specifications or submit the bid at the appropriate time and place, will result in non-consideration of the bid.  Falsifying bid documents is a serious violation and shall result in vendor suspension from doing business with the City.

City Council approves all purchases (one-time or contract) for goods and services over $50,000.  This excludes professional services contracts and change orders, which are still approved at $25,000.

What is a bid opening and may I attend?

A bid opening is the official reading of the bids/proposals received by the due date, as specified by the bid documents.  The bid opening process is open to the public.  All vendors responding to the bid(s) are strongly encouraged to attend the openings, however, questions concerning any aspect of the bid are not addressed at a bid opening.

How do I view the results of recent bids or recommended awards?

If the solicitation is handled through the Purchasing Division, the bid tabulation and all resulting awards may also be viewed on Onvia (DemandStar).

A listing of current annual contracts is also available through this web site.  Simply click on Annual Contracts List in the upper left-column menu.

*How does the City handle vendor protests?

Bid Remedy/Bidder Protest: Any actual bidder or proposer who believes they are aggrieved as a a result of a bid or proposal from the City of Arlington may file a protest.  The Purchasing Division must receive the written protest within five (5) business days after the public posting of the Recommended Award on DemandStar/Onvia. 

Only written protests will be considered and the letter should concisely detail the grievance and request an inquiry/outcome.  During the investigation of the grievance, no award shall be made.   Protests shall be directed to:

Debra Carrejo, CPPO, CPPB Purchasing Manager/ City of Arlington

101 S. Mesquite St. / 8th Floor / Arlington, TX 76010

The Purchasing Manager, upon completing the investigation will notify the protesting party in writing, detailing the results of the inquiry.  The decision of the City is final.  A detailed protest procedure is available by request.  Click on the Email Us link in the left-column menu.

What if my company sells technology or data services?

Purchases made in the area of communications, data or technology shall be procured using the appropriate sealed competitive procedure, in accordance with Texas Local Government Code.  Specific questions can be directed to the technology Purchasing Agent by clicking on the Email Us link in the left-column menu or sending an email to purch@arlingtontx.gov

How does the City dispose of Surplus Property?

The Purchasing Division is authorized to dispose of all surplus, seized, and confiscated property for the City of Arlington.  Goods are disposed of through the services of Rene Bates Auctioneers, Inc.

The preferred method of disposal is on-line public auction.  Interested parties* may register with the auctioneer.  All surplus item disposals will be announced in the Ft. Worth Star-Telegram and on this web page.  Visit Rene Bates Auctioneers, Inc. at www.renebates.com to review auction dates, item information, photos, and submit bids.

*City employees and their families are prohibited from participating in COA auctions.

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