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Purchasing
Welcome to the City of Odessa Purchasing Department web site. It has been designed to give you a brief overview of our procurement responsibility, philosophy, and methods.
Responsibilities
The Purchasing Department's function is to process all departmental requests for goods and or services that are required for daily operations and to exercise responsibility for their timely procurement and delivery. Requests are processed in a competitive environment where all suppliers and the representatives are treated in a fair and courteous manner.
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Conflict of Interest Form
This questionnaire reflects changes made to the law by H.B. 23, 84th Legislation, Regular Session.
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Procurement Methods
Learn about our various procurement methods, when they're used, and the basis of award.
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Purchasing Methods
Review the various purchasing methods used by the department.
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Register as a Vendor
Register as a vendor using our online form.
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Request for Proposals
View open bids for consultants, service providers, contractors, vendors, and suppliers.
Conflict of interest Form
Report
Report a conflict of interest via our online form.
Legal Disclaimers
- This questionnaire reflects changes made to the law by H.B. 23, 84th Legislation, Regular Session.
- This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).
- By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of the facts that require the statement to be filed. See Section 176.006 (a-1), Local Government Code.
- A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.
Resources
Procurement Methods
| Method | When Used | Basis of Award |
|---|---|---|
| Request for Price Quote (RFPQ) Informal | For one time purchase of goods and non-professional services valued at more than $3,000 up to and including $50,000 when requirements are clearly defined and competition exists. Governed by TLGC Chapter 252. | Lowest Responsible Bidder |
| Invitation for Bid (IFB) Informal | For annual contract requirements of goods and non-professional services valued at more than $3,000 up to and including $50,000 when requirements are clearly defined and competition exists. Governed by TLGC Chapter 252. | Lowest Responsible Bidder |
| Invitation for Bid (IFB) Formal | For goods and non-professional services valued at more than $50,000, when requirements are clearly defined and competition exists. Governed by TLGC Chapter 252. | Lowest Responsible Bidder |
| Request for Competitive Sealed Proposals (RFCSP) | Typically used for high technology, insurance, and non-professional service solicitations that are valued at more than $50,000, when the City wishes to consider other factors in addition to price to make an award recommendation. Governed by TLGC Chapter 252. | Weighted Evaluation Criteria Including Cost |
| Request for Proposals (RFP) | For discretionary contracts such as consulting services and revenue generating contracts, when factors other than price are evaluated and negotiations are desired. Respondent is expected to provide innovative ideas as opposed to following published scope of services. Governed by TGC Chapter 2254 with respect to professional services. | Weighted Evaluation Criteria Including Cost |
| Request for Qualifications (RFQ) | For discretionary contracts for architectural, landscape architectural, engineering, and land surveying services. May also be used for consulting services if price is not a primary concern. RFQs are used to gather information regarding the firm's capabilities, qualifications, and experience. Governed by TGC Chapter 2254 with respect to professional services. | Selection is made solely on the skills and qualifications of the consultant. Cost is not a factor until after a consultant is selected. |
Purchasing Methods
Purchase Amount
- Purchases of $1,000 or less may be made by the Purchasing Department on the basis of one (1) quotation or by using a procurement card.
- Purchases of $1,001 to $49,999 are made by the Purchasing Department on the basis of sufficient quotations to ensure competitive pricing. (Consideration is given to Historically Underutilized Businesses for purchases between $3,000 and $49,999 as required by State Law.)
- Purchases of $50,000 or more are made in accordance with competitive bid requirements as defined by State Law.
Supply Contracts
Supply contracts are established through competitive bidding to purchase goods and or services at a fixed price structure for a specific time frame.
Service / Maintenance Agreements
Service/maintenance agreements are established to provide for continuing service or maintenance of purchased equipment or systems. These are generally established at the end of a warranty period and they are administered on an annual basis.
Contact Us
If you require additional information, or if you wish to be included on our approved bidder list, please feel free to contact the Purchasing Department at 432-335-3253 or register as a vendor.