FAQs


 

Below is a list of Frequently Asked Questions providing answers from general information to how to do business with the City of El Paso. If you need further information, please feel free to contact any one of the Procurement staff members.

How do I find out what goods or services are being bid by the City?
Formal Bids (those with an approximate value of $50,000 or over) are available on the Solicitations web page and advertised in the Legal Section of the El Paso Times every Tuesday. Informal Bids (those with an approximate value of less than $50,000) are available on the Informal Solicitations web page. Additionally, vendors may visit the Purchasing & Strategic Sourcing Department during normal working hours and review the current formal and informal bids.

If I’m not on the City's vendor list, can I still submit bids with the city?
Yes, however, in the event of an award, you will be required to complete a vendor form and supply an IRS Form W-9.

What should I expect at the pre-bid/pre-proposal meeting?
The pre-bid meeting is used to discuss specifications for a specific bid/proposal, and it allows for vendors to ask questions in order to seek clarification. Not all bids have a pre-bid meeting and attendance is not mandatory unless specified.

Can anyone attend a bid opening?
Public bid openings are held for those bids with an estimated dollar value of $50,000 or more. These are "Formal" bids, and the date and time as well as the location of the bid opening is indicated on the Solicitation of Offers Page (title page) of the bid document. Public bid openings are generally not held for "Informal" bids which have an estimated dollar value of less than $50,000.

Where are bid openings held?
Bid openings are usually held at City Council Chambers located at 300 N. Campbell, El Paso, Texas 79901. is not the City Council Chambers, notices will be prominently displayed with the correct location.

Are bid opening dates and times firm? Or is there some leeway to get a bid in?
Bid opening dates and times are firm. There is no "leeway," provided. Bids must be present and time-stamped at the Purchasing & Strategic Sourcing Department on or prior to the bid opening date and time indicated in the bid documents.

Will the City of El Paso accept faxed Bids/Offers?
Formal Bids. No. The City of El Paso can only accept sealed bids or proposals to maintain confidentiality until they are publicly recorded during bid or proposal opening. Informal bids may be faxed.

What about bond, surety and insurance requirements?
Bonds, sureties and insurance may be required for various procurements. Always review these requirements with your insurance agent or broker prior to submitting your bid/proposal to ensure you comply. Bond, surety and insurance requirements are specified in the solicitation document.

How can I get a copy of the tabulation of bids on a particular bid?
Visit the Bid Tabs page to download. Copies of the tabulations may also be picked up or mailed or faxed upon a request to the Purchasing & Strategic Sourcing Department. For further information contact the Purchasing & Strategic Sourcing Department Bid Section at 915-541-4321.

What is a Pre-Bid/Pre-Proposal conference?
The pre-bid/pre-proposal conference is a meeting held prior to the bid/proposal due date to discuss the specific Invitation for Bid (IFB) or Request for Proposal (RFP) document. This meeting gives vendors the opportunity to ask questions and to request clarifications prior to submitting their bid/proposal. While pre-bid/pre-proposal conferences are not usually mandatory, vendors are strongly urged to attend.

What criteria is used to award bids and proposals?
Bids for goods and non-professional services are awarded to the lowest responsive and responsible bidder(s) meeting specifications or to the bidder(s) who received the highest best value ranking. RFP award recommendations are based on other criteria in addition to price. The procurement document will specify the method of award.

 

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