NOTICE TO BIDDERS
The terms “bid” and “RFP” used in this document have the same meaning.
Bids will be received by the city of Carrollton, Carrollton, Texas, at the office of Patty Helms, Purchasing Manager,
City Hall Building, 1945 E. Jackson Road, Carrollton, Texas 75006-1790 or via email (see page #6), provided a
digital signature is included until the hour of 11:30 am on the 14th day of May 2019; at which time proposals duly
delivered and submitted will be considered for supplying the following:
BID # 19-025
Any bid received after stated closing time will be returned unopened. If bids are sent by mail to the
Purchasing Manager, the bidder shall be responsible for actual delivery of the proposal to the Purchasing
Manager before the advertised date and hour for opening of bid. If mail is delayed by the postal service,
courier service, an internet service provider or in the internal mail system of the City of Carrollton
beyond the date and hour set for the bid opening, bids thus delayed will not be considered and will be
Information concerning the specifications may be obtained by calling Kim Bybee, Parks Manager 972-466-
9835, or via email firstname.lastname@example.org. Information concerning the bid process may be
obtained by calling and or emailing the Purchasing Department at 972-466-3133,
Until the final award by the city of Carrollton, said City reserves the right to reject any and/or all bids, to waive
technicalities, to re-advertise, to proceed otherwise when the best interests of said City will be realized hereby. Bids
will be submitted sealed and plainly marked with the date and time of opening.
The city of Carrollton Municipal Building is wheelchair accessible. To request a reasonable accommodation needed
for bid openings for a disability, please contact the Purchasing Office 72 hours in advance at (972) 466-3133.
City of Carrollton, Texas
Patty Helms, Purchasing Manager
Publication Dates: Sunday, April 28, 2019 @ 11:30 AM & Sunday, May 5, 2019
Closing Date: Tuesday, May 14, 2019 @ 11:30 AM
It is the responsibility of the vendor to check for addenda. Addenda will be posted to the City’s website:
1.2 ANNUAL CONTRACT FUNDING
The City operates on a fiscal year that ends on September 30th. Because state law mandates that a municipality
may not commit funds beyond a fiscal year, this bid is subject to cancellation if funds for this commodity are
not approved in the next fiscal year.
1.3 ASSIGNMENT OF REQUEST FOR PROPOSAL
The successful proposer may not assign their rights and duties under an award without the written consent of
the City’s Purchasing Manager. Such consent shall not relieve the assignor of liability in event of default by
1.4 BID CONSIDERATION / TABULATION
After proposals are opened and publicly read, the proposals will be tabulated for comparison on the basis of
the Bid prices and quantities (lowest responsible vendor) or by the best value method shown in the bid. Until
final award of the Contract, the city reserves the right to reject any or all bids, to waive technicalities, and to
re-advertise for new bids, or proposed to do the work otherwise in the best interests of the City.
The following items will be considered when an award is based on best value:
• The purchase price;
• The reputation of the bidder and of the bidder’s goods or services;
• The quality of the bidders’ goods or services;
• The extent to which the goods or services meet the municipality’s needs;
• The bidder’s past relationship with the municipality;
• The impact on the ability of the municipality to comply with laws and rules relating to contracting
with historically underutilized businesses and nonprofit organizations employing persons with
• The total long-term cost to the municipality to acquire the bidder’s goods or services; and
• Any relevant criteria specifically listed in the request for bids or proposals.