Procedures

Purchases less than $1,000

Purchases under $1,000 do not require quotes and only require a purchase order. City credit cards may be used for these small value purchases.

Purchases of $1,000 but less than $10,000

A minimum of three (3) telephone or written quotes and a purchase order are required.

Purchases of $10,000 but less than $50,000

Expenditures over $10,000 but less than $50,000, three (3) written quotes are required, two (2) of which should be HUB vendors if applicable

Purchases of $50,000 and over

Expenditures of $50,000 or over require formal Request for Bid or Request for Proposals. Written specifications for Request for Bids or Request for Proposals are a joint venture of the Purchasing and requesting department. Formal bids are posted on the City’s website and in the local newspaper.

Bid openings will be conducted by authorized City staff. Awards are made to the lowest qualified bidder. Professional services $15,000 and over and all other purchases $25,000 and over are submitted to City Council for approval. This includes any purchases exempt from the bidding procedure.

Competitive Bidding

Items exempt from competitive bidding are:  sole source items, emergency purchases, personal or professional services, work paid for on a daily basis (day labor), land or right of way, State of Texas catalog purchases and interlocal contracts.

Payment to Vendors

Vendors are requested to submit invoices to the attention of: Accounts Payable Department P.O. Box 409 Georgetown, Texas 78627.  A Purchase Order Number shall be noted on all invoices.  A/P checks are issued weekly with the option of electronic payments.  Local vendors are paid upon receipt of the invoice.