Purchasing

The City of Cedar Hill strives to ensure that taxpayers receive the maximum value for every expenditure and that all expenditures are conducted in a manner that preserves the public trust. The City is committing to assuring that all businesses are given prompt, courteous, and equal opportunity to provide goods and services to the City. 


Notification for Bids & Solicitations

Our goal is to make doing business with us as easy and convenient as possible. Suppliers may register for bid notification with DemandStar for a membership fee. This system enables us to improve our service to you by providing automatic bid notification and instant access to bid information via the web. Membership fees vary; visit demandstar.com or call (800) 711-1712 for more information.

Bid notices are also advertised: 

  • On this website, under Current Opportunities
  • On the bulletin board located at the Government Center, 285 Uptown Blvd. 
  • In the classified section of Focus Daily News
Suppliers may access bid packets online or purchase a physical copy at the Government Center (285 Uptown Blvd.) The cost for physical copies varies based on the project type and specifications. The City does not mail or fax bid packages.


Methods of Procurement


Telephone Quotations

are taken for items of value up to $3,000 or where time limits, sole source, or emergency conditions prevail. The supplier should provide a firm price, delivery time, and cash terms. When the award is made, the Buyer may give the successful bidder a purchase order number over the telephone, and a confirming order is emailed to the supplier.

Written Quotations

are requested for items whose value is between $3,000 and $50,000. The supplier should provide a firm price, delivery time, and cash terms. When the award is made, the Buyer may give the successful bidder a purchase order number over the telephone, and a confirming order is emailed to the supplier. 

Formal Sealed Bid Procedures

are followed for the purchase of items and services costing $50,000 or more. Proposals received after the advertised time and date will be rejected or returned unopened to the bidder. Solicitations will specify that competitive bids or proposals are to be received by the specified date and hour at the specified location. The City will not accept bids/ proposals delivered after the date and time specified or delivered to any other location. Suppliers are also encouraged to attend bid openings when the opening is specified by law.


Invoices & Payments


You must register as a vendor with the City of Cedar Hill prior to submitting an invoice or obtaining a purchase order. 

All invoices should be directed to Accounts Payable. Please do not submit invoices to individual departments - this could cause a delay in your payment.  

I
nvoices can be sent via email or should be mailed to:
The City of Cedar Hill
Attn: Accounts Payable
Government Center
285 Uptown Blvd.
Cedar Hill, TX 75104

For questions regarding the status of an invoice or payment, email accounting@cedarhilltx.com, or call at 972.291.5100 ext 1060.


Tax Exempt Status


The City of Cedar Hill is exempt from Federal and State taxes. State exemption certificates, W-9 Form and the City's Tax ID Number will be provided by the City, upon request by the supplier.


Conflicts of Interest

Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose any information about the vendor's or person’s affiliation or business relationship that might cause a conflict of interest with the local government entity in the Conflict of Interest Questionnaire included in the vendor registration packet.

By law, this questionnaire must be filed with the City Secretary no later than the seventh business day after the date the person becomes aware of facts that require the statement to be filed. See section 1766 of the Local Government Code for further information. 

By submitting a response to a quote, bid or other request, vendors declare compliance with the requirements of Chapter 176 of the Texas Local Government Code.