Addison Finance Building
Addison Finance Building

Doing Business with Addison

Vendor Registration

Addison does not maintain its own "vendor list." Vendors interested in doing business with Addison should register at www.bidsync.com for notification of bids. There is no fee charged to the vendor to participate in the city's solicitations, unless noted in the specifications. Free registration is available for BidSync Links. BidSync is a solicitation system used by many Texas entities and is nationwide.

 

Bid Procedures

Current bids can be accessed here. Bids are also advertised in the Dallas Morning News Legal sections on Fridays.

Bids may be submitted either electronically through BidSync or delivered to the Addison Finance Department. Sealed bids must be received by Purchasing prior to the due date and time or the bid will be considered non-responsive. Bids received after the due date/time or faxed or emailed bids are not accepted.

Addison uses NIGP commodity codes. This system is used primarily to classify product and services bought by state and local government used when registering.

Bid openings are public. Your company is welcome to attend whether or not engaged in bidding.

 

Policies

Purchasing is subject to the Addison's Charter, State of Texas Statutes, Addison Ordinances, and Addison's Purchasing Manual in carrying out the city's Purchasing Policies and Procedures. Our process provides open and fair competition for our vendors and contractors; resulting in the best value for our taxpayers.

We encourage all qualified vendors of goods and services to participate in the bidding process. We do not give preferences to any vendors; however, we seek participation by Historically Underutilized Businesses (HUB) vendors.  

 

Procurement Authority

Addison employs the following methods to procure goods and services:

  • Purchases in amounts of $1 - $3,000 maybe be made on the basis of one quotation, coordinated by individual departments.
  • Purchases in amounts of $3,001 - $49,999 are required to be made on the basis of two quotations, taking into consideration the state law requiring historically underutilized business involvement, coordinated by individual departments and reviewed/posted to BidSync by Purchasing.
  • Purchases in amounts of $50,000 or greater are subject to the requirements of the competitive bid process through BidSync, unless specifically exempt by state law.

 

Bonding

In order to protect the interests of Addison taxpayer, Addison may require bonding on certain bids and contracts, depending on the dollar amount involved.

Bid Bond - A security, in the form of a bid bond is required with bid response when payment and performance bonds are applicable. The amount of the security is typically 5% of the bid value, but may vary based on the scope of the project. No copies of bonds are accepted; all bonds must be signed originals to be valid.

Performance, Payment and Maintenance Bonds - Required with contracts for construction or repair of city infrastructure of public building. In accordance with State statutes, Addison may require a performance bond, payment bond or maintenance bond for specific projects. Performance, payment and maintenance bond requirements will be stated in the bid documents.  

 

Insurance Requirements

Addison states the insurance requirements on each bid document. Please review these insurance requirements carefully and consult with your insurance agent prior to submitting a bid, since they cannot be waived. If awarded a contract, the winning bidder is expected to provide an insurance certificate meeting all requirements within ten days. Certificates must be approved before a purchase order or contract can be executed.  

 

Indemnification Requirements

A signed indemnification agreement may be required as stated in the bid documents.

 

Tax Exemption

Addison is exempt from payment of federal excise and transportation taxes, as well as Texas State or local sales and use taxes.

 

Cooperatives

Addison is an active member of the following coops:

  • Buyboard
  • HGAC
  • U.S. Communities
  • TCPN
  • State of Texas
  • TxSmartBuy
  • DIR

 

Auctions

Addison auctions off surplus items. Generally, these items are stocked in a storeroom until there is sufficient material to warrant an auction. All auctions are posted and coordinated on www.renebates.com.

Auction Guidelines

  • Addison does not provide transportation or loading services for buyers to remove merchandise.
  • Any and all methods of lifting, towing and hauling are the buyer's responsibility.
  • Buyers should have the appropriate transportation, equipment, and manpower to pick up items.
  • The ownership of any and all items not removed by the final day of removal will revert back to Addison and the city may resell or dispose of the items as it sees fit.
  • Items listed in the auction are used and may contain defects that are not immediately detectable.
  • Text descriptions given are meant to be used as a guide only.
  • Bidders are responsible for inspecting items before bidding.
  • All information provided is believed to be correct but no warranty as such is either intended or implied.
  • All items are sold as is - where is and with all faults and defects therein.

 

Conflict of Interest Information

Effective January 1, 2006, Chapter 176 of the Texas Local government Code requires that any vendor or person considering doing business with a local government entity disclose in the attached Questionnaire, Form CIQ, the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, the questionnaire must be filed with the City Secretary of Addison not later than the 7th business day after the date the person becomes aware of the facts that require the statement to be filed.  

 

Certificate of Interested Parties (Form 1295) Information

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. For more information and to access the form, please visit the Texas Ethics Commission website.

Contact Us

Finance Department Phone Number:

972.450.7051
 

Address:

5350 Belt Line Rd.
Dallas, TX 75254