Purchasing
The Purchasing Division is the central buying agency for the City of Gallup, and is responsible for the procurement of goods and services in accordance with the city charter and the city's Purchasing Ordinance and Regulations.
Mission Statement
The Purchasing Division's goal is to provide city departments with a central location for purchasing goods, equipment, and services, while encouraging an atmosphere of fairness, honesty, and integrity in dealing with customers, suppliers, and staff. Our goal is to spend the city taxpayer's money wisely so that maximum value is obtained for its limited financial resources.
Vendor/Bid Notifications
The City has transitioned to a new e-Bid/RFx software powered by Mercell Source-to-Contract. All solicitations will be released electronically through Mercell Source-to-Contract, and responses from bidders must be submitted electronically through this online platform. By using Mercell Source-to-Contract, prospective bidders will be provided with all information regarding a bid, including addendums and changes to the project requirements. Mercell Source-to-Contract is a completely free service for all respondents. Prior to submitting a proposal, respondents are required to set up their free account with Mercell Source-to-Contract. Register your company at Negometrix.com
Supplier Registration Video:
https://www.youtube.com/watch?v=dMv0PUiXdmw&feature=youtu.be
Pre-Bid, Pre-Proposal conferences, Bid Openings and Pre-Construction Conferences will be held via conference/video calls or other virtual means until further notice.
Procurement Thresholds
Level | Dollar Threshold | Method of Solicitation | Authority to Approve |
Level One: Small Purchases | Individual Item and/or | Field Purchase Orders, P-Card. No competitive quotes required. | Department Director or Designee |
Level Two: Small Purchases | Individual Item and/or Total Purchase $0.01-$1,000 Non-Local Vendors | Requisition required. Best obtainable price; no competitive quotes required. | Department Director or Designee |
Level Three: Small Purchases | Individual Item and/or Total Purchase $1,000 and over and less than $5,000.00 | Requisition required. Best obtainable price; no competitive quotes required. | Department Director or Designee AND Purchasing Director |
Level Four: Small Purchases | Individual Item and/or Total Purchase $5,000.00 and over and less than $40,000.00 | Requisition required. Three Written Quotes Required | Department Director or Designee AND Purchasing Director. Requires Council approval for capital items. |
Level Five Invitation to Bid | Individual Item and/or Total Purchase $40,000.00 and over | Formal Solicitation (ITB) | Department Director or Designee AND Purchasing Director. Requires Council approval for capital items. |
Level Six: Professional Services | Professional Service contracts in excess of $60,000 | Request for Proposal (RFP) | Purchasing Director and City Manager. Requires Council approval |