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1. How do I register for the vendor list?

The Purchasing Department maintains a listing of vendors classified according to materials, and services. Your firm may be placed on this list upon request by mail or in person. After your firm is placed on the list you will receive automatic mailings for sealed bids or proposals in the categories requested. Sealed bids are required for non-emergency items in excess of $20,000. More about vendor registration...

2. How are quotes and/or bids submitted?

Telephone quotes will be submitted as requested by the Purchasing Agent or buyers. Bidders must always properly identify themselves, giving unit price, delivery and payment terms. Quotes may be submitted by mail, fax, or in person. Informal written bids may be submitted by mail or in person to the Purchasing Department prior to opening date and time.

Formal sealed bids or proposals are to be submitted by mail or in person to the Purchasing Department prior to opening date and time. All bidders submitting bids or proposals that have assigned bid numbers, titles, and opening times should utilize the return mailing label or mark their envelope with the following information:

(1) Bid Title and Number
(2) Opening Date and Time

Late bids or proposals will be returned unopened to the vendor. Sealed bids and proposals are accepted in the Purchasing Office during normal business hours Monday through Friday (excluding holidays).

3. What professional affiliations does the Purchasing Division maintain?

We believe that in order to provide the citizens of Gallup with professional, qualified services, an exchange of ideas and techniques related to Purchasing, Administration and Management is essential. Therefore, we hold a membership in the New Mexico Public Procurement Association, the National Association of Purchasing Management, and the National Institute of Governmental Purchasing.

4. May I attend a bid opening? What about proposals?

Yes. Bid openings are public and you are welcome to attend whether your firm is engaged in bidding or not. Proposals are only received but not opened publicly in order to maintain confidentiality of the proposals until an award has been made.

5. What are the procedures for samples?

When samples are requested with bids, they are held until after award is made. Vendors submitting a sample of a product for trial use must do so at no cost to the City. All samples submitted shall be clearly marked.

6. How can I obtain bid and proposal tabulations?

Bid and proposal tabulations will be mailed to all bidders and offerors upon request. Anyone is at liberty to inspect proposals after award and bids after opening by calling the Purchasing Division. Bid awards may also be inspected online.

7. What is the dollar amount limit for small purchases?

In accordance with the Small Purchases Policy, authorized division personnel may issue Field Purchase Order numbers for goods under $1000 from local vendors only.

Only Purchasing personnel are authorized to commit the City for purchases in excess of $1000.