Purchasing/Vendor Requirements
Purchasing Summary
- Purchases between $10,000 and $24,999 require the solicitation of a minimum of three (3) price quotations.
- Quotes and proposals must be submitted by the vendor in written form. Quotes can be transmitted via fax, regular mail or by email for any item or service which does not exceed $25,000.
- At a minimum, informal quotes and proposals should be submitted by the vendor and must contain an adequate description of the item or services, an itemized cost with a not to exceed contract amount and a time for delivery or completion of the work.
- Certain “on-site” services require proof of insurance. Purchasing staff will assist as needed in specifying and obtaining these documents from the vendor.
- Purchases estimated to cost over $25,000 require sealed written bids. All formal RFB & RFP’s will be submitted through and processed by the Purchasing division.
- All contracts exceeding $25,000 require approval by the City Council.
Vendor Summary
- Please call ahead for appointments whenever possible.
- It is mutually beneficial for us to be kept up to date on new ideas or products. Please make sure we have your most current catalogs or web site address.
- Please do not make "social calls" - in sales, we know time is money to you.
- Please be advised that purchasing authority is delegated to the Purchasing division. A purchase order is awarded after the compliance of state, federal and local regulations.
- Please quote realistic delivery dates (in consecutive calendar days).
- Please conduct your business openly and frankly. As a public entity, our records are a matter of public record.
- We expect you to honor all pricing, delivery and service agreements as quoted.
- Being a valued supplier, please call us if you have any questions.
- All vendors are asked to help maintain our policy that no city employee accepts any gifts or favors. The best favor you can do for us is to see the City receives the best prices, quality and service.
W9 Requirements
The City of Edmond is required to file with the Internal Revenue Service all fees, commissions and services performed, or other forms of compensation for services performed for the City of Edmond by an individual who is not our employee and the total amount of payments are at least $600 during the calendar year.
The taxpayer identification number or social security number is required prior to payment being issued by the City of Edmond. Persons doing business with the City of Edmond who have not furnished their TIN to us become subject to withholding at a 31% rate on payments.
