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Purchasing FAQ
- General Procurement Policy
- Competitive Thresholds & Procurement Methods
- Finding & Tracking Bid Opportunities
- Vendor Registration vs. Bid Portal Accounts
- Preparing & Submitting a Bid or Proposal
- Evaluation, Award & Protest Process
- Post-Award Vendor Setup
- Insurance, Bonds, & Risk Management
- Payments, Invoicing, & Tax Questions
- Vendor Performance & Contract Management
- Small/HUB/MWBE & Local Businesses
- Ethics, Transparency, & Public Records
- Citizen Oversight & Budget Insight
- Sustainable & Cooperative Purchasing
- Glossary of Procurement Terms
- Submit a New Question
A centralized model promotes consistency in contract language, ensures adherence to state statutes, aggregates buying power for better pricing, and reduces the risk of duplicative or incompatible purchases among departments.
A centralized model promotes consistency in contract language, ensures adherence to state statutes, aggregates buying power for better pricing, and reduces the risk of duplicative or incompatible purchases among departments.
- Texas Local Government Code Chapter 252 – Competitive Bidding on Certain Purchases.
- Texas Government Code Chapter 2269 – Alternative Delivery Methods for Construction.
- Federal regulations (2 CFR 200) when federal grants are involved.
- Internal City Charter & Purchasing Policy Manual
- Texas Local Government Code Chapter 252 – Competitive Bidding on Certain Purchases.
- Texas Government Code Chapter 2269 – Alternative Delivery Methods for Construction.
- Federal regulations (2 CFR 200) when federal grants are involved.
- Internal City Charter & Purchasing Policy Manual
At least biannually to incorporate legislative changes, audit findings, and Lean Six Sigma process-improvement recommendations.
Link to 2025 Purchasing Policy
At least biannually to incorporate legislative changes, audit findings, and Lean Six Sigma process-improvement recommendations.
Link to 2025 Purchasing Policy
CITY OF MIDLAND — WORKFLOW / APPROVAL REQUIREMENTS
Total Amount of Request
Type of Bid/ Quotes Required
Department Responsible
Type of Approval/s required
Other requirements
$100,000.00 and above
Sealed or Cooperative Pricing
Purchasing
Department Head
Purchasing
General Services Director
City Manager
City Council Approval
Formal Advertisement
Sealed Bid (Paper/Electronic)
Agenda Memo with bid tabulation
Resolution
$30,000 to $99,999.99
3 written quotes or Cooperative Pricing
Department/ Purchasing
Department Head
Purchasing
General Services Director
City Manager
Paper or Electronic Quote
$3,000 to $29,999.99
3 written quotes or Cooperative Pricing
Department/ Purchasing
Department Head
Purchasing
Paper or Electronic Quote
Less than $3,000.00
1 written quote or Cooperative Pricing
Department
Department Head
3 Quotes not required but recommended
Notes
- Methods align with the City of Midland Purchasing SOP and state statutes.
- “Formal” solicitations are advertised electronically on Bonfire and in the local newspaper per statute.
- Cooperative pricing may be used in lieu of quotations when an active, eligible cooperative contract exists
CITY OF MIDLAND — WORKFLOW / APPROVAL REQUIREMENTS
| Total Amount of Request | Type of Bid/ Quotes Required | Department Responsible | Type of Approval/s required | Other requirements |
|---|---|---|---|---|
| $100,000.00 and above | Sealed or Cooperative Pricing | Purchasing | Department Head
Purchasing General Services Director City Manager City Council Approval |
Formal Advertisement
Sealed Bid (Paper/Electronic) Agenda Memo with bid tabulation Resolution |
| $30,000 to $99,999.99 | 3 written quotes or Cooperative Pricing | Department/ Purchasing | Department Head
Purchasing General Services Director City Manager |
Paper or Electronic Quote |
| $3,000 to $29,999.99 | 3 written quotes or Cooperative Pricing | Department/ Purchasing | Department Head
Purchasing |
Paper or Electronic Quote |
| Less than $3,000.00 | 1 written quote or Cooperative Pricing | Department | Department Head | 3 Quotes not required but recommended |
Notes
- Methods align with the City of Midland Purchasing SOP and state statutes.
- “Formal” solicitations are advertised electronically on Bonfire and in the local newspaper per statute.
- Cooperative pricing may be used in lieu of quotations when an active, eligible cooperative contract exists
Texas law mandates Qualifications-Based Selection (QBS) for professional architecture, engineering, or surveying services, where fees are negotiated only after the most qualified firm is selected.
Texas law mandates Qualifications-Based Selection (QBS) for professional architecture, engineering, or surveying services, where fees are negotiated only after the most qualified firm is selected.
Yes. For complex or fast-track projects the City may adopt Design-Build, Construction Manager-at-Risk (CMAR), or Job-Order Contracting (JOC) under Chapter 2269 guidelines.
Yes. For complex or fast-track projects the City may adopt Design-Build, Construction Manager-at-Risk (CMAR), or Job-Order Contracting (JOC) under Chapter 2269 guidelines.
All opportunities valued at $50 K+ are posted on Bonfire. Smaller informal quotes may be sent directly to prequalified vendors or posted under “Quote Requests” in Bonfire.
All opportunities valued at $50 K+ are posted on Bonfire. Smaller informal quotes may be sent directly to prequalified vendors or posted under “Quote Requests” in Bonfire.
During Bonfire registration, select NIGP commodity codes relevant to your business. The system will email you instantly whenever a matching project is published or amended.
During Bonfire registration, select NIGP commodity codes relevant to your business. The system will email you instantly whenever a matching project is published or amended.
Yes—Purchasing issues a “Bid Snapshot” every Monday summarizing new and closing solicitations. Sign up for it on the Purchasing homepage.
Yes—Purchasing issues a “Bid Snapshot” every Monday summarizing new and closing solicitations. Sign up for it on the Purchasing homepage.
Feature
Bonfire
Vendor Self-Service (VSS)
View/download bid documents
Yes
No
Submit bids
Yes (Insurance, Bonds)
No
Post-award document upload
Yes
Yes (W-9, ACH)
Invoice and Payment tracking
No
Yes
When to create an account
As soon as you plan to bid
After you receive Notice of Award
| Feature | Bonfire | Vendor Self-Service (VSS) |
|---|---|---|
| View/download bid documents | Yes | No |
| Submit bids | Yes (Insurance, Bonds) | No |
| Post-award document upload | Yes | Yes (W-9, ACH) |
| Invoice and Payment tracking | No | Yes |
| When to create an account | As soon as you plan to bid | After you receive Notice of Award |
No. Both Bonfire and VSS accounts are free. Beware of third-party sites that charge for public documents.
No. Both Bonfire and VSS accounts are free. Beware of third-party sites that charge for public documents.
- Missing signature on the bid form.
- Failure to acknowledge addenda.
- Uploading the wrong price sheet version.
- Submitting after the deadline/portal closure.
- Conditioning the bid with exceptions that conflict with terms.
- Missing signature on the bid form.
- Failure to acknowledge addenda.
- Uploading the wrong price sheet version.
- Submitting after the deadline/portal closure.
- Conditioning the bid with exceptions that conflict with terms.
Yes. You may retract and upload a new file in Bonfire any time before the deadline. The latest version overrides prior versions.
Yes. You may retract and upload a new file in Bonfire any time before the deadline. The latest version overrides prior versions.
Yes—DocuSign, AdobeSign, or digital certificates are accepted, provided the signatory has legal authority.
Yes—DocuSign, AdobeSign, or digital certificates are accepted, provided the signatory has legal authority.
A cross-functional Evaluation Committee—typically subject-matter experts, a Finance representative, and an Ethics observer.
A cross-functional Evaluation Committee—typically subject-matter experts, a Finance representative, and an Ethics observer.
Average timelines:
- Commodities IFB: 5–10 calendar days.
- Services RFP: 3–5 weeks (may include interviews)
- Construction RFQ/CMAR: 4–6 weeks
Average timelines:
- Commodities IFB: 5–10 calendar days.
- Services RFP: 3–5 weeks (may include interviews)
- Construction RFQ/CMAR: 4–6 weeks
Yes. Submit a written protest within 10 calendar days of the Intent-to-Award notice, citing specific grounds per the Protest Policy. Purchasing will facilitate a review by the Protest Officer and, if necessary, the City Attorney.
Yes. Submit a written protest within 10 calendar days of the Intent-to-Award notice, citing specific grounds per the Protest Policy. Purchasing will facilitate a review by the Protest Officer and, if necessary, the City Attorney.
- Notice of Award email sent via Bonfire.
- Vendor completes VSS registration and emails W-9 & ACH.
- Insurance/Bonds verified by Risk Management.
- Contract routed for e-signature via DocuSign.
- Purchase Order (PO) or Notice to Proceed is issued.
- Notice of Award email sent via Bonfire.
- Vendor completes VSS registration and emails W-9 & ACH.
- Insurance/Bonds verified by Risk Management.
- Contract routed for e-signature via DocuSign.
- Purchase Order (PO) or Notice to Proceed is issued.
Upload a renewal certificate 10 days before expiration. Failure may result in PO suspension.
Upload a renewal certificate 10 days before expiration. Failure may result in PO suspension.
Please view the Insurance and Bonding Guidelines under on the Contract & Insurance Requirements webpage or request it via purchasing@midlandtexas.gov.
Please view the Insurance and Bonding Guidelines under on the Contract & Insurance Requirements webpage or request it via purchasing@midlandtexas.gov.
Only for public entities or Fortune 500 firms that can provide a letter of self-insurance backed by audited financials.
Only for public entities or Fortune 500 firms that can provide a letter of self-insurance backed by audited financials.
Yes. Riders must be executed by the original surety and submitted before the bond expiration.
Yes. Riders must be executed by the original surety and submitted before the bond expiration.
Yes. A Texas Sales Tax Exemption Certificate is available on request. Include it with purchase-related questions to your suppliers.
Yes. A Texas Sales Tax Exemption Certificate is available on request. Include it with purchase-related questions to your suppliers.
Log in to VSS → Invoices tab or email Accounts Payable with your PO number.
Log in to VSS → Invoices tab or email Accounts Payable with your PO number.
Contact the Project Manager and Purchasing within 15 days of payment to initiate a payment dispute review.
Contact the Project Manager and Purchasing within 15 days of payment to initiate a payment dispute review.
Quality, timeliness, safety record, and responsiveness. Scores are logged in the Vendor Performance Database and may influence future awards.
Quality, timeliness, safety record, and responsiveness. Scores are logged in the Vendor Performance Database and may influence future awards.
Yes. Repeated contract breaches, fraud, or safety violations can result in suspension or debarment per the City’s Debarment Policy.
Yes. Repeated contract breaches, fraud, or safety violations can result in suspension or debarment per the City’s Debarment Policy.
Quarterly “Doing Business with Midland” sessions cover registration, bonding basics, and proposal writing. Dates are posted on the Outreach page and in Bonfire.
Quarterly “Doing Business with Midland” sessions cover registration, bonding basics, and proposal writing. Dates are posted on the Outreach page and in Bonfire.
Network with prime contractors at pre-bid meetings, maintain up-to-date DIR and state HUB certifications, and leverage Mentor-Protégé programs.
Network with prime contractors at pre-bid meetings, maintain up-to-date DIR and state HUB certifications, and leverage Mentor-Protégé programs.
No. The Ethics Policy prohibits vendors from offering any gift, meal, or incentive of value.
No. The Ethics Policy prohibits vendors from offering any gift, meal, or incentive of value.
Email ethics@midlandtexas.gov or call the anonymous hotline at 1-800-ETHICS-1
Email ethics@midlandtexas.gov or call the anonymous hotline at 1-800-ETHICS-1
Visit the Open Finance Dashboard on midlandtexas.gov for interactive charts by department, category, and vendor.
Visit the Open Finance Dashboard on midlandtexas.gov for interactive charts by department, category, and vendor.
Process improvements have reduced procurement cycle time by 22 %, saving an estimated $480 K in administrative costs since 2024.
Process improvements have reduced procurement cycle time by 22 %, saving an estimated $480 K in administrative costs since 2024.
The City evaluates EnergyStar, WaterSense, and recycled-content products where life-cycle cost analysis shows net savings or environmental benefits.
The City evaluates EnergyStar, WaterSense, and recycled-content products where life-cycle cost analysis shows net savings or environmental benefits.
Examples: TIPS-USA, BuyBoard, Sourcewell, OMNIA. Using these contracts accelerates schedule and leverages volume pricing already competitively procured.
Examples: TIPS-USA, BuyBoard, Sourcewell, OMNIA. Using these contracts accelerates schedule and leverages volume pricing already competitively procured.
- Addendum: Formal change or clarification issued during the solicitation period.
- Responsive: Bid meets all material requirements.
- Responsible: The Vendor has the capacity and integrity to perform.
- Bid Bond: Security ensuring bidder will enter contract if awarded.
- Change Order: Written alteration to a contract after execution.
If your question isn’t answered above, we want to hear from you!
Email: purchasing@midlandtexas.gov — Please include the project number (if applicable) and your contact info.
Phone: 432-685-7234 — Monday–Friday 8 am-5 pm.
Note: Relevant questions may be incorporated into future FAQ updates to serve the entire community.
Last Updated: 09/08/2025