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 Negrometrix.  All solicitations will be released electronically through Negometrix and responses from bidders must be submitted electronically through this online platform.  By using Negometrix, prospective bidders will be provided with all information regarding a bid including addendums and changes to the project requirements.  Negometrix is a completely free service for all respondents.  Prior to submitting a proposal, respondents are required to set up their free account with Negometrix.  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
Total Purchase $0.01-$1000 Local Vendors Only

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 $20,000.00

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 $20,000.00 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 $50,000

Request for Proposal (RFP)

Purchasing Director and City Manager. Requires Council approval