Purchasing
The North Central Texas Council of Governments (NCTCOG) is a political subdivision of the State of Texas and complies with the same provisions for purchasing goods or services that apply to local governments. We are a unique agency because of the various ways in which we are funded – local, state and federal – and occasionally the funding agency will dictate the purchasing rules that must be followed. Our procurement process offers maximum free and open competition to ensure that purchases are obtained efficiently and economically and in compliance with the provisions of applicable federal, state, and local laws and regulations.
NCTCOG utilizes Bidnet Direct by Sovra as its central eProcurement portal for all formal procurement opportunities. Interested vendors are encouraged to register through Bidnet Direct to receive solicitation notifications. Registration is free and vendors who select the Limited Access package will receive notifications of matching solicitations and addenda. Use the following links for more information about registering with Bidnet Direct.
- Step-by-Step Instructions for Registering with Bidnet Direct
- Searching Solicitations and Submitting Bids
Open Solicitations and Bid Opportunities
Vendor Information
Review NCTCOG's standard terms and conditions before submitting any proposals or bids. Proposers shall certify their compliance with these requirements as part of their proposal response by completing the certifications included with the solicitation document Attachments section. Failure to submit the required certification statement may be grounds for finding the proposal nonresponsive.
One step of the purchasing process includes selecting one or more classification codes that most closely represents your business category or area of expertise. To aid in selecting the most appropriate classification codes, vendors may download the Classification Code Search file, which contains worksheets for keyword search and the full list of codes from the National Institute of Governmental Purchasing (NIGP).
Contracts that meet certain criteria may require an awarded vendor to submit a completed Form 1295. Click here for additional information regarding the Form 1295 requirements.
- Standard Terms and Conditions
- Classification Code Search
- Form 1295
- Open Solicitations and Bid Opportunities
Bid and proposal results can be obtained by contacting the appropriate staff member listed in the bid packet. Results can be obtained only after a bid has been awarded.
Frequently Asked Questions
Any and all individuals and firms who desire the opportunity to receive bid invitations can be added to NCTCOG's vendor list. Please see the free vendor registration information above.
Sealed bids or proposals (those $50,000 or more) are advertised in major local newspapers under the legal notices section, on our web site, and occasionally in trade magazines or other publications that are specific to the particular commodity or service requested. These sealed bids or proposals will also be advertised on Bidnet Direct.
For bids less than $50,000, NCTCOG staff will obtain written or telephone quotes by contacting at least three vendors. In accordance with Texas Government Code 791.001, NCTCOG has the option of purchasing products that are on State of Texas or cooperative purchasing contracts. If this method is chosen, the bidding process is not necessary regardless of the dollar amount.
Purchase Price
Requirements
Up to $2,999
Quotes are not required, but good faith effort is required in obtaining best possible price
$3,000 to $49,999
At least three (3) competitive written bids are required
Over $50,000
Sealed bidding process requiring Executive Board approval and advertising in newspapers
Sealed bids or proposals are for purchases expected to be $50,000 or more. Sealed bid documents must include a specific date and time of the bid closing and a location as to where vendor is to submit the bid. Late bids are not accepted. Sealed bids are opened publicly at a specified date, time and place as indicated in the bid document.
Award of competitive sealed bids or proposals are made by the NCTCOG Executive Board during one of their regularly scheduled meetings.
Vendors should pay close attention to proposal submittal instructions in bid documents. Vendors may turn in their sealed bids to the NCTCOG offices to one of the following addresses unless otherwise specified in the bid document. The person or department to receive the bid must be included in the address line to ensure proper delivery.
By mail
NCTCOG
Staff Member or Department
P.O. Box 5888
Arlington, TX 76005-5888
By physical delivery
NCTCOG
Staff Member or Department
616 Six Flags Drive
Arlington, TX 76011
Sealed bids or proposals are identified by marking the outside envelope “Sealed Bid.” It is up to the vendor to ensure that bids are turned in on time. NCTCOG assumes no responsibility for delays caused by a courier, U.S. Post Office or any other form of delivery. No allowances are made for late bids.
Yes, bid openings are conducted via Microsoft Teams for sealed bids and proposals only and are open to the public. It is the official reading of the bid or proposal and generally consists of who responded to the request. Announcement of the date, time and location of the bid opening is included in the bid documents. Questions concerning any aspect of the bids or proposals are not addressed in the bid opening.
Once bids are reviewed and evaluated, they are awarded as soon as is practical. Bid results can only be obtained after an award has been made and can be requested by calling the project manager or lead department making the original bid solicitation or by viewing the NCTCOG eProcurement page on Bidnet Direct.