Purchasing Guidelines

Purchasing Authorization

Per Section 2-278 Code of Ordinances for the City of Bay City. The Purchasing Agent must authorize the purchase of materials, supplies and services for and on behalf of the city.

Authorized purchasers may make purchases under $2,500 without a Purchase Order. All purchases over $2,500 must have a Purchase Order.

Types of Purchase Orders

  • Between $2,500 and $9,999 requires a minimum of two phone quotes
  • Between $10,000 and $49,999 requires a minimum of two written quotes
  • Over $50,000 requires sealed bids

Quoting/Bidding Structure

  • Purchases below $50,000 require a minimum of three price quotes, whenever practical, and may be of the following methods: by phone, fax or in writing. In some instances, as determined by the Purchasing staff, quotes may be requested on a sealed bid basis.
  • Purchases over $50,000 require a formal bid or proposal process. Requirements for the bidding or proposal process are detailed in the bid documents. All bids or proposals must be sealed and submitted to the Purchasing Office by the specified date and time. Bid and proposal requests will be advertised on this website.

Please note: The city does not accept fax bids for projects greater than $50,000 at this time. If you have any questions regarding the rules and regulations of selling to the City of Bay City, contact us.