The Purchasing Unit contributes to the mission of the Procurement Services Division by providing the most effective delivery of quality goods and services to other City departments in the most efficient manner, through well-managed competitive practices, while encouraging an atmosphere of fairness, honesty and integrity in dealing with customers, suppliers and staff in accordance with federal, state and local laws.
The Purchasing Unit is responsible for obtaining supplies and non-professional services necessary for the efficient operation of City government. To obtain maximum value and provide reliable services, most City purchases are made through the competitive bidding process, with bids awarded to the lowest responsible bidder.
Our Purchasing staff buys a variety of goods and services, ranging from automobiles to zip lock bags. Buyers are assigned commodities or groups of commodities. You may determine which Buyer represents the products or services in which you are interested, by calling the Purchasing Unit at (916) 808-6240. Calling in advance to schedule appointments with the Buyer is appreciated.
Current contracting opportunities with the City of Sacramento
Current Bid Results
Upcoming Contracting Opportunities
Contracting Opportunities E-Mail Notification Service
Closed Bids
Surplus Property Sales
Bonding and Insurance requirements
Vendor Registration & Small Business Certification Application
Vendors wishing to get on the City's Bid List and do business with the City, should complete a Bid List Application. This application is one method used to identify potential sources of supplies and services for the City. The Bid List Application form may be obtained online (PDF), or by contacting the Purchasing Unit at
(916) 808-6240.
Bidding Options / Procedures
The City of Sacramento actively encourages businesses to participate in competitive bidding for City goods and services. When bidding, it is important for vendors to carefully complete and sign all forms. Incomplete or unsigned bids will be rejected. For informal telephone solicitations, bid deadlines will be given by the Buyer during the telephone conversation. Bid deadlines are clearly printed on all written request forms. Completed bid forms may be mailed or delivered in person to the address on the printed bid request. Vendors must allow adequate time for delivery. No bid modifications are allowed after the deadline and bids received after the deadline will not be considered. Vendors may call the contact person listed in the bid information package to verify that their bid has been received.
The City solicits bids for goods and services in the following ways:
Purchases of $100,00 or More (Formal Bidding)
Most purchases of $100,000 or more require formal competitive bidding. A formal Invitation for Bid is prepared by the Purchasing Unit and mailed by the City Clerk’s Office to vendors selected from the Bidders List. Due to the large number of vendors included on the List, it is not possible to send every Invitation for Bid to every vendor; therefore it is important to
check the Current Contracting Opportunities page on a regular basis, to find out about current City needs. These contracting opportunities are also advertised by the City Clerk and by the Office of Small Business (OSB). Bids are opened and read by the City Clerk on the bid due-date where bidders are welcome to attend. Following bid tabulation and analysis, recommendations for award appear on the City Council Agenda. Awards are normally made during regularly scheduled City Council meetings on Tuesday afternoons. To see if a particular award is coming on for hearing, click here for the current City Council Agenda.
Purchases of Less Than $100,000 (Informal Bidding)
To obtain competitive prices, Buyers in the Purchasing Unit contact vendors on the City’s Bidders List, either by telephone or by sending an Invitation for Bid form. If contacted by telephone, vendors have the option to make a quotation during the conversation or to call back with a bid before the deadline set by the Buyer. City Buyers attempt to obtain at least three bids for each purchase. The number of vendors contacted will vary, depending on the dollar amount of the purchase and the time available. If solicited by a written Invitation for Bid, vendors are to respond in writing by the indicated deadline, using the form provided. To expedite the procurement process, City employees from operating departments may obtain quotations directly from vendors.
Purchases of Less Than $25,000 (Discretionary Bidding)
Items less than $25,000 and not on contract are considered discretionary purchases and can be purchased directly by any City operating department without competitive bidding. Payment to vendors can be made using Purchase Order, Payment Voucher, cash, or Purchasing Card.
ESB/SBE Program
The City of Sacramento is committed to increasing purchase awards to emerging and small business enterprises. Currently, certified EBE/SBE firms receive a five percent (5%) bid evaluation preference for the purpose of determining the lowest responsible bidder for supplies, professional, and non-professional services. For information concerning this policy and certification, please contact the City’s Office of Small Business (OSB) at (916) 808-6747, or visit their website at www.cityofsacramento.org/esbd.
Local Sales Tax Preference
The City currently allows vendors located within Sacramento City limits, a one percent (1%) bid evaluation preference on taxable purchases.
Terms of Payment Evaluation
Payment discounts offered for payments with terms of 20 or more days will be subtracted from the total bid price for the purpose of bid evaluation. Payment discounts offered for payment in less than 20 days will not be considered as a basis of award. Any payment discount offered by the successful bidder will be taken by the city, whether or not it was considered as a basis of award.
Sheltered Market Program
The City has established a Sheltered Market Program whereby informal contracts or agreements (generally, those under $100,000), may be made available for bidding to City-certified EBEs and SBEs ONLY. Such informal contracts will be made available, from time-to-time, at the discretion of individual City departments. Sheltered Market Program bidding opportunities are advertised on the Current Contracting Opportunities web page.
Internet Bid Advertising
Vendors can obtain current City bid information for services, commodities, and construction, on the Internet at the City's Current Contracting Opportunities web page.
Professional Consultant Services
Professional consultant services are managed at the operational department level. For further information, vendors should contact individual City Departments directly.
Invoicing and Payment
Each shipment of goods must be invoiced separately. To receive payment, vendors are required to submit three (3), clearly-printed and itemized invoices to the address provided at time of purchase. All invoices must reference the City’s Purchase Order number and describe in detail, the goods or services provided. Usually, payment is made within 30 days after a properly completed invoice is received. Whenever possible, the City tries to take advantage of prompt-payment discounts. For more information about payments and invoicing, contact the City’s Accounting Division (Accounts Payable) at (916) 808-5495.
Important Addresses and Phone Numbers
The following are addresses and phone numbers for offices that vendors may wish to contact when doing business with the City.
Procurement Services Division
915 I St., 2nd Floor
Sacramento, CA 95814
(916) 808-6240
Internet: www.cityofsacramento.org/pss
City Clerk’s Office
915 I St., Historic Building, 1st Floor
Sacramento, CA 95814
(916) 808-5426
Internet: http://www.cityofsacramento.org/clerk/General/clerks.html
Office of Small Business (OSB)
915 I Street, 2nd Floor
Sacramento, CA 95814
(916) 808-6747
Internet: www.cityofsacramento.org/esbd
To reach staff members of the unit, click here.
