The Bidding Process
The Purchasing Unit is responsible for obtaining supplies and non-professional services for the City. It is made up of buyers who are assigned various commodities and services, from automobiles to zip lock bags, for purchasing. Please call the Purchasing Unit at (916) 808-6240 to find out which buyer handles the products or services offered. Calling in advance to schedule appointments with buyers is appreciated.
The Bidding Process
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. 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.
Three Levels of Bidding
The City solicits bids for goods and services in the following ways:
- Formal Bidding - Purchases of $100,000 or More
- Most purchases of $100,000 or more require formal competitive bidding. A formal Invitation for Bid is prepared by Procurement Services 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 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. Bids are opened and read by the City Clerk on the bid due-date - 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.
- Informal Bidding - Purchases of $5,000 to $100,000
- To obtain competitive prices, Procurement Services contacts vendors on the 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.
- Discretionary Bidding - Purchases of Less Than $5,000
- Items less than $5,000 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 (PO), payment voucher (PV), cash, or purchasing card.
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