Duties & Responsibilities of the Purchasing Division
- Reviewing purchase requisitions for accuracy and preparing and distributing purchase orders
- Reviewing receiving documents (Packing slips, delivery receipts, etc.) for accuracy.
- Reviewing invoices and charging costs to the appropriate Purchase Order
- Assisting City departments with procurement questions and regulations and ensuring that these regulations are followed
- Assisting Accounts Payable with invoice questions from vendors
- Assisting current and potential vendors with procurement and invoice questions
- Managing the City's on-line bidding system and administering Formal Bids (FB), Requests For Proposals (RFP), Request For Qualifications (RFQual), and Requests For Quotes (RFQ)
- Administration of the procurement card ("CalCard") program
- Maintaining records of all Purchase Orders and Bids and Proposals
- Managing multi-department contracts for technical services such as copiers, postage meters, janitorial services, elevator maintenance, first aid supplies for facilities, office machine repairs, records-destruction and recycling, uniforms and towels, etc.
- Serve as the liaison between City divisions and commercial printers for printing and bindery projects.
- Assist the Director of Finance with City Parking Garage maintenance issues.
- Registering all City exempt-plate vehicles with the DMV
- Declaring and disposing of all personal property deemed surplus by the City
Resources for Selling to the City
The following information is available to current and potential suppliers in order for them to better understand the City's procurement process.
CalCard (Procurement Card) Manual
Terms and Conditions for POs
Administrative Regulations - Purchasing Policies and Procedures
The purpose of these Administrative Regulations is to provide the City a means of assuring continuity and uniformity in its procurement practices. The policies and procedures are based on Chapter 22 of the City Code.
Section 1: Purpose and Policy Statement
Section 2: Gifts, Unauthorized Purchases and Purchases That Can be Made without a Purchase Order
Section 3: Reponsibilities of the Purchasing Division
Section 4: Reponsibilities of Operating Departments
Section 5: Vendor/Supplier Relations
Section 6: Purchasing Procedures
This section explains purchase requisitions, bidding limits and the selection process, bid protest procedures, purchase approval limits, contracting information, emergency purchase procedures, etc.
Section 7: Specifications
It is the responsibility of each department to provide detailed and accurate specifications when requisitioning supplies and services.