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Purchasing

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The Purchasing division:

  • Is a centralized procurement office which has the vested authority to purchase goods, services, supplies, and equipment for all City departments.
  • Ensures that the City is getting the best value for the taxpayer's dollars.
  • Oversees the receipt of goods and services and the processing of invoices for payment.
  • Provides consistent, cost-effective, and timely procurement support for all City departments and divisions.
  • Encourages an environment of equal opportunity, fairness, honesty, and integrity with its internal customers and suppliers.

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
Insurance Requirements
Terms and Conditions for POs
Vendor Guide


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.