Sales Calls and Contracts
Supplier Registration
Methods of Procurement
Basis for Award
Bid Results
Billing and Payment
Insurance
Minority, Small and Local Businesses
We appreciate your interest in doing business with the City
of Santa Clarita. The purpose of this section is to explain
how a supplier may provide products and services to the City.
The City is always interested in securing responsible suppliers
who can meet its needs promptly, economically and in the desired
quality and quantities. Our aim is to help you in your sales
effort and to promote business relationships with the City
of Santa Clarita. We hope this guide will benefit you as a
new or present supplier.
Purpose
The purpose of the City's purchasing section is to maintain continuity of
services and supplies to support the various City agencies and departments.
Sales Calls and Contacts
Office hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday. To conserve
time and ensure you adequate attention, we urge you to make an appointment
before coming to Purchasing. Routine "courtesy" visits are not encouraged
as they can disrupt the daily workflow.
Supplier Registration
Files of interested and responsible suppliers are maintained by Purchasing.
You may fill out a "Supplier
Registration" application form to add your company
name to our file. Submitting a "Supplier Registration" form helps the City
identify potential suppliers. Completion of the form does not guarantee a
supplier will be notified every time a quotation or bid for that particular
commodity or service is solicited. We may also contact firms that are not
in the file of suppliers. Additionally, other City departments may initiate
purchases independent of Purchasing. Failure to respond to bid or quote invitations
may result in the removal of your firm's name from the supplier file.
Methods of Procurement
The following methods of purchasing are utilized:
Purchases Under $2,000
City employees are authorized to make purchases under $2,000 without a purchase
order. The supplier must verify the person's employment with the City by
identification card or phone call to Purchasing. Material must be picked
up by the employee or delivered to a City facility or work site and the
buyer's name and department must appear on the invoice. All invoices in
compliance with this process will be paid upon verification of the employee's
purchase.
Purchases Between $2,000 and $20,000
Purchases over $2,000 but less than $20,000 require competitive quotations
whenever possible. Quotations may be submitted to the requesting department
via telephone, in person, by mail, or by facsimile transmission.
Purchases $20,000 and Over
For purchases $20,000 and over, formal bids are normally solicited. Formal
bids must be sealed and can be submitted in person or by mail. Formal
bids cannot be submitted via telephone or facsimile.
Acting without a Purchase Order Number
All purchases over $2,000 charged to the City require a purchase order. If
an individual calls you and attempts to place an order over $2,000, you
are cautioned to request an authorized purchase order number and obtain
the name and department of the individual. Invoices over $2,000 must cite
the purchase order number. A purchase order is your assurance that you
will be paid.
EXCEPTION:
There may be times during an emergency when an order must be placed after
normal business hours or on weekends. Be assured that true emergency purchases
at such times without purchase order numbers will be approved. You must
obtain the individual's name and department and request identification
if the order is placed in person. Department personnel are instructed to
obtain a purchase order number from Purchasing the following workday. The
employee who places the order will send you an authorized purchase order
as soon as possible.
Specifications
Written specifications are used in the bidding
process to describe the required level of quality, quantity,
delivery and scope of work. A bid form will normally accompany
the specifications outlining certain terms and conditions governing
City purchases. Specifications prepared by City departments
are carefully reviewed by Purchasing to eliminate undue restrictions
and other limitations, which unnecessarily reduce competition.
The purchase will eventually be made from the lowest responsible
and responsive bidder meeting the specifications.
A contractor may expend considerable time and money presenting
a product to an individual City department in the hopes of
making a sale. Remember that the purchase will likely be made
by competitive bid, and expenditures for expensive design demonstrations
and layouts will not guarantee you an order. Any help you offer
a department in developing their specifications cannot be considered
when we make the purchase. If you are called upon to provide
expensive pre-purchase services, you should consider contracting
separately with the department for this service. You might
also ask the department to make sure you receive an invitation
to bid.
Basis for Award
It is the City's desire to maintain a competitive bid process for all purchases
and to make awards for bids based on the lowest responsible and responsive
bid received subject to the application of a multiple criteria award or Shop
Santa Clarita procedures.
"Lowest responsible bidder" means the lowest bidder whose
offer best responds in quality, fitness and capacity to the
requirement of the proposed work or usage. Such factors as
delivery time, quality, compatibility, references, experiences,
parts and services, freight cost, etc., may play an important
role in awarding a bid to the "lowest responsible bidder."
A "responsive" bid is one that is in substantial conformance
with the requirements of the specifications, the invitation
to bid and the City's contractual terms and conditions. This
would also include such things as completeness of the quotation
forms, inclusion of references and attachments and completion
of required responses.
Delivery and Inspections
Shipment is to be made to the City of Santa Clarita Free on Board (FOB) destination.
Requirements for delivery are specified on all bids and purchase orders.
Failure to meet the specified date may cause cancellation of the order
and will adversely reflect on your firm's overall performance rating. Also,
variations from the specifications may make a shipment subject to rejection.
Bid Results
Bid awards are a matter of public record. Abstracts of bids showing prices
and awards are available by contacting Purchasing after the award has been
made. They are also available on Purchasing's website.
Change Orders
The purchase order is part of the City's contract with the supplier. Therefore,
changes to the purchase order are not valid unless the change is approved in
writing by the city.
Billing and Payment
The City requires invoices in duplicate for each purchase order
issued to the vendor. The purchase order number must appear on all invoices,
shipping tags and all correspondence relevant to the order.
Payment is made after receipt of invoice and delivery and acceptance of
material as specified on the purchase order. Unless otherwise specified on
the purchase order, invoices should be submitted to:
City of Santa Clarita
Accounts Payable
23920 Valencia Blvd., Suite 300
Santa Clarita, CA 91355-2196
Sending your invoice to any other department (unless otherwise instructed)
may delay payment. The City strives to pay all invoices within thirty (30)
days of receipt of invoice and acceptance of the order.
Questions regarding payment of invoices should be made to the Accounts Payable
Office at (661) 255-4996. You will need to reference the purchase order and
invoice numbers when calling with questions.
Insurance
In all instances in which supplier personnel enter City property to repair,
install, service, construct, consult, etc., the City requires a certificate
of insurance verifying coverage per City insurance requirements. Whenever
insurance is required, the supplier will be notified of the requirements
for coverage. Contact Purchasing if you need further information on insurance
requirements.
Tax
The City is exempt from federal excise tax, but pays sales and
use taxes when applicable. Certificates of Exemption from Excise Tax may
be obtained from the Finance Division.
Gifts and Gratuities
The City of Santa Clarita maintains a strict policy prohibiting the acceptance
by its employees of gifts and/or gratuities from any supplier or potential
supplier.
Minority, Small and Local Businesses
The City is interested in promoting minority, small and local businesses.
We see such businesses as an important part of a competitive bid process
that deserves our encouragement and help. Please let your business status
and locale be known when requesting your name be added to our supplier list.
Emergency Resource List
Purchasing maintains an "Emergency Resource List of Suppliers" that may be
contacted in the event of a local disaster. If you believe your firm may
be able to provide such a resource, please contact Purchasing to register
as an emergency resource supplier.
Environmental Policies
Purchasing supports the City Council's Resolution #05-103 by procuring and using environmentally sound products. This Resolution supports the requirements of SB 1106 (2005) which requires the City to purchase recycled products in specified categories when of equal quality at the same or lesser cost. The legislation also requires businesses to provide statements in writing as to the post-consumer content of their products. We encourage suppliers to help keep us informed of available recycled and environmentally sound products. Resolution #93-9 provides for a price preference for recycled content paper. In accordance with City Council Resolution #91-91, suppliers shall not provide any items to the City, in performance of a contract, which are tropical hardwoods or tropical hardwood products. Suppliers are urged not to import, purchase, obtain, or use for any purpose, any tropical hardwood or tropical hardwood product.
Americans with Disabilities Act
In compliance with the Americans with Disabilities Act, if you or someone
in your firm needs special assistance to participate in a walk-through
or attend a pre-bid meeting, you should contact Purchasing at (661) 286-4183.
Notification 48 hours prior to the meeting will enable the City to make
reasonable arrangements to ensure accessibility to the meeting.
No supplier providing a service, program or activity to the public on behalf
of the City shall discriminate against any person because of sex, race, color,
creed, national origin or disability. Suppliers providing a service, program
or activity to the public on behalf of the City shall comply with the Americans
with Disabilities Act and City policy pursuant thereto when providing said
service, program or activity
When we conduct business with you, it is our desire to conclude each transaction
in a respectful, fair and professional manner. We hope this guide has helped
you better understand the City's purchasing process.
