Procurement Cards and Petty Cash: City personnel are authorized to make small-dollar purchases of nonstandard supplies on an as-needed basis using petty cash and City-issued procurement cards.
Open Purchase Order (also called a Blanket Order): These types of purchase orders are established with a variety of vendors to allow City personnel to obtain supplies or services directly from pre-qualified vendors on an as-needed basis for a specific period of time not to exceed a specific dollar amount. Competitive price quotations may be solicited, and award may be to other than the lowest-priced vendor based on criteria such as location of the vendor to the requesting department and completeness of inventory.
Formal Bidding: Formal bidding procedures are utilized when the cost of supplies, materials or equipment required on a single purchase exceeds $100,000. The process requires advertising in a newspaper of general circulation (the City advertises in the San Jose Post Record), receiving sealed bids, publicly opening the bids and awarding the purchase to the lowest responsive bidder meeting specifications.
Informal Bidding: This informal process for a single purchase differs from formal bidding in that quotations are solicited from at least three (3) vendors when practicable. These quotes can be obtained either by telephone, fax, e-mail or mail and are not normally advertised. Award is made to the lowest responsive vendor meeting specifications.
Request for Proposal (RFP): This is used primarily for services and highly technical commodities. An RFP differs from a formal bid in that proposals may be solicited in a one- or two-step process. The award can be to other than the lowest-priced vendor. The following criteria are considered when evaluating which proposal is the most advantageous to the City:
- Cost to the City
- Quality of the proposed service
- Capabilities and expertise of the vendor
- Ability of the vendor to perform
- Past service record/references
- Proposal that best meets all the requirements of the City
- Delivery Instructions
- And other factors deemed to be in the City's best interest as determined solely by the City
All orders must be delivered to the address specified on the Purchase Order. Vendors should not deliver goods to an alternate address, unless authorized by Purchasing, as the processing of your payment will be delayed.