CITY COUNCIL MEETING AGENDA PACKET

Purchasing Procedures and Manual 3 2.8. Contractors or vendors who violate federal, state, or city laws or regulations may be subject to having their contracts cancelled by the City or may be disqualified from bidding or submitting proposals for goods or services. 3. Definitions 3.1. Administrative Guidelines: The City Council directs the City Manager or his/her designee to implement administrative and routing procedures with respect to the processing of purchase orders and invoices (see the Pleasanton Progress Intranet or the Finance Department for details). 3.2. Best Value: The best overall value to the City for goods and services based on all factors , including, but not limited to the following: (1) total cost; (2) the ability, capacity, and skill of the contractor to provide the desired goods and services; (3) the ability of the contractor to provide the desired goods and services promptly or within the time specified without delay or interference; (4) the character, integrity, reputation, judgment, experience, and efficiency of the contractor; (5) the quality of the contractor’s performance on previous purchases or contracts with the City or requested references; and (6) the ability of the contractor to provide future maintenance, repair, parts, and services for the use of the supplies purchased. The best value criteria used to select a contractor shall be submitted in writing to the Finance Department. 3.3. City-Based Vendor: A business with a physical business location in the city, a current city business license, and reports the City of Pleasanton as the point of sale to the Franchise Tax Board. 3.4. Competitive Bidding Process: A formal process through which the City solicits potential vendors or contractors for large purchases of general goods and services. Under a competitive bidding process, the Request for Bids (RFB) must be issued to qualified vendors and the general public (on the City's website). Bids must be submitted to the City Clerk's Office by a predetermined time and date as outlined in the bidding notice.1 3.5. Competitive Selection Process: A process through which the City solicits interest in professional services contracts, either formally or informally, through a Request for Proposal (RFP) or Request for Qualifications (RFQ). The selection criteria are primarily based on project requirements and vendor qualifications after an interview process. 3.6. Cooperative Purchasing Agreement (CPA): Cooperative purchasing allows the City to buy goods or services based on a competitively bid contract done by another public agency, when that other agency and the vendor(s) agreed in advance to a cooperative process. When a CPA is in place, purchases may be made without a City competitive bidding process. A CPA must be submitted with any City Purchase Order or contract. 1 Practical Tip: Have bids due at 2 p.m. (well before the end of the business day) and not on a Friday. Page 131 of 373