CITY COUNCIL MEETING AGENDA PACKET

Purchasing Procedures and Manual 4 Information submitted from a vendor simply indicating that it was the low bidder during a recent competitive bidding process with another agency may not be used in place of a fully cooperative purchasing agreement as noted below. A CPA can be: 3.6.1. A purchasing agreement signed by another agency indicating the vendor will provide low-bid pricing to other governmental agencies. To be considered, the CPA must be with a city, county, state, special district, or school district in California, and must be associated with a competitive bidding process that occurred within the last twelve months. 3.6.2. A cooperative purchasing program through the State of California (see California Multiple Award Scheduled (CMAS) through the California Department of General Services). 3.6.3. A cooperative purchasing program available to member agencies such as the League of California Cities U.S. Communities Government Purchasing Alliance. 3.7. Direct Payment Claim Form: Used to request payment for goods and services for reimbursement or advances for authorized purchases included in the City budget, subscriptions or membership dues, refunds to consumers, or purchases when payment must accompany an order. There is no limit on the dollar amount of a Direct Payment Claim Form. 3.8. Emergency Procurement: Purchases of goods and services necessary to avoid or mitigate a clear and imminent threat or danger where delay could result in loss of life or danger to health, welfare, or property or threaten the continued operation of the City or the provision of essential services. The City Manager may enter into emergency procurement contracts. Contracts awarded through an emergency procurement require that the City Manager present a report to the City Council, at the next available meeting, describing the emergency, the actions taken, and the number and dollar amount of the contracts awarded. 3.9. Formal Bidding: A process through which the City solicits interest for public works projects above the applicable dollar limitation set forth under Section 22032 of the Public Contract Code. In the formal bidding process, the City's bidding notice must be issued in a newspaper of general circulation at least fifteen (15) calendar days prior to the date of opening the bids. The notice must also be sent to all appropriate construction trade journals. Bids must be submitted to the City Clerk's Office by a predetermined time and date as outlined in the bidding notice. This process is governed by the California Public Contracts Code §22037. 3.10. Informal Bidding: A process through which the City solicits interest for public works projects based on the applicable dollar limit set forth under Section 22032 of the Public Contract Code. In the informal bidding process, the City's bidding notice must either (a) be sent to a maintained list of qualified contractors, identified according to categories of work; or (b) be sent to all appropriate construction trade journals. The notice must be sent at least ten (10) calendar days prior to the date of opening the bids. Bids must be submitted to the City Clerk's Office by a predetermined date and time as Page 132 of 373