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Purchasing Procedures and Manual 13 <br />4.1.2.2.5. Submit properly coded vendor invoice with agreement or <br />PO and account numbers to the Finance Department in <br />accordance with administrative guidelines. When using a <br />CPA, submit a copy of the CPA with the PO. <br /> <br />4.1.3. $200,001 and Above: City Council Approval with Competitive <br />Bidding Process <br /> <br />4.1.3.1. Vendor must be chosen using a competitive bidding process (see <br />definitions section). A Managed Qualified Bidders List may be <br />used if existing. Alternatively, a Cooperative Purchasing <br />Agreement (CPA) can be used. A Sole Source Vendor can be <br />used with City Manager Approval. <br /> <br />4.1.3.2. Contracts may be awarded on either a best value or low <br />bid basis. City Council approval is required. <br /> <br />4.1.3.2.1. If two or more vendors propose supplies, equipment or <br />trade services at the same total or unit price, with generally <br />equivalent qualifications, and with generally equivalent <br />compliance with Section 5, SB 1383 Procurement <br />Requirements, of this Policy, preference shall be given to <br />the city-based vendor. Such local preference shall be <br />utilized only when allowed by state and federal law, and the <br />requirements of the underlying funding source. <br /> <br />4.1.3.2.2. If city-based vendors’ or contractors' bids are greater than <br />non-city based vendors or contractors, when calculating and <br />comparing bids from vendors or contractors providing <br />supplies, equipment or trade services, the city shall deduct <br />five percent (5%) from the total bid of any city-based vendor <br />or contractor, except that the amount of the local preference <br />deduction shall not exceed five thousand dollars ($5,000) for <br />any single purchase order or contract. <br /> <br />4.1.3.2.3. Such local preference shall be utilized only when allowed <br />by state and federal law, and the requirements of the <br />underlying funding source. Such local preference is not <br />required in the event of an emergency. <br /> <br />4.1.3.3. City agreement (with maximum term of five years) or PO is <br />required and must be signed both by the vendor and City <br />Manager prior to issuance. If the vendor requires a vendor- <br />provided agreement instead, it requires prior review and approval <br />from the Law Department. <br />Page 141 of 373