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Purchasing

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1. How Can I Do Business With the City of Richmond?

The City of Richmond has recently implemented an online purchasing management system. This system allows vendors to register online, receive automated service and commodity solicitations via email, and eventually allow vendors to submit bids electronically. Most RFQ's, informal and formal solicitations will be processed through our online system. More

2. Are All Purchases Made by the Purchasing Division?

No, we have a decentralized purchasing function. Some commodities are bought by purchasing staff, some by the other departments. We can direct you to the appropriate person for your commodity or service.

3. How Does the Purchasing Process Work?

Purchases over $5,000 and less than $24,999 are awarded based on an informal competitive quote process. Generally, we request quotes from at least three suppliers. Award will be made to the lowest responsive, responsible supplier: the vendor who meets the specifications, terms and conditions, including delivery date, stated, and offers the lowest price. The only time we do not award to the lowest price is when the quote does not meet our specifications or the quoter is not responsible. The resultant purchase order is a public record.
Purchases over $25,000 follow a formal procedure. These Invitations for Bids (IFB) and Requests for Proposals (RFP) will be mailed to each supplier on the Bid List for that particular commodity or service. The bids are opened publicly at a specified time and place and City Council approves the bid award at a public meeting.

4. Do I Need a Business License?

Yes, if you are located in, or perform services within, city limits or if you deliver products in company owned vehicles. Call the Business Licenses Division at (510) 620-6742 if you want more information.

5. May I bid If I Don’t Carry the Brand Listed On the Bid?

Yes, if the RFB specifies a brand name or equal, you may offer an alternative or equal brand. It is a good idea to discuss your alternative proposal with us before submitting it. Or equal products will be evaluated after bids are received.

6. How Does the City Make Payments?

Most goods and services are procured utilizing a purchase order system. Standard City payment terms are net 30 days. The City issues checks weekly, with payments mailed each Friday. The City department acquiring the goods and services must initially authorize payment. To expedite payment, put purchase order numbers on all invoices, shipping tags, and other correspondence relevant to the order. The City pays by invoice, not by statement. As the payer of City obligations, it is our goal to make payments to vendors in a timely and efficient manner.

7. What Should I Do If I’m Confused?

You may find our procedures, or requests for bids and proposals, confusing. Give us a call; we will gladly answer any questions on specifications, bid or award procedures, and purchasing methods in general.

8. Do Good Service and Quality Products Matter or Are Decisions Made Solely on the Basis of Price?

Our mandate is to obtain the necessary quantity and quality at the lowest price possible for every purchase. We attempt to develop specifications which clearly define the quality required.

Awarding to the lowest responsive, responsible bidder limits our ability to develop business relationships with suppliers. Because of this, we maintain an arms length association with suppliers. This is one of the many ways we try to minimize corruption in public procurement. Our goal is to treat all suppliers the same.

You may expend considerable time and money in presenting your product to an individual department in the hopes of making a sale. If you do this, remember the purchase may eventually be made by competitive bid and be awarded to the lowest responsive, responsible bidder.

9. What Are the City’s Delivery Requirements?

Deliveries in almost all cases are required to be made to us F.O.B. Destination. Failure to meet specified delivery dates may cause cancellation of the order, liquidated damages, and removal from bid list.

NEVER SHIP MATERIALS OR INITIATE ANY SERVICES, WITHOUT A PURCHASE ORDER NUMBER!

10. When Are Change Orders Allowed?

A purchase order is our contract with you. Any change to that contract must be in writing.

11. How Are the City’s Emergency Purchases Handled?

There are times during emergencies when an order must be placed by City personnel after hours or on weekends when the Purchasing Division is normally closed. Emergency purchases may be made for items which are immediately necessary for the continued operation of the division involved or which are immediately necessary for the preservation of life or property. Rest assured, you will be paid for anything you sell to City employees under these conditions.

12. How Is Public Purchasing Different From Private Purchasing?

The public procurement process, and the people involved, are subject to complete public accountability, regarding the proper expenditure of taxpayers’ money. Public purchasing must guarantee fair and open competition with equal opportunities for every supplier. A unique characteristic of public purchasing is the underlying principle that prices are not as critical as fairness and impartiality in obtaining them.

13. When are Sales Calls Allowed?

We are open for business from 8:30 AM to 5:00 PM, Monday through Friday. We urge you to make a definite appointment before coming to the Purchasing Division.

14. Who Can Answer My Questions?

Roger Helbig, Senior Buyer (510) 620-6731
Rose Gibson, Buyer I (510) 620-6732
Ofelia Alvarez, Buyer I (510) 620-6699