Methods Of Procurement
The City of Bakersfield makes it purchases under the authority granted in the City’s Charter and Municipal Code. The following methods of purchasing are utilized. Bids submitted to the City are considered public information and the public may attend the bid openings. Bid results can generally be accessed via the City’s website.
Purchases valued at $2,500 or less are considered to be open market best judgment purchases to be made by the department. Price comparisons are encouraged but not required. These purchases may be issued as confirming orders.
Purchases valued between $2,501 to $10,000 require that three quotes be obtained. The department may obtain quotes or request assistance from Purchasing. If the department obtains the quotes, quotes must be in writing (fax & e-mail are acceptable). These purchases may be issued as confirming orders.
Purchases valued at $10,001 to $40,000 require that the department submit a Requisition to Purchasing. These purchases cannot be confirming orders. Purchasing will obtain quotes and will order item via a Purchase Order or contract.
Purchases of a value greater than $40,000 are considered formal bids which must be issued by the Purchasing Division and must follow certain prescribed steps to meet the requirements of the City’s Charter and Municipal Code. These steps include advertisement, public bid opening and award to the lowest responsible, responsive bidder. The City will use either a competitive sealed bid process or a competitive sealed proposal process. In either process, bids must be submitted in person or by mail. Formal bids may NOT be submitted via facsimile transmission or telephone. These purchases cannot be confirming orders, except for emergency purchases.
Annual Contracts. The City will often enter into annual supply contracts with vendors for providing goods and services for a specified period of time, at specified prices. Annual contracts are generally the result of a formal bid process and, as such, departments are authorized to place orders for amounts above $2,500 without specific Purchasing authorization. Examples of annual contracts are those for office supplies, chemicals, janitorial supplies, etc.
Written specifications are used in the bidding process to describe the required level of quality, quantity, delivery and scope of work. In addition to the specifications, certain terms and conditions governing purchases are also outlined in the bid. Sometimes a vendor may expend considerable time and money presenting a product to an individual City department in the hopes of making a sale. If you do this, remember that the purchase may eventually be made by competitive bid and what you spend for expensive designs, demonstrations and layouts does not guarantee you an order. Specifications prepared by the City’s departments are carefully reviewed by Purchasing to eliminate undue restrictions and other limitations which unnecessarily reduce competition. The purchase will eventually be made from the lowest responsive, responsible vendor meeting the objective specifications. The help you offer a department in developing a purchase request cannot be considered when we make a purchase or award a contract.
Selecting Sources of Supply
The City establishes no preferential list of sources. The orders are awarded on the basis of the best price meeting City requirements. However, the City has adopted a local 1% price evaluation preference for those bidders located within the city limits. Therefore, a 1% price preference may be applied to the total bid price during evaluation of the bid response.
Delivery and Inspections
Shipments are to be made to the City of Bakersfield FOB Destination. Requirements for delivery are specified in all bids and Purchase Orders. Failure to meet specified delivery times may be cause for cancellation of orders and may adversely reflect on your firm’s overall performance evaluation.