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Purchasing

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1. Does the Purchasing Department handle all City procurement, or is procurement decentralized?

The Purchasing Department awards contracts for products, related services, equipment and Information Technology. The following contracting activity is decentralized:

• Construction/Capital Contracts – The Department of Public Works is responsible for construction and capital projects procurement.
  
• Consultant Contracts/Professional Services – Each City department is responsible for consultant and professional services procurement.
  
• P-Card/Direct Pay – Authorized city personnel can make small dollar purchases for supplies, materials, equipment and services utilizing the City’s P-card and/or Direct Pay.
  

2. How can I contact City departments, and find out what goods and services are needed?

City Department representatives are instructed to refer vendor inquires to Purchasing. In turn, Purchasing suggests that you register your company at http://www.bidsync.com. The best view of the City's procurement of products and services is attained by visiting BidSync to view bid/contract opportunities and to review historic bids that the City has undertaken.

Current and past City of San José bidding opportunities can also be viewed via a BidSync portal on our website under Bid Opportunities

3. Does the City have an Environmentally Preferable Purchasing Policy (EPP)?

Yes. The City has adopted an “Environmentally Preferable Procurement” (EPP) program. The goal is to encourage the procurement of products and services that help to minimize environmental impact resulting from use and disposal of these products. For more information please visit: http://www.sanjoseca.gov/DocumentCenter/View/3862.

4. Does the City require vendors to pay Prevailing Wages, and Living Wages?

For those labor classifications as determined by the City’s Office of Equality Assurance (“OEA”), Prevailing Wages and/or Living Wages may apply.

• Vendor shall pay no less than the applicable prevailing wages specified.
  
• Current Living Wage rates, the City’s policy and additional information, can me found at: http://www.sanjoseca.gov/index.aspx?NID=768.
  

5. How do I arrange for a sales/marketing meeting with the City of San José to pitch my service and/or product?

It is the City’s practice to not meet with vendors requesting a meeting for two reasons: 1) We do not have the resources to meet with every vendor who wishes to schedule a sales presentation with us, and 2) Equal and fair treatment would require us to meet with every competitor vying for the City’s business in order to provide the same opportunity. Therefore, the best process for the City is the public competitive solicitation process which is open to all interested parties.

City Departments do not have authority to make purchase commitments, and Departments are instructed to forward all sales calls to Purchasing. Purchasing in turn, suggests that Vendors register on BidSync.

6. Does the City Purchase recycled products?

Yes. Whenever feasible, the City prefers to purchase and use products with recycled content and/or products that are recyclable. The City has adopted an “Environmentally Preferable Procurement” (EPP) policy. The goal is to encourage the procurement of products and services that help to minimize the environmental impact resulting from the product’s use and disposal.

These products include, but are not limited to, those that contain recycled content, conserve energy or water, minimize waste or reduce the amount of toxic material used and disposed. Computers and other electronics are a growing focus of environmentally preferable purchasing activities due to their high prominence in the waste stream, their numerous hazardous chemical constituents, and their significant energy use. Moreover, when these products are improperly disposed of they can release hazardous substances that pollute the environment.

Please refer to the Policy at http://www.sanjoseca.gov/DocumentCenter/View/3862 to learn more.

For more information about the City of San José’s environmentally preferable procurement Programs, please visit: http://www.sanjoseca.gov/index.aspx?nid=1774

7. When does the City require insurance coverage?

Most transactions require the consultant/contractor or vendor to provide proof of insurance (i.e., Certificate of Insurance) with the required coverages and limits as specified in the solicitation. Insurance is required when a vendor is awarded a bid/contract and employee(s) are on City property, are transporting City clients, or are in possession of City data. Refer to the specific solicitation or contract for specific insurance requirements or contact the Risk Insurance group at 408-975-1438 for additional information. Proof of insurance is provided to the City before any work is started.

8. What insurance coverage will be required if I am awarded a bid or contract?

Generally, the City requires General Liability, Auto Liability, and Workers’ Compensation insurance on all service contracts and purchase orders. In addition, the City may require additional coverage as determined by the City’s Risk Manager depending on the services being provided. Refer to the specific solicitation for specific insurance program requirements. Proof of insurance must be provided to the City before any work is started.

9. Where can I find information about the laws and policies that relate to Procurement with the City?

Title 4.12 of the City’s Municipal Code provides extensive information on the laws governing the Procurement of Goods and Services. Our online portal also provides a fast and easy to use Search function for specific information.

The City’s Council Policy Manual also addresses procurement related topics. Council Policy # 0-29, Public Private Competition outlines the goals and guiding principles for the public-private competition process and guidelines for conducting a competition process.

Council Policy # 0-35, Procurement and Contract Process Integrity and Conflict of Interest defines and details the processes followed to provide a fair opportunity to participants in competitive processes and awards of City contracts. Other Council Policies can be viewed online at: http://www.sanjoseca.gov/index.aspx?NID=444.

Additionally, the City Administrative Policy Manual lists 13 policies related to purchasing products and services. These policies can be viewed on our website at: http://www.sanjoseca.gov/index.aspx?nid=3843#pp

10. How does the City make payments? Who do I call about a late invoice payment? Does the City pay late charges?

The payment process in the City is decentralized. Please contact the Billing/Accounts Payable person of the department you are providing the product or service to expedite late invoice payments. Always indicate purchase order/contract number on all invoices, shipping tags, and other correspondence relevant to the order/deliverable.

Contact information can be found on each purchase order or contract. Follow the invoicing requirements on your purchase order or contract for submission of complete, accurate, and timely invoices.

The City issues payment approximately thirty (30) days after acceptance of the merchandise/service and, receipt of the complete and accurate original invoice, whichever is later.

The City does not pay late charges.

11. When are change orders allowed?

The change order process for purchase orders and contracts are specific to each individual purchase order or contract and originate from requesting Department’s requirements. All change notices and amendments must be in writing (i.e., PO or Contract Amendment). All change notices and amendments must be approved by an authorized agent of the City of San José.

12. How do I get paid?

The City’s standard payment terms are Net 30 from receipt date of a correct and proper invoice. Invoice must contain the purchase order number, product/service description, quantity received, unit price and extended price.

The City shall make best efforts to ensure timely payments. In the event invoices become overdue, the City shall promptly notify vendor of the nature of the delay and both parties shall make reasonable effort to reconcile and resolve the source of the delay concerning the payment in question. The liability of the City at any time shall be limited to the amount remaining under this agreement.

13. Does the City have Recycling programs or policies?

Yes. To learn more about the City’s recycling programs and policies at: http://www.sanjoseca.gov/index.aspx?NID=1525.