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<br />FORMAL COMPETITIVE BIDDING <br /> <br />Purchases of equipment, materials and supplies requiring expenditure in excess of $25,000 are <br />subject to fonnal competitive bidding. Detailed, written specifications are included m bid <br />packets to each prospective bidder A notice inviting bids is published in the Daily Review not <br />less than seven days before the date of opening date. <br /> <br />Following the bid opening, Purchasing summarizes and evaluates responses and requests a <br />recommendation for award from tbe requisitioning department. The issue to be addressed m the <br />recommendation is whether the lowest bidder complied with the bid specifications. <br /> <br />The Municipal Code requires award of contracts to the lowest responsible bidder whose bid <br />complies with the specifications. The thorouglmess and adequacy of the bid specifications <br />become critical at this stage. In detem1ining responsibility, consideration may be given to the <br />quality and reputation for performance of the equipment or services proposed to be fumisbed, the <br />reliability of the bidder and in the case of equipment, the ability of the bidder to furnish parts and <br />maintenance. <br /> <br />One additional factor is applied in bid comparisons involvmg a supplier whose principal place of <br />bUSIness is located within the corporate limits of San Leandro. Bids requiring an expenditure not <br />in excess of $25,000 have 5 percent deducted for comparison purposes only. <br /> <br />A purchase order is prepared upon determination of the vendor for each transaction. This will <br />occur directly for small purchases or following either informal quotation or formal competitive <br />bidding process. Each purchase order is prepared in four copies as follows: <br /> <br />Vendor Copy <br /> <br />mailed to the vendor as authority to furnish the City the materials <br />or services at the stated tem1S. <br /> <br />Dept. Receiving Copy sent to the department submitting the requisition to be held until <br />the goods or services are received or completed At that <br />time, this copy shall be signed and returned to the <br />Purchasing Office <br /> <br />Dept. File Copy <br /> <br />sent to the department submitting the requisition for its reference <br />file. <br /> <br />Accounts Payable <br /> <br />remains in Finance Department. <br /> <br />CHANGE ORDERS <br /> <br />A change order shall be issued for all modi ficatlOns to any purchase order Amendments to a <br />purchase order may arise by any of the following requirements <br />