Full guidelines of the City's Procurement policies can be located in Chapter 8 of the City's Municipal Code. The following methods of purchasing are used by City Staff:
Goods and Products are awarded to the lowest, responsible, responsive bidder that meets or exceeds the specifications set forth in the bid documents.
- Purchases less than $2,500, no bids are required.
- Purchases over $2,500 and less than $30,000 require informal solicited bidding. A purchase order is required.
- Purchases over $30,000 require formal solicited bidding. Bids are open and read aloud publicly by the City Clerk's Office. City Council approval to award a purchase order is required.
Services are awarded based on qualifications and experience and not price alone.
- Purchases less than $2,500, no bids are required.
- Purchases over $2,500 and less than $15,000 require informal solicited bidding. A professional services agreement and a purchase order are required.
- Purchases over $15,000 require formal solicited bidding. Only the proposer's names are read aloud by the City Clerk's office at the public opening. City Council approval to award a professional services agreement and a purchase order are required.
The City of Arcadia subscribes to the Standards of Purchasing Practices established by the California Association of Public Procurement Officials:
- To regard public service as a sacred trust, giving primary consideration to the interests of the public agency that employs us.
- To purchase without prejudice, seeking to obtain the maximum value for each dollar expended.
- To avoid unfair practices, giving all qualified vendors equal opportunity.
- To honor our obligations and require that obligations to our public agency be honored.
- To accord vendor representatives courteous treatment, remembering that these representatives are important sources of information and assistance in solving our purchasing needs.
- To refuse to accept any form of commercial bribery, and prevent any appearance of so doing.
- To be receptive to counsel from our colleagues, and to cooperate with them to promote a spirit of teamwork and unity.
- To conduct ourselves with fairness and dignity, and to demand honesty and truth in the purchasing process.
- To strive for greater knowledge of purchasing methods and of the materials we purchase.
- To cooperate with all organizations and individuals involved in activities designed to enhance the development of the purchasing profession, remembering that our actions reflect on the entire purchasing profession.
The City of Arcadia grants a preference to vendors whose place of business is located within City limits only if price, invoice terms and delivery time are equal.
The City of Arcadia is not exempt from paying taxes. Price quoted by vendors must include any sales and use applicable taxes in their price bid and invoices.
"Arcadia Weekly" is the newspaper of record for all routine advertised formal bids. Bids announcements are published at least once, no less than 10 days prior to bid the bid submission date. Bid announcements may also be found in the City's website, in the Bid and RFP Notices section.
The City of Arcadia maintains a strict policy prohibiting the acceptance by its employees of gifts/or gratuities from any supplier or potential supplier. Vendors are requested to cooperate in this regard by not making such offers to any City employee.
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