City of Redding - Purchasing Division
WELCOME TO THE CITY OF REDDING'S
PURCHASING DIVISION
Last Updated 12/13/12
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General Information Table of Contents

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POLICIES AND PROCEDURES

In general, the Purchasing Division issues four types of purchase orders:
  • Regular Purchase Order - issued by Purchasing, only, for all purchases of equipment, repairs, supplies and services upon request from using department. Purchases between $2,500 and $25,000, when possible, shall have a quotation request form sent to a minimum of three vendors.
  • Confirming Purchase Order - issued for the purchase of emergency equipment, repairs, supplies and services.
  • Blanket Purchase Order - issued to local vendors from whom we make incidental purchases with considerable frequency. The dollar limit of an individual purchase is $2,500.
  • Contracted Blanket Purchase Order - issued as a result of a competitive process to vendors providing the lowest evaluated total bid, based on an estimate of the City’s needs for particular products or service over a specific period of time.

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CREDIT CARD PURCHASES

The City credit card (VISA) will be used as the first option before other existing methods (i.e. petty cash, blanket purchases and requisitions) are used to obtain goods for $2,500 or less.

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BIDDING OPTIONS

The Purchasing Division provides a fair and equitable process for all interested and qualified vendors in providing a bid to the City. The City will make an award in a manner consistent with the City purchasing ordinance.

Invitation to Bid - Purchases greater than $25,000. Formal bids, including specifications, terms and conditions, are mailed to potential vendors, advertised in the public notice section of the local newspaper, and posted on Purchasing's website Current Bidding Opportunities. Bids must be received in a sealed envelope in the City Clerk’s office by the bid opening date and time. Fax copies are not considered. Award of bids: Up to $125,000, by City staff; more than $125,000, by City Council. Results of prior bids may be obtained by calling our office at 530-225-4138.

Quotation Request - Purchases between $10,000 and $25,000. A written Quotation Request Form, including specifications, terms and conditions, is mailed to potential vendors, and posted on Purchasing's website Current Bidding Opportunities. Quotation must be received in the Purchasing Division (by mail or fax) by the bid opening date and time. Award of Quotation Request: Up to $25,000, by City Staff. Purchases between $2,500 and $10,000 require informal written quotes.

Request for Proposal - Request for written proposal exceeding $25,000 is mailed to potential vendors, advertised in the public notice section of the local newspaper, and posted on Purchasing's website Current Bidding Opportunities. Request for Proposal must be received in the City Clerk’s office by the stated closing date and time. Fax copies are not considered. Award of Request for Proposals: Up to $125,000, by City staff; more than $125,000, by City Council.

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QUOTATION AND BID RESULT INFORMATION

Vendors are invited to call our Quotation Result Line at 530-225-4500, ext. 178 after 4:00 p.m. on the date of quote opening. The announcement is updated daily, noting the Quotation Number and the apparent low bid received for that particular quote. The announcement does not constitute an award. Quotes will be reviewed and evaluated for compliance with the specifications before recommendation for award.

Bid results may be obtained by phoning our office at 530-225-4138 or by E-mail to the Purchasing Contact for that particular bid:

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VENDOR REGISTRATION APPLICATION

Vendors may complete a Vendor Registration Application, available on-line, in the Purchasing Office, or by calling our office. Completion of the Vendor Registration Application does not guarantee participation in all bids or quotations for your commodity code(s). Due to the volume of applications received, inclusion of the vendor information in our database is at the City's option. Vendors are asked to check the City's website Current Bidding Opportunities for a list of solicitations.

Vendors may be required to obtain a City of Redding Business License. Contact the City Clerk’s office at 530-225-4056 for further details. Vendors providing services to the City may be required to provide insurance certificates to the Risk Manager prior to our initiating a purchase order. Contact the Risk Management Division at RiskCerts@ci.redding.ca.us for further details.

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SUBSTITUTE IRS FORM W-9

Due to new legal requirements issued by the State of California Employment Development Department, it is mandatory for the City to obtain the Taxpayer Identification Number and the Name as filed with the IRS prior to the issuance of a purchase order, signing of a contract, or issuing a check to a vendor that has not already supplied this information. Substitute IRS Form W-9 forms are available on-line in PDF format. Adobe Acrobat Reader Software must be loaded on your computer to print the document on-line. The "Adobe Acrobat Reader" may be obtained free of charge by visiting Adobe's Free Acrobat Reader Software web site. Please print out the Substitute IRS Form W-9, complete it, (including a signature), and fax to the Purchasing Division at 530-225-4434.

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LOCAL PREFERENCE

The City of Redding provides a local purchasing preference on all qualifying purchases to allow the lowest local bidder which submits a bid within five percent of the lowest bid, the ability to match the lowest bid, if such bid is submitted from a non-Redding bidder. To qualify for this preference the purchase (or portion of purchase) must be subject to sales tax collection. Also the purchase order or contract must be issued to a business holding a current and valid City of Redding business license and said business must be located in Redding.

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BUYER/SELLER RELATIONS

The promotion of good vendor relations is an important function of the Purchasing Division. Please note the following:
  • The Buyers are available by appointment:

    Mari Szynal, Buyer, Phone 530-225-4138 or E-Mail mszynal@ci.redding.ca.us

    Amber Edenburn, Buyer, Phone 530-225-4135 or E-Mail aedenburn@ci.redding.ca.us.

  • All Department’s requests for prices are to be made through Purchasing, unless request is for budgetary purposes only.

  • City employees outside of the Purchasing Division cannot commit the City to purchase any item unless it is under $2,500 and is on a Blanket Purchase Order, or by Credit Card.

  • Vendors may devote considerable time and effort in presenting a product or service to the City. However, it should be noted that an award shall be made to the lowest responsible bidder based on a competitive process.

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SALE OF SURPLUS MATERIALS

The Purchasing Division is responsible for the disposal of City surplus equipment, material, and supplies. See our [On-line Auction] for current auctions. The Purchasing Division does not coordinate the sale of asset forfeiture.

The Purchasing Division Web page is produced and maintained by staff from the City of Redding, California.  For more information, E-mail us at bpeer@ci.redding.ca.us.