Let’s Do Business!
A GUIDE FOR SUPPLIERS WANTING TO
DO BUSINESS WITH THE CITY OF POMONA
WELCOME TO THE PURCHASING DIVISION vendor will be notified every time a quotation or
Thank you for your interest in doing business with the bid for that particular commodity or service is
City of Pomona! We hope this guide will benefit you needed. Staff may also contact firms that are not
as a new or present supplier. Our aim is to help you on the list of suppliers. Failure to respond to three
in your sales effort and to promote a climate of (3) invitations to bid or quote may result in the
good business relationships with the City of removal of your firm’s name from the list.
Pomona. This Vendor Guide will outline the City’s
purchasing policies and procedures. We want to LOCAL BUSINESS CONSIDERATION
make this experience as easy as possible for you, so The City is vitally interested in promoting local
please contact us with your questions. businesses. We see local businesses as an
important part of a competitive bid process which
PURPOSE deserves our encouragement and help. The City
The purpose of this guide is to explain how a vendor takes positive steps to maximize the utilization of
may participate in the process to gain the City’s local business enterprises in purchasing and
business. The City is always interested in securing contract activity by providing information about
responsible vendors who can meet its supply needs the City’s procurement process and procedures
promptly, economically, and in the desired quality and by engaging in targeted out-reach efforts. To
and quantities. this end, vendors located within Pomona city limits
are given a 1% pricing allowance when calculating
ORGANIZATION the lowest responsive bid on taxable items due to
Procurement services for all City departments are the ultimate receipt by the City of a proportionate
centralized in the Purchasing Division of the Finance return of sales tax.
Department within the City of Pomona.
SALES CALLS AND CONTACTS It is the City’s policy to advertise public works
The Purchasing Division is located in the basement projects exceeding $125,000 on the City’s website,
of City Hall, 505 S Garey Ave, Pomona. Office hours as well as the following trade publications: 1) Bid
are 7:30 a.m. to 5:30 p.m., Monday through America; 2) McGraw Hill Dodge; and 3) Reed
Thursday. To ensure you receive adequate Construction Data. Bid notifications for Public works
attention, we recommend that you make an projects between $30,000 and $125,000 are sent to
appointment before coming to the Purchasing vendors on the qualified contractor’s list.
Division. Routine “courtesy” visits are permitted, but
are not encouraged as they can disrupt the daily BUSINESS LICENSE REQUIREMENTS
work flow of our limited staff. A Pomona Business License is required of any
person who transacts or carries on any business,
ETHICS POLICY trade, profession, calling or occupation in the City
Our Purchasing staff adheres to the Standards of of Pomona. A license is required even if the primary
Purchasing Practice of the California Association of location is outside of Pomona boundaries but
Public Purchasing Officers (CAPPO) to ensure that business will be conducted within. Please contact
suppliers are treated fairly and the City's interests the Revenue Division at (909) 620-2343 for more
are protected. information.
BIDDER’S LIST WHAT WE BUY
A list of interested and responsible vendors is The Purchasing Division of the City of Pomona buys a
maintained by the Purchasing Division. Vendors wide variety of materials and services necessary to
who are on this ‘Bidders List’ have a greater make Pomona a quality community in which to live,
assurance of being notified of the City's needs. To work, and play. City departments and programs we
be placed on our bidders list you may obtain a make purchases for include the Police, Public Works,
vendor application by downloading the form Library, Community Services, and Community
directly from the City of Pomona website at Development departments as well as all
www.ci.pomona.ca.us or by contacting our office. administrative and internal service departments.
Because of the large number of suppliers with Our policies and practices are governed by
whom Purchasing staff interacts, submitting a Pomona’s City Charter, City Code, and
vendor application form does not guarantee a administrative policies. We do not procure for the
Pomona Unified School District, or other the bid package prior to attending.
independent governmental agencies.
Please note that in all cases before material can be
HOW WE BUY sold or services provided, a City authorized
The following methods of purchasing are used purchase order must be issued. When an award is
within the City of Pomona: made, the buyer will give the successful bidder a
purchase order number by phone/fax, or the
Purchases over $3,000 - Less than $30,000 (Informal
purchase order may be mailed to the supplier.
Bid) – Purchases that fall within this dollar range
Regardless of how received, the supplier should
require a minimum of three competitive quotations
show the purchase order number on all invoices,
whenever possible and are generally made
correspondence, packages and shipping
through the informal bid process. Purchasing staff
or the requesting department will solicit quotes by
telephone, fax or mail. When a vendor is
USE OF CITY SEAL
contacted for a telephone quote, the City is
Section 2.5 of the Pomona City Code prohibits the
seeking a firm price FOB our address, delivery date
unauthorized use of the City seal for any purpose
and discount terms. Quotations may be submitted
other than for the official business of the city, its
to the Purchasing Division or the requesting City
council, officers or departments. Please do not use
Department via telephone, in person, by mail, or by
the City’s seal in any proposal or presentation.
Purchases over $30,000 (Formal Bid) – For purchases BASIS OF BID AWARD
that fall within this dollar range, formal bids are Our objectives are to purchase materials and
normally solicited, depending on the complexity of supplies in the best interest of the city and the tax-
the materials or services being procured. Formal paying public while maintaining good supplier and
bids or Requests for Proposals are advertised on the community relations. Bids for goods or construction
City’s website under “Current Bids and RFPs” at are awarded on best price while bids for consultant
www.ci.pomona.ca.us. Submitted bids must be services are based on “most qualified”. In general,
sealed and can be submitted in person or by mail awards are made to the lowest and most
by the closing date and time noted on the bid. responsible bidder. In addition to price, the “lowest
Forms may be mailed or hand delivered to the responsible bidder” is determined by the following:
Purchasing Division office located at 505 S. Garey
1. The quality, availability and suitability of the
Ave., Pomona CA 91766. At that time the bids are
supplies, equipment or service to the use
publicly opened, and the pricing is read. We
suggest that bids be submitted well in advance
2. The ability, capacity and skill of the bidder to
and that a vendor does not depend on last minute
perform the service required.
delivery by the U.S. Postal Service or a courier
3. Whether the bidder has the financial resources
service. The City will not accept a late bid and the
and facilities to perform or provide the service
bidder is solely responsible for timely delivery.
within the time specified without delay or
Awards on formal bids are made by the City
4. The character, integrity, reputation, judgment,
experience and efficiency of the bidder.
GENERAL BIDDING COMMENTS
5. The bidder’s record of performance for previous
Please read all bid packages carefully. Be sure you
contracts or services.
can comply with all requirements before you
6. The ability of the bidder to provide future
respond. If you have any questions, contact the
maintenance and service for the use of the
City representative named in the bid solicitation.
equipment or materials to be purchased.
Be sure your offer arrives on time. All bid packages
identify the date and time the offer is due to the
COOPERATIVE OR “PIGGYBACK” AGREEMENTS
Purchasing Manager for general purposes and City
The City may take advantage of cooperative or
Clerk for CIP projects and will be date and time
“piggyback” agreements. Competitive bidding is
stamped upon receipt.
not required for orders covered by these contracts.
If your firm has been awarded a contract with
When appropriate, the City will conduct pre-bid
another government agency, and can offer the
and pre-proposal conferences and job walks and
same pricing to the City, please contact the
may require mandatory attendance by potential
Purchasing Division with information. An example
bidders. Specific elements of the solicitation and
of such an agreement is the California Multiple
project will be explained at these meetings and
Award Schedule (CMAS).
attendees will have the opportunity to ask
questions. It is helpful for potential bidders to review
BID OPENING / RESULTS
The City’s Purchasing Office conducts bid openings Manager. Department personnel may not make
for formal solicitations on the date and time shown changes to the purchase order.
in the Notice Inviting Bids. Capital Improvement
Project bid openings are conducted by the City BID SPLITTING
Clerk Office. No decisions of award or rejection are The City, by City Charter Section 2-970 prohibits the
made at this time nor are any discussions permitted separation or splitting of work or projects to
regarding the bids. Bid results are posted on the circumvent our bidding requirements. A project is
City’s website 1-2 days after the bid opening. defined as work that is of similar nature (e.g.,
Bidders may visit the City’s website to review the painting, roofing, electrical, etc.), is in close
bid tabulation. Negotiated procurements based proximity (e.g., located at City Hall, etc.), and with
upon formal written proposals are confidential and project start dates within two weeks of each other.
are made public upon execution of a signed If you suspect a City staff member is requesting you
contract. Bid awards are a matter of public record. to separate or split work, please contact the
Formal bid award information is available online at: Purchasing Manager.
www.ci.pomona.ca.us. Due to the large volume of
quotations received results cannot be given out by SHIPPING AND RECEIVING
phone. Shipments must be made to the destination and in
accordance with the shipping instructions shown
PURCHASE ORDER – REQUIRED on the Purchase Order. If, for any reason, you are
A purchase order is required for all goods and unable to comply with the shipping instructions
services and is required prior to the shown on the Purchase Order, you should
commencement of work to be performed, or any immediately notify the Purchasing Division. Failure
goods provided to the City, in order for payment to to meet the specified date may cause
be made. If an individual calls you and attempts to cancellation of the order and could reflect
place an order without a City purchase order adversely on your firm's overall performance rating.
number, you are cautioned to request an
authorized purchase order number and obtain the If no packing slip accompanies the shipment, our
name and department of the individual. The count will be the basis for acknowledging the
purchase order number is vital to doing business materials received. If there is more than one
with the City. It is your insurance that you will be package in a shipment, the package that contains
paid. the packing slip should be clearly marked.
Variations from the specifications make a shipment
Exemptions: There may be times during an
subject to rejection. Please make sure all
emergency when an order must be placed after
packages and the packing slip show the City of
hours or on weekends (times when the Purchasing
Pomona Purchase Order number.
Division is normally closed). Be assured that true
emergency purchases at such times without
BILLING AND PAYMENT
purchase order numbers will be approved. Be sure
The City requires invoices for each purchase order
to obtain the individual’s name and department
issued to the vendor. The purchase order number
when the order is placed and a purchase order will
must appear on all invoices, shipping tags, and all
be provided to you the next business day.
correspondence relevant to the order. Payment is
made after receipt of correct invoice and delivery
BLANKET PURCHASE ORDERS AND STANDING PURCHASE ORDERS
and acceptance of material as specified on the
The City encourages consolidation of annual
purchase order. Unless otherwise instructed,
requirements for certain commodities and services.
invoices should be submitted to: City of Pomona,
Blanket Purchase Orders or Open Purchase Orders
Accounts Payable, P.O. Box 660. Pomona, CA
are issued so that supplies or services can be
requested by authorized personnel on an as-
needed basis for certain City requirements. Such
The City typically pays all invoices within thirty (30)
orders achieve economies of scale, cut
days of receipt of invoice and acceptance of
expenditures, and reduce administrative handling
order. However, if the related shipment fails to
costs. These purchase orders require a detailed
meet inspection standards or the order was
scope of services or description of materials to be
shipped/services provided without a Purchase
purchased, along with pricing information.
Order, payment may be delayed until the problem
is resolved. Questions regarding payment of
invoices should be made to Accounts Payable only
The purchase order is the City's contract with the
if you have a purchase order number. Vendors
vendor. Therefore, any change to the contract
with names beginning with A–L should call (909)
must be in writing and authorized by the Purchasing
620-2405 and names beginning with M–Z should call
(909) 620-3622. ETHICS STATEMENT
It is of the highest importance that the people of
All suppliers must submit completed W-9 Forms prior the City of Pomona have complete confidence in
to receiving a Purchase Order. Any change in the the integrity of their public servants. This need is
W-9 information (such as address change) requires especially critical in the procurement of goods and
that a new W-9 form be submitted. Forms should services for the City's operational requirements. All
be sent to Accounts Payable. City employees are required to exemplify high
standards of integrity in their individual conduct
TAXES and are responsible to ensure that they conduct
The City is exempt from federal excise tax, but pays procurement activity consistent with City policy
sales and use taxes when applicable. Certificates and procedures and applicable federal, state, and
of Exemption from Excise Tax may be obtained local laws and regulations.
from the Purchasing Division.
DIRECT CONTACT WITH DEPARTMENTS
INSURANCE Due to the centralized nature of the purchasing
In all instances in which vendor personnel enter City function at the City, supplier representatives should
property to repair, install, service, construct, consult, contact the Purchasing Division, rather than other
etc., the City requires a certificate of insurance staff members, with new product information. All
verifying coverage per City insurance requirements. potential suppliers are strongly encouraged to
Whenever insurance is required on a purchase register their business, as they may then be notified
order, the vendor will be supplied with complete of bidding or proposal opportunities. Suppliers are
requirements for coverage. Please contact the cautioned that only purchasing staff is authorized
City’s Risk Manager at (909) 620-2280 if you need to issue written purchase orders. Failure to follow
further information on insurance requirements. these procedures will result in delayed payments or
the return of material to the suppliers.
Special emphasis shall be placed on the purchase AMERICANS WITH DISABILITIES ACT
of products manufactured with post-consumer In compliance with the American with Disabilities
recycled materials. Fitness and quality being equal, Act, if you or someone in your firm needs special
the City shall purchase recycled products instead assistance to participate in a walk-through or
of non-recycled products whenever available at attend a pre-bid conference, please contact the
no more than the total cost of non-recycled Purchasing Division. Notification 48 hours prior to
products and/or in accordance with California the meeting will enable the City to make
statutes. reasonable arrangements to ensure accessibility to
GIFTS AND GRATUITIES
City employees are prohibited from accepting CONTACT US
money, premiums, incentives or anything of value We will gladly answer any questions on
from any vendor or potential vendor of goods or specifications, bid or award procedures, and
services to the City. The offer of any such gratuity purchasing procedures in general. Please contact
to an official or employee shall be cause for us at (909) 620-2381.
declaring such individual to be an irresponsible
bidder and for preventing vendor from bidding on
any open market purchase or service. Please assist
us in adhering to this City Ordinance.
We hope this guide has helped you better understand our division and its purpose. When
we conduct business with you, it is our desire to have you feel that each transaction has
been satisfactorily concluded in a respectful, fair and professional manner.