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3. Definitions <br /> 3 1 Administrative Guidelines The City Council directs the City Manager or his/her <br /> designee to implement administrative and routing procedures with respect to the <br /> processing of purchase orders and invoices See the Pleasanton Progress Intranet or the <br /> Finance Department for details <br /> 3 2. Competitive Bidding Process A formal process through which the City solicits <br /> potential vendors or contractors for large purchases of general goods and services <br /> Under a competitive bidding process, the Request for Bids (RFB)must be issued to <br /> qualified vendors and the general public (on the City's website) Bids must be <br /> submitted to the City Clerk's Office by a predetermined time and date as outlined in the <br /> bidding notice <br /> 3 3 Competitive Selection Process A process through which the City solicits interest in <br /> professional services contracts, either formally or informally, through a Request for <br /> Proposal (RFP) or Request for Qualifications (RFQ) The selection criteria is primarily <br /> based on project requirements and vendor qualifications after an interview process <br /> 3 4 Cooperative Purchasing Agreement (CPA) When in place,purchases may be made <br /> without a City competitive bidding process A CPA must be submitted with any City <br /> Purchase Order or contract Information submitted from a vendor simply indicating that <br /> it was the low bidder during a recent competitive bidding process with another agency <br /> may not be used in place of a fully cooperative purchasing agreement as noted below <br /> A CPA can be <br /> 3 4 1 A purchasing agreement signed by another agency indicating the vendor will <br /> provide low-bid pricing to other governmental agencies To be considered, the <br /> CPA must be with a City, County, State, special district, or school district in <br /> California, and must be associated with a competitive bidding process that <br /> occurred within the last twelve months <br /> 3 4 2 A cooperative purchasing program through the State of California(see <br /> California Multiple Award Scheduled(CMAS)through the State's Department <br /> of General Services) <br /> 3.4 3. A cooperative purchasing program available to member agencies such as the <br /> League of California Cities' U S Communities Government Purchasing <br /> Alliance <br /> 3 5 Direct Payment Claim Form Used to request payment for goods and services for <br /> reimbursement or advances for authonzed purchases included in the City budget, <br /> subscriptions or membership dues, refunds to consumers, or purchases when payment <br /> Purchasing Procedure and Manual 10-4-16 1 <br />