09 - Laserfiche WebLink

2.5. Departments must make every attempt to ensure open and competitive purchases. 2.6. Splitting purchases for the purpose of evading the procedures outlined in this document is strictly prohibited. 2.7. The receipt of any monetary or non -monetary gifts, gratuities, promotional items, rebates, or kickbacks of any value from a prospective or actual contractor or vendor to a City employee is prohibited. 3. Definitions 3.1. Administrative Guidelines: The City Council directs the City Manager or his/her designee to implement administrative and routing procedures with respect to the processing of purchase orders and invoices. See the Pleasanton Progress Intranet or the Finance Department for details. 3.2. Competitive Bidding Process: A formal process through which the City solicits potential vendors or contractors for large purchases of general goods and services. Under a competitive bidding process, the Request for Bids (RFB) must be issued to qualified vendors and the general public (on the City's website). Bids must be submitted to the City Clerk's Office by a predetermined time and datel as outlined in the bidding notice. 3.3. Competitive Selection Process: A process through which the City solicits interest in professional services contracts, either formally or informally, through a Request for Proposal (RFP) or Request for Qualifications (RFQ). The selection criteria is primarily based on project requirements and vendor qualifications after an interview process. 3.4. Cooperative Purchasing Agreement (CPA): Cooperative purchasing allows the City to buy goods or services based on a competitively bid contract done by another public agency, when that other agency and the vendor(s) agreed in advance to a cooperative process. When a CPA is in place, purchases may be made without a City competitive bidding process. A CPA must be submitted with any City Purchase Order or contract. Information submitted from a vendor simply indicating that it was the low bidder during a recent competitive bidding process with another agency may not be used in place of a fully cooperative purchasing agreement as noted below. A CPA can be: 1 Practical Tip: Have bids due at 2 p.m. (well before the end of the business day) and not on a Friday. DRAFT Purchasing Procedures and ManuaU 11 15 16 3