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3.4.1. A purchasing agreement signed by another agency indicating the vendor will provide low-bid pricing to other governmental agencies. To be considered, the CPA must be with a City, County, State, special district, or school district in California, and must be associated with a competitive bidding process that occurred within the last twelve months. 3.4.2. A cooperative purchasing program through the State of California(see California Multiple Award Scheduled (CMAS)through the State's Department of General Services). 3.4.3. A cooperative purchasing program available to member agencies such as the League of California Cities' U.S. Communities Government Purchasing Alliance. 3.5. Direct Payment Claim Form: Used to request payment for goods and services for reimbursement or advances for authorized purchases included in the City budget, subscriptions or membership dues, refunds to consumers, or purchases when payment must accompany an order. There is no limit on the dollar amount of a Direct Payment Claim Form; however, if the purchase is more than $10,000, it must be approved by the City Manager. 3.6. Formal Bidding: A process through which the City solicits interest for public works projects over$175,000 in value. In the formal bidding process, the City's bidding notice must be issued in a newspaper of general circulation at least fifteen(15) calendar days prior to the date of opening the bids. The notice must also be sent to all appropriate construction trade journals. Bids must be submitted to the City Clerk's Office by a predetermined time and date as outlined in the bidding notice. This process is governed by the California Public Contracts Code §22037. 3.7. Informal Bidding: A process through which the City solicits interest for public works projects over$45,000 and up to $175,000 in value. In the informal bidding process,the City's bidding notice must either(a) be sent to a maintained list of qualified contractors, identified according to categories of work; or(b) be sent to all appropriate construction trade journals. The notice must be sent at least ten (10) calendar days prior to the date of opening the bids. Bids must be submitted to the City Clerk's Office by a predetermined date and time as outlined in the bidding notice. This process is governed by the California Public Contracts Code §22034. 3.8. Informal Proposal: A written(physically or electronically) statement detailing a potential service provider's plan for the provision of a given service. DRAFT Purchasing Procedures and Manual' 11 15 16 4