The purpose of this guide is to help potential vendors understand National City’s purchasing practices and to answer general questions about doing business with the City. The City purchases a wide variety of materials, equipment and services using a centralized purchasing division managed by the Purchasing Agent. City purchasing policies comply with all City, State, and Federal regulations.
Please click on the link below for the information
AVAILABILITY OF FUNDS
The City’s fiscal year runs from July 1st through June 30th. Budgets are set to correspond with the fiscal year. The City enters a quote/bid process believing that funds are available for the purchase. However, depending on cost and budget availability at the time, the City may or may not make an award. The City’s obligation for payment of any contract beyond the current fiscal year is contingent upon the availability of funding from which payment can be made.
The process for awarding a contract for a ‘public’ project is defined by the California Public Contract code, and not by the City’s Purchasing Ordinance. Specifications and bidding procedures for major construction and improvements of public buildings, streets, drains, sewers, utilities, parks or playgrounds are the responsibility of the Engineering Department
1243 National City Blvd.National City, CA 91950
2100 Hoover AvenueNational City, CA 91950
Unless instructed otherwise on the Purchase Order, all deliveries should be made to the Purchasing Warehouse, at 2100 Hoover Avenue, National City, CA 91950. Whenever possible, please provide lift-gate trucks, if needed, since a fork lift is not always available at the delivery location. Deliveries are accepted Monday through Thursday only, due to our work hours. See ‘Hours of Operation’ link above.
ETHICS and STANDARDS OF PRACTICE
Purchasing Department employees subscribe to these ‘Standards of Purchasing Practice’ as outlined by the California Association for Public Purchasing Professionals (CAPPO):
GIFTS and GRATUITIES
The City maintains a strict policy prohibiting its employees from accepting gifts and/or gratuities from any supplier or potential supplier. We greatly appreciate your consideration with this policy.
HOURS OF OPERATION
Most City departments operate on a 4/10 work schedule. Our hours are: Monday-Thursday: 7:00am-6:00pm. City offices (except Public Safety) are closed on Fridays.
Vendors performing work on City property must sign the City’s Agreement and provide proof of insurance. The amount and type of insurance may vary depending on the project. An example of insurance requirements may be:
Purchase Order numbers must appear on all invoices, packing slips and all other correspondence relevant to the order. The City’s standard payment terms are Net 30, however we will take advantage of early payment discounts of no less than Net 20, when offered. Payments will be released after delivery and acceptance of an order, and receipt of an original invoice. Invoices should be sent to the Finance Department, Attention: Accounts Payable.
A National City Business License is required for all vendors doing business with the City of National City. For more information, contact our Business License division. A copy of your Contractor’s License must be submitted for all services performed on City property.
LOCAL and UNDER-REPRESENTED BUSINESSES
LOCAL BUSINESSESThe City is committed to providing maximum opportunities for local National City businesses. For more information, see Tax Incentives for Local Vendors, and Bid Opportunities .
UNDER-REPRESENTED BUSINESSESWe encourage all under-represented businesses to participate in the purchasing process.
Purchasing Division employees are members of the California Association of Public Purchasing Officers (CAPPO). As such, we regard public service as a sacred trust. We give primary consideration to the best interests of the City of National City. Our goal is to obtain the best value for the City, and attain the maximum value for each tax dollar, while meeting the needs of City departments and giving all qualified vendors an equal opportunity. We conduct ourselves with professionalism, fairness and dignity; and demand truth and honesty in all business transactions. We support a respectful, open and fair competitive process.
PURCHASE ORDERS: REQUIRED
A purchase order (or a PO number) is required at the time of order placement. Vendors should not accept or ship an order, or perform work for the City without a PO number.
Except for emergencies, or other exemptions outlined in the City Ordinance, purchases are not authorized unless the City’s Purchasing Department has issued a Purchase Order number. Purchases made without a PO number, are ‘unauthorized’, void and not considered an obligation of the City. Invoices without a valid PO number may be returned to the vendor unpaid. The City is not responsible for any unauthorized purchase, or any purchase that does not comply with the City’s purchasing policies and procedures.
PURCHASE ORDER TERMS and CONDITIONS (PDF)
Whenever vendors perform work on City property, it is necessary to ensure that they have sufficient insurance coverage in case of accident, injury or damage to City property. The City’s Agreement is the document we use to contract for services. Also see the link for ‘Insurance’ requirements above.
SHIPPING TERMS and CHARGES
The City prefers to have all orders shipped ‘FOB Destination’, and to take possession of the shipment at our delivery dock (not the point of origin), with no shipping charges billed to the City. If shipping costs must be charged separately, they must be itemized on all quotes and invoices. Failure to specify shipping charges may make them null and void.
The City is exempt from paying Federal Excise Tax, but does pay State Sales Tax. Use Tax is paid directly to out-of-state vendors, if the vendor is licensed to collect. State Sales Tax appears on City purchase orders, but Use Tax does not.
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City Hall, 1243 National City Blvd, National City, California 91950 | Phone: (619) 336-4241 Fax: (619) 336-4239