Finance Department

Purchasing Division

Purchasing

The Purchasing Division is committed to provide prompt and effective procurement services which meet the needs of City departments, in accordance with the spirit and requirements of the City Charter and Municipal Code while affording equal access to all entities seeking to do business with the City of Fresno.

The division strives to be valued and recognized as a provider of timely, high quality, low-cost procurement services to City departments to enable optimum efficiency and cost accountability.

Key Services

Purchasing provides the following services:

  • Conducts various competitive bidding processes to obtain best pricing for the City. Processes vary with the estimated dollar amount of the procurement/project from same-day purchases to a three-month process for a large and complex construction project, such as the Surface Water Treatment Plant.
  • Submits all procurement/projects over $133,000 (current formal bid threshold) and all Requests for Proposals for services over $50,000 to the City Council for award.
  • If needed, coordinates appeals hearings and represents the City.
  • Offers online purchasing management system that allows vendors from all over the country to register online, to receive automated e-mail notices, to receive City solicitations for services and commodities, and to submit bids online.
  • Provides Divisions with use of a Cal Card (Visa Card), the City’s office purchase card, to make small dollar purchases of materials, parts and supplies for their immediate needs up to $5,000 per transaction.
  • Advises customers on best and fastest procurement methods, lay-out and content of formal bid specifications and, if requested, provides on-site services to advise customers on a regular basis on procurement issues
  • Partners with customers in the development and refinement of complex Requests for Proposals.
  • Provides a handbook with procedures and maintains standardized bidding documents for use by customers.
  • Facilitates problem solving between clients and vendors/contractors (excluding public works projects) during contract administration;
  • Administers citywide contracts, such as stationery and uniforms.
  • Arranges for auctions or individual sales to dispose of surplus.

Statement of Qualifications

Bidders who desire to participate in the formal bidding process with the City of Fresno for public works projects must provide a valid Statement of Qualifications to include Schedules A-1 and A-2.

This can be accomplished in one of two ways:

1) Have original on file with the Office of the Purchasing Manager of the City of Fresno or;

2) Submit original with the Bid Proposal.

The Statement must be filed annually and Statements that are older than one year are no longer valid.

Download Statement of Qualifications

Disadvantaged Business Enterprise (DBE)

The federal DBE Program is an integral part of the procurement process for federally funded projects. It is an outreach program to Disadvantaged Business Enterprises (DBEs) which is a prerequisite for receiving federal funds, particularly from the U.S. Department of Transportation. In FY 08, the City anticipates receiving approximately $30 million in federal funds from that agency. The program is carried out by a staff of two.

The DBE Program:

  • Certifies Disadvantaged Business Enterprises
  • Administers the race-neutral DBE program for projects funded by the U.S. Department of Transportation.
  • Assists DBEs during the bidding process.
  • Monitors DBE participation in Federal funded projects.
  • Holds at least one seminar per year for DBEs and/or prime contractors.
  • Provides general outreach to the community through participation in local associations, organizations, including ethnic chambers of commerce, and groups interested in small business development.

DISADVANTAGED BUSINESS ENTERPRISE (DBE)
AIRPORT CONCESSION DISADVANTAGED BUSINESS ENTERPRISE (ACDBE)
SMALL BUSINESS ENTERPRISE (SBE)

The City of Fresno is a recipient of Federal Highway Administration (FHWA), Federal Aviation Administration (FAA) and Federal Transit Administration (FTA) funds and as a condition of receiving these funds, the City has implemented the US Department of Transportation (DOT) DBE and ACDBE Programs based on 49 CFR, Part 23 and 26 requirements. It is the policy of the City of Fresno to strongly encourage DBE’s, ACDBE’s and SBE’s to participate in the City of Fresno’s airport concession and DOT assisted contracting opportunities.

FAQs

Does the ordinance affect the public’s ability to talk to the Mayor or Council Members (Elected Officials)?
Communications between Elected Officials and the public are not affected.

What communications between a Proposer and an Elected Official are regulated?
A communication is essentially any contact between a Proposer and an Elected Official relating to the pending procurement. If the communication is not exempt or permissible under the Ordinance, it should not take place. Proposer communications unrelated to a pending procurement are permissible.

What is a “Competitive procurement process?”
A competitive procurement process includes a request for proposals (RFP), request for qualifications (RFQ), and competitive bidding, finally acted on by Council. The process begins on issuance of official notice of announcement of competitive bidding, RFP’s or RFQ’s, and ends when Council finally awards a contract, or rejects all bids or offers. (See links to “Current Bids” and “Bids Opened” listed below to see which projects are currently subject to the ordinance).

Who is a “Proposer?”
A Proposer is one who submits a proposal, bid, or statement of qualifications for which the Council is the final decision making body.

What happens if a Proposer impermissibly communicates with an Elected Official?
Communications between a Proposer and Elected Officials during the procurement process must be disclosed in writing to the Purchasing Agent and City Clerk within 24 hours or the next business day, or be: a. A statement made in Regular or Special Council meetings. b. Simultaneously delivered to all elected officials and the Purchasing Agent. c. Routed through the Purchasing Agent for inclusion in the record. The City may also impose sanctions in certain cases.

If sanctions are imposed, what are the sanctions and who can be sanctioned?
Sanctions can include disqualification, finding of non-responsibility, or setting aside an awarded contract. Only a Proposer in violation of the ordinance is subject to sanctions.