Purchasing
WELCOME TO RIALTO- We are pleased to see all vendors interested in selling products or services to the City of Rialto. We strive to maintain an open, competitive and friendly atmosphere to create a mutually beneficial relationship with all vendors. The purpose of this section is to acquaint vendors with the purchasing policies, procedures, and bidding regulations of the City of Rialto.
INTERVIEWS AND HOURS- Vendors are assured of a prompt and courteous reception from our buyers; however, we ask that interviews (presentations) be limited to 20 minutes. If more time is needed, please arrange for an appointment.
PURCHASING POLICY- The Government Code of the State of California and the Rialto Municipal Code, Section 2.48, make it mandatory that every purchase involving public funds be governed by adopted policies, procedures, and bidding regulations. "Purchasing of supplies, service and equipment SHALL be made only by a City purchase order." An exception to this rule is the use of petty cash on supplies under $50.00. Additions to purchase orders are not permitted without consent of the Purchasing Manager.
DOING BUSINESS WITH THE CITY OF RIALTO- A purchase order is the only authorization for a vendor to deliver supplies, equipment, or provide service to any agency of the City of Rialto. Please insist on compliance regardless of any statement made by an employee. Purchases of sundry items are made as a result of verbal and written quotations, in person, by telephone, or public notice. The award is usually to the "lowest responsible bidder." All initial contacts of the City from vendor's representatives shall be made through the Purchasing Division. Using departments may request from the Purchasing division the service of vendor's technical and general information. But all discussions regarding prices and bidding are conducted in the Purchasing Office. This procedure is beneficial to both parties for timesaving purposes while eliminating unnecessary confusion. Many supplies and services that are in constant demand by the various departments of the City government are contracted for on an annual basis. Vendors are invited to bid, whether or not their names are on approved bidder lists. Award to the successful bidder is made by issuing a purchase order, the number of which will thereafter be on each delivery ticket, invoice, and on any other pertinent data. Orders must be shipped F.O.B. destination unless otherwise specified on the purchase order. It is important that orders are promptly delivered according to the promised delivery dates.
QUOTING OR BIDDING- The term "Quote" is used for all transactions. The term "Bid" is used for all transactions of a more formal nature. Each has the same meaning and are often used interchangeably. All buying activity for the City of Rialto is the responsibility of the Purchasing Division as authorized by City code and administrative direction.
AWARDS- Formal bids are opened publicly at a specified time and place. Bidders are responsible to deliver sealed bids to the Purchasing Office prior to the time for opening bids as stated on the invitation to bid. Failure of a vendor to return a formal bid at the time requested will be treated as a late bid and will not be opened. Formal bids are awarded by the City Council to the lowest responsible bidder. After City Council approval, all bid awards are ordered by issuing a "purchase order." A City purchase order is the vendor's authorization to deliver and charge for the material, equipment, or service described thereon in accordance with the terms and the conditions stated on the purchase order. Informal quote prices are confidential until the quotation is awarded. Once the award is made, the transaction and the basis for award is available for inspection by any citizen of the State during regular office hours. After the bid opening, bidders may call the Purchasing Office concerning the status of award.
BID LISTS- Bid lists are maintained by the Purchasing Division and consist of many commodity classes. Vendors desiring to be added to any bid list must fill out a City of Rialto Bid List Application form and submit it to the Purchasing Office. A vendor may send a letter of request along with the application form stating the items for which they are interested in bidding competitively. Vendor representatives are welcome to leave such lists any time they visit the Purchasing Office.
REJECTION OF BIDS- The City reserves the right, as the interest of the City requires, to reject any or all bids, to waive any informality in bids received, to reject any unapproved alternate bid and reserves the right to reject the bid of any bidder who has previously failed to perform competently in any prior business relationship with the City. The rejection of any or all bids shall not render the City liable for cost or damages.
STATUS FOR OPEN ORDERS- Before visiting the Purchasing Division, please review the status of our open purchase orders and quotations with your company, especially those that are past due.
VENDOR PERFORMANCE- As a matter of good purchasing practice, vendors are periodically evaluated on a basis of actual performance compared to promised delivery dates; ability to meet rush requirements; unauthorized partial shipments; number of rejects due to poor quality; and adherence to purchase order prices. Subsequent buying decisions are influenced by this evaluation. Unsatisfactory vendor ratings may result in removal from our approved bid lists.
PROPRIETARY PURCHASES- Parts that are Proprietary to one make or model of equipment or that may be obtained only from one source are purchased directly, without competitive bids. However, firm prices, delivery, and discount are requested prior to ordering.
EMERGENCY PURCHASE ORDERS- A purchase order must be issued for all emergency purchases in accordance with City code and procedures. If an emergency occurs after normal City business hours, the vendor should insist on obtaining a purchase order number on the next work day.
GIFTS AND REBATE POLICY- City employees are expressly prohibited from accepting or soliciting money, premiums, or other incentives from vendors. Vendor incentives should be expressed in terms of quality, service, and pricing of quotations. Please assist us in this policy.
SALE OF CITY PROPERTY AND SURPLUS MATERIALS- The Purchasing Manager is responsible for the sale of City personal property and surplus materials in accordance with City code and procedures. Disposal of surplus property may be done periodically by holding a public auction, by soliciting sealed bids or otherwise abiding by Rialto Municipal Code.