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City Department representatives are instructed to refer vendor inquires to Purchasing. In turn, Purchasing suggests that you register your company at http://www.bidsync.com. The best view of the City's procurement of products and services is attained by visiting BidSync to view bid/contract opportunities and to review historic bids that the City has undertaken.
Current and past City of San José bidding opportunities can also be viewed via a BidSync portal on our website under Bid Opportunities
City Departments do not have authority to make purchase commitments, and Departments are instructed to forward all sales calls to Purchasing. Purchasing in turn, suggests that Vendors register on BidSync.
Yes. Whenever feasible, the City prefers to purchase and use products with recycled content and/or products that are recyclable. The City has adopted an “Environmentally Preferable Procurement” (EPP) policy. The goal is to encourage the procurement of products and services that help to minimize the environmental impact resulting from the product’s use and disposal.
These products include, but are not limited to, those that contain recycled content, conserve energy or water, minimize waste or reduce the amount of toxic material used and disposed. Computers and other electronics are a growing focus of environmentally preferable purchasing activities due to their high prominence in the waste stream, their numerous hazardous chemical constituents, and their significant energy use. Moreover, when these products are improperly disposed of they can release hazardous substances that pollute the environment.
Please refer to the Policy at http://www.sanjoseca.gov/DocumentCenter/View/3862 to learn more.
For more information about the City of San José’s environmentally preferable procurement Programs, please visit: http://www.sanjoseca.gov/index.aspx?nid=1774
Title 4.12 of the City’s Municipal Code provides extensive information on the laws governing the Procurement of Goods and Services. Our online portal also provides a fast and easy to use Search function for specific information.
The City’s Council Policy Manual also addresses procurement related topics. Council Policy # 0-29, Public Private Competition outlines the goals and guiding principles for the public-private competition process and guidelines for conducting a competition process.
Council Policy # 0-35, Procurement and Contract Process Integrity and Conflict of Interest defines and details the processes followed to provide a fair opportunity to participants in competitive processes and awards of City contracts. Other Council Policies can be viewed online at: http://www.sanjoseca.gov/index.aspx?NID=444.
Additionally, the City Administrative Policy Manual lists 13 policies related to purchasing products and services. These policies can be viewed on our website at: http://www.sanjoseca.gov/index.aspx?nid=3843#pp
The payment process in the City is decentralized. Please contact the Billing/Accounts Payable person of the department you are providing the product or service to expedite late invoice payments. Always indicate purchase order/contract number on all invoices, shipping tags, and other correspondence relevant to the order/deliverable.
Contact information can be found on each purchase order or contract. Follow the invoicing requirements on your purchase order or contract for submission of complete, accurate, and timely invoices.
The City issues payment approximately thirty (30) days after acceptance of the merchandise/service and, receipt of the complete and accurate original invoice, whichever is later.
The City does not pay late charges.
The City’s standard payment terms are Net 30 from receipt date of a correct and proper invoice. Invoice must contain the purchase order number, product/service description, quantity received, unit price and extended price.
The City shall make best efforts to ensure timely payments. In the event invoices become overdue, the City shall promptly notify vendor of the nature of the delay and both parties shall make reasonable effort to reconcile and resolve the source of the delay concerning the payment in question. The liability of the City at any time shall be limited to the amount remaining under this agreement.