The Purchasing Division maintains bidder lists for various classes of commodities and services procured by the City. The Buyer will, prior to soliciting offers, review this database. However, being listed in the database does not guarantee every potential bidder will receive a solicitation nor limit bidders to those listed. The number of potential bidders sometimes prohibits the mailing of solicitations or telephoning every vendor listed under a particular commodity or service. While the City makes every attempt to notify all potential bidders who may wish to participate in the process, it is the responsibility of the vendor to secure the proper bid package(s) and remain aware of purchasing and contracting opportunities.

Vendors interested in doing business with the City and wishing to be placed on the bidders list are encouraged to complete a Vendor Registration Form. This form may be obtained by contacting the Purchasing Division at (909) 395-2012 or by downloading it from the City’s website at www.ci.ontario.ca.us and at the home page selecting Current Bids & Proposals. The completed form may be faxed to (909) 395-2385 or mailed addressed as follows:

Purchasing Division

City of Ontario

303 E. “B” Street

Ontario, CA 91764

The Inland Valley Daily Bulletin (Bulletin) is our legal newspaper of record for all routinely advertised solicitations. Projects defined as “Public Work” by the State of California Public Contract Code will be advertised twice in the Bulletin in accordance with the Code and may, depending on estimated dollar value of the project, also be listed with the following trade journals:

Construction Market Data Plan Room

2625 Manhattan Beach Blvd.

Redondo Beach, CA 90278

F. W. Dodge Company

1333 S. Mayflower Avenue, Suite 300

Monrovia, CA 91016-066

Southern California Builders Association

2530 W. Whittier Blvd., Suite 5

La Habra, CA 90631

The City may also place an advertisement in the Bulletin for non-public works related projects when the expected dollar value exceeds $25,000 (formal).

All formal solicitations conducted by the Purchasing Division are posted on-line at the City’s website cited earlier in this brochure and on the bulletin board outside of City Hall. Bid documents are viewable and printable from this site.

Telephone Quotations

In the case of informal (less than $25,000) procurements, Purchasing or the requesting department will solicit quotes by telephone, fax or mail. When a vendor is contacted for a telephone quote, the City is seeking a firm price FOB our address, delivery date and discount terms.

Formal Solicitations

Formal solicitations constitute those solicitations requesting proposals (negotiable) or inviting competitive bids (firm fixed price or rates) for projects estimated at $25,000 or more. When a Request for Proposal is issued award is based on evaluation of factors such as qualifications of the firm and personnel, technical approach to the project, as well as pricing. On the other hand, when a Notice Inviting Bids is used award is based on the lowest responsive, responsible bidder.

However, “Public Projects,” as defined by Public Contract Code Section 20160 et seq., are contracted for and let to the lowest responsible bidder after notice when the expenditure required exceeds five thousand dollars ($5,000).

Sole Source

Parts or services that may only be obtained from a single source are purchased directly without competitive bids. However, firm prices, delivery and discounts are requested prior to the order. Sole source procurements must be justified and verifiable.

General Information

Please read all bid packages carefully. Be sure you can comply with all requirements before you respond. If you have any questions, contact the City representative named in the solicitation.

Be sure your offer arrives on time. All bid packages identify the date and time the offer is due to the City Clerk of the City of Ontario and will be date and time stamped upon receipt. Do not depend on last minute delivery by the U.S. Postal Service or a courier service. The City will not accept a late bid and the bidder is solely responsible for timely delivery.

When appropriate, the City will conduct pre-bid and pre-proposal conferences and job walks and may require mandatory attendance by potential bidders. Specific elements of the solicitation and project will be explained at these meetings and attendees will have the opportunity to ask questions. It is helpful for potential bidders to review the bid package prior to attending.

The City’s Records Management office conducts bid openings for formal solicitations on the date and time shown in the Notice Inviting Bids. No decisions of award or rejection are made at this time nor are any discussions permitted regarding the bids.

After the bid opening, bidders may contact the Purchasing Division to request a bid tabulation.

Formal bids are awarded by the City Council to the lowest responsive, responsible bidder. Formal proposals are awarded by the City Council based on staff recommendation as to the vendor whose offer is most advantageous to the City based on the evaluation criteria.

The City of Ontario Municipal Code provides to vendors located within the City limits a 1% discount off their bid price for bid evaluation purposes as a result of the ultimate receipt by the city of a proportionate amount of the sales tax.

A purchase order is required for all purchases except in those limited situations where a credit card may be used. Vendors are not to provide goods or services without first obtaining a purchase order number. A purchase order is required for services even though an agreement may exist.

The purchase order number must appear on all packages, packing slips and invoices.

If an emergency occurs after normal City Hall business hours, the vendor should insist on obtaining a purchase order number on the next work day.

Depending on the commodity or service sought, successful bidders may be required to furnish any or all of the following:

(Special requirements are outlined in the bid package. Be prepared to provide proof of insurance coverage with the City of Ontario named as additionally insured.)

All invoices must be sent to:

City Hall

303 E. “B” Street

Ontario, CA 91764

Attention: Accounts Payable

Submitting the invoice anywhere else may delay payment. Invoices must reflect (1) the City purchase order number; (2) a complete description of goods or services furnished; (3) quantity; (4) unit prices and extension; (5) applicable taxes; (6) discount terms; (7) name of receiving department.

The end-using department inspects all products and services received. Payment will be made after the receiving department acknowledges acceptance.

City employees are prohibited from accepting money, premiums, incentives or anything of value from any vendor or potential vendor of goods or services to the City. Business lunches of reasonable value are permitted on a limited, reciprocating basis. Please assist us in adhering to this policy.

ETHICS POLICY STATEMENT

It is of the highest importance that the people of the City of Ontario have complete confidence in the integrity of their public servants. This need is especially critical in the procurement of goods and services for the City's operational requirements. All City employees are required to exemplify high standards of integrity in their individual conduct and are responsible to ensure that they conduct procurement activity consistent with City policy and procedures and applicable federal, state, and local laws and regulations.