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Doing business with the City of Napa PDF Print Email

 

The City of Napa purchases a wide variety of merchandise and services through a centralized purchasing system. Our goal is to assist you in your marketing efforts and promote partnerships with the City of Napa. In order to ensure an adequate amount of time to introduce your firm and/or product, we ask that you make an appointment before visiting the Purchasing Office. If the information here does not answer all your questions, please contact the Finance Department at This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

Purchasing Services Division
PO Box 660
955 School Street.
Napa, CA 94559
Phone: 707-257-9510
Fax: 707-257-9251
Business Hours:
8:30 AM - 12:00 PM
1:00 PM - 4:00 PM

Authorized Purchases
A purchase order issued by the Purchasing Services Division is the authorization for a vendor to accept an order and deliver the requested goods and/or services. Vendors providing sales or services to the City should ensure they are issued an approved purchase order beforeproceeding to meet the requested needs. Responding to such requests without an authorized purchase order is done at the vendor’s own risk. Purchase Order Terms and Conditions.

It is City policy to pursue the “best” competitive price, which includes consideration of delivery and quality. Make your sale investment wisely.  Sometimes a seller will expend considerable time and money in presenting his product to the City. If you do this, remember that the purchase is generally made through a competitive process and what you spend for expensive designs, demonstrations, layouts, etc., does not guarantee a sale. The help you give the City in developing a purchase request, although sincerely appreciated, cannot be considered when the final purchase decision is made.

Procurement Methods
Purchasing uses three basic methods to purchase materials, equipment, supplies, and some services (with the exception of public works construction).  The following is a brief description of each of the three types and their use:

  • Request for Quotation (RFQ)  This is a simplified process that reduces both paperwork and administrative time and effort. Telephone quotations are used for items of small dollar value or where time limitations do not allow for routine hard copy solicitations. Although purchase orders are issued based upon the best price received from a responsible supplier, discussions may be held with suppliers to clarify or otherwise ensure that responses conform to City requirements.  Supplier responses, i.e., “Quotes”, should completely conform to the RFQ requirements and include a firm price and the required delivery date.  The RFQ is a flexible and expeditious method for acquiring goods and services under $75,000. 
  • Invitation for Bid (IFB)  The IFB is a more formal process which requires detailed specifications be solicited by the City for firm bids, i.e., “Offers” in sealed envelopes which are opened and read at a public bid opening. Bids are due on or before the published date and time for receipt at the Purchasing office. Bids received after the exact time set for opening of bids will be returned unopened. If suppliers have questions about Bid requirements, they should ask for clarification prior to bid opening. Contract award is based on the criteria specified in the IFB.
  • Request for Proposal (RFP) The RFP is used when the importance of technical considerations dictates the contract award be based upon cost and “other factors”.  The “other factors” are expressed in the RFP as Evaluation Criteria.  Unlike the IFB, which contains a detailed description or design specification, the requirements in an RFP are generally expressed in terms of of required performance outcome or "project deliverables".  Suppliers are asked to propose their own technical solution to achieve the required results.  The proposal evaluation and source selection process begins with evaluation of the technical proposal by using the Evaluation Criteria listed in the RFP to assess the acceptability of each technical proposal received.  After technical merit is determined, the pricing proposals of those suppliers whose technical proposals are determined to be acceptable are reviewed.  Evaluations of technical merit and price are then completed.  In order to ensure a complete understanding of all issues, and that the proposed price properly reflects that understanding, negotiation discussions may be conducted.  Contract award is made based upon the City’s “best value” determination.  The “best value” need not be the lowest price. Either an RFP or a Statement of Qualifications (SOQ) may also be used to procure professional services.

Public Works Projects Public Works Projects are processed by the City of Napa Public Works Department in accordance with City Charter Section 100 through 105; and NMC Municipal Chapter 2.91 through 2.96.

Shipping
All orders must be delivered to the address specified on the Purchase Order. Vendors should not deliver goods to an alternate address unless authorized by the Purchasing Services Division as the processing of your payment will be delayed.

Changes in Orders
The Purchase Order is the City's contract with you.  Any changes to the contract must be approved in writing by the Purchasing Services Division.

Licenses and Permits

Vendors doing business with the City must have a City of Napa Business License.  For information on obtaining a business license, click here.
Tax

The City pays California State sales and use taxes when applicable and is exempt from Federal Excise tax.

Vendor Registration
Purchasing maintains a list of interested vendors. You may register by completing and submitting the Vendor Registration Form. Upon receipt of the completed form, your firm's name will be placed on the vendor list. Keep in mind that due to the number of businesses Purchasing deals with, submitting a completed questionnaire does not guarantee a vendor will be notified every time a quotation or bid is solicited for that particular commodity. Failure to respond to three (3) requests for quotes or bids may result in removal from the vendor list. Return all requests and mark them "No Bid" in order to remain on the list. The Vendor Registration is NOT for consultants or public works contractors.