We appreciate your interest in doing business with the City of Simi Valley. The City aims to build positive business relationships with vendors that provide goods and services in a timely, economical, and reliable manner.

Organization

The City Manager delegates responsibility for implementing the City’s purchasing ordinance to the Purchasing Agent.

The Purchasing Agent role is assigned to the Deputy Administrative Services Director (Budget & Purchasing) in the Administrative Services Department.

City departments conduct purchasing activities. Departments may approve purchases of goods and services up to $7,500.

Requisitions for purchases over $7,500 are submitted to the Purchasing Agent for review and processing, with final approval based on the applicable purchasing thresholds.

Vendor Communication

City departments initiate most purchases. Vendors should contact the appropriate department when needed.

Office hours are Monday through Friday, 7:30 a.m. to 5:30 p.m.

Routine “courtesy” visits are not encouraged, as they may disrupt daily operations.

Vendor Information File

The City maintains a vendor information file used to develop bid lists.

Vendors may submit company information and descriptions of goods or services to:

City Purchasing Agent
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063

Due to the number of vendors, submission does not guarantee notification of every bid opportunity. The City makes every effort to include vendors who have expressed interest in doing business with the City.

Specifications and Pre-Bid Activity

Written specifications define required quality, quantity, delivery, and scope of work. Terms and conditions governing purchases are included in the bid documents.

Specifications are carefully reviewed to avoid unnecessary restrictions and to promote fair competition.

Vendors may provide demonstrations, designs, or other pre-bid support. Assistance provided during the development of a purchase request is not considered in the award process. Vendors should consider a separate agreement if pre-purchase services involve significant time or cost.

Participation in pre-bid activities does not guarantee a contract award. Purchases are awarded to the lowest responsible bidder that meets the objective specifications.

Bid Requirements and Thresholds

The City's purchasing ordinance sets bidding requirements for purchases and contracts based on estimated value.

Equipment, Materials, Supplies, Maintenance Services, and Public Projects

Professional and Consultant Services

Bid Posting and Award Process

To promote the competitive bidding environment, all notices of bids that will be awarded by the City Manager or the City Council are posted on the City's website. Visit the Bids & Proposals webpage.

Contracts are awarded to the lowest responsible and responsive bidder.

The lowest responsible bidder is the lowest bidder whose offer best meets the requirements of the proposed work in terms of quality, fitness, and capacity. Factors such as delivery time, quality, compatibility, references, experience, parts and service availability, and freight costs are considered when determining the lowest responsible bidder.

A responsive bid substantially meets the requirements of the specifications, the invitation to bid, and the City’s contractual terms and conditions. This includes completing required forms and providing all requested information.

Bid Results

Bid awards are a matter of public record. Abstracts of bids showing prices and awards are available by contacting the department that initiated the bid or purchase.

Negotiated procurements based upon formal written proposal are confidential and are made public upon execution of a signed contract.

Local Business Preference

A local business is a vendor with a physical office in the City of Simi Valley that employs at least one person and holds a valid City business tax certificate.

The City recognizes that local businesses contribute to the City’s economic health by supporting local employment, economic development, and a strong local business base.

To support these goals, the City provides a preference to qualified local businesses in competitive bids for supplies, equipment, and materials.

A local business preference of up to 5% of the total bid price, or $2,500 (whichever is lower), may be applied when determining the lowest responsible bidder.

If a non-local business submits the lowest bid, and a local business is within the eligible preference range, the local business’s bid may be reduced by 5% for comparison purposes. If the adjusted amount is lower, the contract may be awarded to the local business at its original bid price.

The local business preference does not apply to:

• Public projects defined by state law
• Contracts funded by grants that prohibit preferences
• Contracts for services

Purchase Orders and Change Orders

The purchase order is the City’s contract with the vendor. All changes must be authorized in writing by the City. Department personnel should be contacted to clarify issues or to initiate required change orders.

Acting Without a Purchase Order Number

All purchases require an authorized purchase order (PO) number. Vendors are cautioned to request a PO number and obtain the name and department of the individual placing the order before providing goods or services.

The PO number is required for payment. Failure to obtain a PO number may delay or prevent payment.

Exception: In an emergency, an order may be placed after hours or on weekends without a PO number. True emergency purchases made under these conditions will be approved. Vendors should obtain the individual’s name and department and request identification if the order is placed in person. The department will obtain a PO number on the next business day, and the employee who placed the order will provide the authorized PO number to the vendor.

Blanket Purchase Orders

In certain circumstances, the City uses blanket purchase orders to allow departments to purchase goods on an as-needed basis over a defined period, typically one year.

Blanket purchase orders may apply to a specific category of goods. Departments place orders as needed, and vendors invoice the City for the items and quantities provided at the time of each order.

Delivery and Inspections

Shipments are typically made to the City of Simi Valley, FOB (Free on Board) destination, meaning the vendor is responsible for delivery and assumes risk until the goods are received by the City.

Delivery requirements are specified in bid documents and purchase orders. Failure to meet delivery requirements may result in order cancellation and may affect a vendor’s performance record with the City.

Shipments that do not meet specifications may be rejected.

Billing and Payment

An original invoice is required for each purchase order. The purchase order (PO) number must be included on all invoices, shipping tags, and related correspondence.

Payment is made after the invoice is received and the goods or services have been delivered and accepted as specified in the purchase order. The City follows a net 30 payment policy. Invoices are paid within 30 days after receipt of the invoice and acceptance of the order.

Email invoices to Accounts Payable.

If invoices cannot be emailed, submit them to:

City of Simi Valley
Attn. Accounts Payable
2929 Tapo Canyon Road
Simi Valley, CA 93063

Submitting invoices to another department (unless instructed) may delay payment.

For questions about payment, contact the Accounts Payable Office and reference the purchase order and invoice numbers.

Tax

The City is exempt from federal excise tax, but pays applicable sales and use taxes.

Exemption certificates may be obtained from the Purchasing Office.

Insurance Requirements

When vendor personnel enter City property to perform work, such as repair, installation, service, construction, or consulting, the City requires a certificate of insurance that meets City requirements.

When insurance is required for a purchase order, the vendor will be provided with the specific coverage requirements.

Visit the Insurance Requirements/Forms webpage.

Contact the Risk Manager for additional information about insurance requirements.

Get contact information for the Risk Manager in Human Resources.

Gifts and Gratuities

City employees are prohibited from accepting gifts and/or gratuities from vendors or potential vendors.

Accessibility (Americans with Disabilities Act)

In compliance with the Americans with Disabilities Act (ADA), vendors who need accommodations to participate in meetings or site visits should contact the department organizing the activity in advance.

All departments can be reached through the City’s main telephone number at (805) 583-6700 (voice). Vendors may also use the California Relay Service.