Purchasing makes every effort to obtain maximum value for each dollar expended, considering the factors of best value as listed in our Municipal Code; cost, quality, performance, experience and efficiency.
Purchases of Supplies, Materials, & Equipment
- Under $5,000: Purchase may be made by Purchasing or individual department. Preferred method is to purchase by City MasterCard. If vendor does not accept payment by credit card, a net 30 invoice will be processed and paid.
- Between $5,001 and $50,000: A minimum of three competitive quotations are required. Above $15,000 the quotations must be in writing. The order will be placed by Purchasing. Purchase may be paid for with a City MasterCard, or a Purchase Order may be issued.
- $50,001 and Above: Formal Sealed Bid or Request For Proposal, is required.
Purchases of Services
Most Contracts for Services will be issued by the Purchasing Division. The Quotation/Bid threshold levels are identical to the levels described above in the Purchases of Supplies, Materials and Equipment. Proof of insurance, workers compensation, and a City of Livermore business license is required for all vendors who will be performing work within or on City property. However, there are some Contracts for Services or General Service agreements that will be processed through the Attorneys office if additional review or high dollar limits or maintenance is required that will be addressed at the required time.
Purchase Orders or Departmental Purchase Orders
A purchase order (or a PO number) is required at the time an order is placed for services or items over $5,000.00. Vendors should not accept an order or perform work for the City without a Purchase Order number in place for any onsite service no matter what the cost involves. A department can issue a Department Purchase Order (DPO) for items under $5,000.00 if the vendor accepts credit cards. Departments do have the ability to charge tangible items on a City Purchasing Card under their approved limits.
Except for emergencies or other exemptions outlined in the City Ordinance or Applicable Laws, purchases are not authorized unless the City’s Purchasing Department has issued a Purchase Order number. Invoices without a valid PO number may be returned to the vendor unpaid. The City is not responsible for any unauthorized purchase or any purchase that does not company with the City’s purchasing policy or procedures.
All vendors awarded a contract must comply with terms and conditions set forth in the Purchase Order Terms and Conditions and/or the Contract for Service. Contracts may be in a form of a purchase order, a contract, or both.
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 Purchasing or their department contact, 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 Finance Department / Purchasing Division as without this change order in place any deviation from the Purchase Order price will not be paid. Please make sure to work with your department representative or contact Purchasing at 925-960-4340.
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