Municipal Services
Regulatory Affairs
Purchasing Division
Doing Business with the City of Turlock
This guide will help answer questions you may have about doing business with the City of Turlock.
How can I get my foot in the door?
You need to complete a
Vendor Bid List Application and return it to the Purchasing Division.
Once your completed application has been received, your company will be placed on the bid mailing
list under the appropriate categories. You will be mailed requests for bids when they are issued for
the commodities you offer. You can print a copy of the Vendor Bid List Application and mail it to the
Purchasing Division. Or, you can contact the Purchasing Division at (209) 668-5599 Ext 4406 and request a copy.
When are sales calls allowed?
We are open for business from 7:30 am to noon and from 12:30 pm to 4:00 pm, Monday through Friday. We will try
to see you on the first visit, only on Tuesday through Thursday even if you have not called for an appointment.
However, we urge you to make a definite appointment before coming to the Purchasing Division.
Who can answer my questions?
The following is a list of Purchasing Division personnel who may assist you:
- Director of Municipal Services ...(209) 668-5599 Ext. 4440
- Purchasing Coordinator ... (209) 668-5599 Ext. 4406
- Accounts Payable ... (209) 668-5542 Ext. 1312
Does the purchasing division make all purchases?
Yes, our purchasing function is centralized. For computers, the
IT Division purchases related equipment
and software products.
How does the bid process work?
Purchases over $500.00 and less than $25,000 are awarded based on an informal competitive bid process.
Generally, we request bids from at least three vendors. The bid is awarded to the low responsive, responsible
vendor; the bidder who meets the specifications, terms and conditions stated, including the delivery
requirements, and offers the lowest price. The only time we do not award to the lowest price is when the bid
does not meet our specifications or the bidder is not responsible. Informal bids may be verbal or written.
Anyone can see the bid results after the bids have been opened.
Purchases over $25,000 follow a formal procedure. These Requests for Bids (RFB) and Requests for Proposals
(RFP) will be mailed to each vendor on the Bid List for that particular commodity or service. The bids are
opened publicly at a specified time and place and City Council must approve the bid award at a public meeting.
May I bid if I don't carry the brand listed on the bid?
Yes, if the RFB specified brand name or equal, you may offer an alternative or equal brand. It is a good idea
to discuss your alternative proposal with us before submitting it. Or equal products will be evaluated after
bids are received.
Does the City buy what I sell?
Maybe. The City purchases more than $26 million worth of products and services each year, ranging from
streetlights to asphalt to uniform rental. We are continuously looking for good vendors to supply the items
we buy. A good list of commodities purchased is on the Bid List Application. In general, we buy the items on
the Bid List Application. If you sell something that is not listed, chances are we do not buy it.
What are the City's delivery requirements?
Deliveries in almost all cases are required to be made to us F.O.B. Turlock, freight prepaid. Failure to meet specified delivery dates may cause cancellation of the order, liquidated damages charged, and removal from bid list.
Never ship materials or initiate any services without a purchase order number.
When does the City require insurance coverage?
When your personnel enter City property to repair, install, service, construct, or perform similar work, General Liability, Auto Liability, and Worker's Compensation insurance are generally required. Proof of insurance meeting our criteria must be on file with us before you start work. Contact us for further information regarding this condition.
Are bid and/or performance bonds required?
Bid and performance bonds are required when it is necessary to protect the interests of the City. All contracts for Public Works require bid and performance bonds. Most bids issued by the Purchasing Division do not require bonding.
How are the City's emergency purchases handled?
There are times during emergencies when an order must be placed by City personnel after hours or on weekends when the Purchasing Division is normally closed. Emergency purchases may be made for items which are immediately necessary for the continued operation of the division involved or which are immediately necessary for the preservation of life or property. Rest assured, you will be paid for anything you sell to City employees under these conditions.
Does the City issue open (or blanket) purchase orders?
Yes, an open purchase order allows you to sell goods to us on an as-needed basis at specific prices, or under a specific pricing formula, for a stipulated period of time.
Does the City buy recycled products?
Yes, we prefer to use products with recycled content and/or products that are recyclable, if fitness, quality, purpose and price are equal.
Do I need a business license?
Upon award of contract, you must provide proof of a current City of Turlock business tax certificate if you are located in, or perform services within city limits or if you deliver products in company owned vehicles.
For more information about obtaining a City of Turlock Business License, please
visit our Business Licenses section.
Do local vendors receive preference from the City?
Yes. The amount of sales tax which would be returned to the City will be considered when evaluating competitive bids. For vendors located within Turlock city limits, this amount will be calculated at 1% of the selling price.
How does the City make payments?
We issue payment to vendors approximately thirty days after acceptance of the merchandise and/or service, and the receipt of the original invoice. To expedite payment, put purchase order numbers on all invoices, shipping tags, and other correspondence relevant to the order. Do not put more than one purchase order on an invoice.
We issue checks to vendors weekly. Due to the volume of work, it is not possible to issue checks outside of our regular schedule. It is our policy to mail checks to vendors; picking up checks personally is not permitted. Feel free to call accounts payable at (209) 668-5542 extension 1312 if you would like to learn how you can work with our system and have your checks issued in a timely manner. You are encouraged to offer the City an early payment discount. We strive to take all discounts where the payment period is fifteen days or longer.
When are change orders allowed?
A purchase order is our contract with you. Any change to that contract must be in writing.
What should I do if I am confused?
You may find our procedures or requests for bids and proposals confusing. Give us a call, we will gladly answer any questions on specifications, bid or award procedures, and purchasing methods in general.
Disclaimer: The guidelines presented here have been prepared and provided to you, the vendor, for information purposes only. They do not supplant the laws, regulations, and procedures governing procurement by the City of Turlock. In the event of changes in those laws, regulations, or procedures, the laws, regulations, and procedures are binding and take precedence.
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