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Purchasing
Welcome to the Purchasing Division for the City of Moorpark and thank you for your interest in doing business and providing products and services to the City.
The City of Moorpark values our relationships with high-quality vendors and service providers to ensure that all goods, supplies, materials, equipment, and services are acquired at the best value for our community. The City is committed to supporting the values and goals set forth by our City leaders to provide centralized professional procurement services for all City Departments. The mission of the Purchasing Division is to procure cost-effective goods and competent services in compliance with all Federal, state, and City requirements while assuring fair and equal opportunity to all qualified vendors as part of the City's commitment to respect, equity, and inclusion.
Local Business
The City values local vendors contributions to our community and considers giving preference to businesses located in the City (local business) when goods, supplies, materials, equipment, and services to be provided are equal in quality, cost, and competency or are not governed or otherwise restricted by Federal and/or State requirements.
Legal Authority
Public Project contracts will be procured in accordance with the procedures and requirements of California Public Contract Codes.
The City of Moorpark procurement authority is governed by the Moorpark Municipal Code, Title 3, Chapter 3.04 and City Council Resolution 2019-3829.
Please note that while bidding and competitive selection procedures generally apply, Section 3.04.120 of the Moorpark Municipal code does provide for the following exemption:
“In its discretion, the city council may at any time, by a majority vote and without amending this chapter, waive the purchasing procedures or alter these proceedings to fit a specific purchase, when such waiver is not in violation of state law. (Ord. 16 § 1, 1984)”
In addition, informal bidding procedures may be waived if the City's purchasing agent determines that the work or service being procured can be competently and cost-effectively performed by a particular individual, firm, or company per Resolution 2019-3829 Section 4 (B).
Bids/RFPs Opportunities and Vendor List Sign-Up
The Bids/RFPs webpage lists current bids and requests for proposals (RFPs) for formal listings in excess of $15,000.
You can also subscribe to receive E-mails whenever the City publishes a Notice Inviting Bids or a Request for Proposals, etc.
The City also maintains a Vendor Interest List, which is used as a resource when the City sources various commodities or services.
In addition, the best way to find out about purchases less than $15,000 is to review the Informal Procedures below and communicate via email with the Purchasing Division for more information.
Standard Purchase Order Terms and Conditions
Unless a separate contract or agreement is executed, a purchase order establishes a legally binding contractual relationship between the City and the vendor. The purchase order is the City’s commitment to the value of the goods, supplies, materials, equipment, and services being acquired. Please click below to view the City’s Purchase Order Terms and Conditions:
Contact Us
-
Yolanda Cunning
Finance/Administrative Services Director
Email
Ph: 805-517-6255City Hall
799 Moorpark Ave.
Moorpark, CA 93021
City of Moorpark Purchasing Guidelines
Public Project contracts will be procured in accordance with the procedures and requirements of California Public Contract Codes.
The City of Moorpark utilizes two types of formal procedures for bidding and competitive selection.
Bidding is used to procure goods, supplies, materials, and equipment for $15,000 or more. The major components of Competitive Bidding include all or some of the following:
Use of Bid Specifications which include Plans, Specifications, License requirements, and other Contract Documents
- Contract award based on the lowest responsible and responsive bidder
- Bid Security in the amount of 10% of the bid price
- No negotiation of contract terms
- Performance, Labor, Material and/or Payment Bonds
- General, Automobile, Umbrella, Workers Compensation & Employers' liability, and Professional Errors & Omissions insurances
- California Department of Industrial Relations (DIR) Registration
- City of Moorpark Business Registration and Form W-9 due prior to execution of the contract
- Notify the City if you are able to provide assistance in the event of an emergency
Competitive Selection is used for personal, professional, consulting, and contractual services of more than $15,000. Competitive Selection includes all or some of the following:
- Use of Request for Proposals (RFPs) or Request for Quote/Qualifications (RFQs) or Request for Information/Interest (RFIs) to select vendors
- Contract award based on price, reference, the experience of the firm, and project team, unless waived under MMC Chapter 3.04.120 or Resolution 2019-3829
- City may exercise local vendor preference
- City may exercise preference for small businesses, minority-owned businesses, women-owned businesses, and labor surplus area firms when possible and appropriate when requesting bids/proposals
- General, Automobile, Umbrella, Workers Compensation & Employers' liability, and Professional Errors & Omissions insurances
- City of Moorpark Business Registration and Form W-9 due prior to execution of the contract
- Notify the City if you are able to provide assistance in the event of an emergency
Public Project contracts will be procured in accordance with the procedures and requirements of California Public Contract Codes.
Informal procedures are used anytime the City of Moorpark acquires goods, supplies, materials, equipment, and services less than $15,000. Procedures include all or some of the following:
- Three (3) written responses for Informal bids are solicited via fax or email
- Selection may be based on criteria other than price
- Local vendor preference
- Proof of insurance is required for services on City premises
- General, Automobile, Umbrella, Workers Compensation & Employers' liability, and Professional Errors & Omissions insurances may be required
- The City processes informal purchases either with a City purchasing card or possibly issuing a Purchase Order
- The Purchasing Division approves and issues purchase orders
- City payment terms may be Net 30
(a) Any responsible and responsive bidder who has submitted a bid or a proposal may file a protest with the Purchasing Division.
(b) Before Proposal Submittal Deadline. Protests of specifications, terms, conditions, or any other aspects of the bid or RFP solicitation must be made prior to the contract award deadline.
(c) After Proposal Submittal Deadline. Protests of the award must be made, no later than five (5) working days (working days are Monday through Friday) after the aggrieved party knows or should have known of the facts giving rise to the protest.
(d) All protests must be in writing, dated, with the specific name of the bid or an RFP and Identification Number, signed by an authorized representative of the company and must contain clear and complete statements of the reason(s) for the protest; including citing the law(s), regulations or procedures on which the protest is based. The name, address, telephone number, and email of the protestor must be included. It is the sole responsibility of the aggrieved bidder/vendor to provide all necessary facts and evidence to support the written protest.
(e) The Purchasing Division will assess such protest and provide a written decision within ten working days of receipt of the written protest. During this process, the City shall not proceed with an award until such time that the decision is issued in writing to the aggrieved bidder/vendor.
(f) Any appeal of the Purchasing Division's decision shall be made to the Director of Finance prior to the final award. The Purchasing Agent's decision shall be binding and final.
(g) In instances of urgent need and when it is in the best interest of the City to do so, the Purchasing Agent may dispense with the protest process.
(h) Protests are to be mailed or hand-delivered in a form requiring proof of delivery to the attention of the Purchasing Division at the following address: 799 Moorpark Avenue, Moorpark, CA 93021
(i) Under no circumstance will a protest be considered if all bids or RFP are rejected and/or after the deadlines noted in points (a) and (b) above.
(j) The City reserves the right to refuse to review any bid or RFP protests that do not comply with the process provided in this section.