A How-To Handbook
Foreword. The purpose of this information is to acquaint those who desire to sell products or provide services to the city with the purchasing procedures used by Glendale. The city engages in varied activities while providing municipal services for its residents. A great variety of equipment, supplies and services must be purchased in support of these operations. If you sell a product or provide a service needed, and you are competitive with those who are currently obtaining the city’s business, Materials Management is interested in providing you with an opportunity to sell to the city.
This is intended as a general guide and as such, may not answer all of your questions you may have. If you have questions not answered here, e-mail, phone or visit us.
Phone: (623) 930-2862
Mailing Address: 5850 West Glendale Avenue, Suite 317, Glendale, AZ 85301
Hours: 8 a.m. to 5 p.m., Monday-Friday
Who Purchases For The City?
- Engineering. Procurement of all general construction, project engineering, new building construction, street and utility construction, architect & engineering services and parks development is processed through the Community Development, Engineering Department. For assistance with this type of work, contact the City Engineering Department at
- Materials Management. The purchases of materials and services, other than described above, are the responsibility of the Materials Management Department. The remainder of this guide describes those procedures.
Because public money is involved, Materials Management is guided in its procurement procedures by several established policies.
- To conduct all procurement according to the Arizona State Law, the City of Glendale Charter and City Code
- To obtain the quantity and quality of materials at the right price and when needed
- To maximize competition, and provide interested and qualified vendors with the opportunity to offer their products or services to the City
Buying Over $50,000
Formal Purchase Procedures: Formal purchases are those over $50,000. Buyers use Invitations for Bids and Requests for Proposals to make these purchases. The formal competitive process, from the issuance and advertising to the opening of the sealed offers, generally takes three (3) weeks. After the opening, the evaluation and approval process takes an additional four to six weeks before an award is authorized by the City Council.
Invitation for Bids are awarded to the bidder submitting the lowest priced, responsive, responsible offer meeting specifications. Requests for Proposals are awarded to the proposer determined to have submitted the most advantageous offer to the City. With proposals, an evaluation committee evaluates and scores proposals based on factors such as cost, compliance to specifications, references, experience of staff and capabilities of the firm.
All formal offers are publicly opened or received at the Materials Management Office. Anyone is welcome to be present at the office at the date and time listed in the documents.
There may be bids or proposals issued for which you would consider submitting an offer to the City. All formal bids and proposals are publicly advertised prior to their due date. It is important that you be notified of those opportunities.
When registered you will be notified of all formal bid and proposal opportunities. You do not have to be registered to respond to a bid or proposal issued by the City.
To register to receive City of Glendale formal solicitation bulletins, click on “Sign up for Glendale Bulletins!” link in the top right corner of this page or CLICK HERE to go directly to the page. This is a list service. Registered vendors will receive notifications of all formal solicitations issued by the City of Glendale.
Be sure to respond to the e-mail that you will receive after registering and click on “My Alerts” to complete your registration.
It is the responsibility of all registered vendors to maintain their registration information on the site.
Buying up to $50,000
Informal Purchase Procedures: Informal purchases are those up to $50,000. A variety of methods are used to make these purchases, which are described below.
- Quotations are used by buyers for purchases between $5,000 and $50,000. They may be solicited by telephone, mail, e-mail or fax. Generally, the quotation process takes from three days to two weeks to complete. This includes the evaluation and award process. Quotations represent the most frequent type of buying transaction done by the buyers. Whenever possible, these purchases will be based on competitive quotations. Award is made by purchase order to the vendor submitting the lowest responsive, responsible offer, meeting specifications.
- Procurement Cards are used by City staff for purchases, which do not exceed $5,000. They process like any credit card purchase.
- Petty Cash is used by City staff for purchases that do not exceed $100. The City employee making such a purchase will pay in cash and obtain an original receipt.
Detailed information about all City departments, functions and phone numbers is available for use to directly contact those City departments that represent your best potential markets for the informal purchases.
Cooperative Purchase Supply Contracts
The State of Arizona and Maricopa County institute and administer cooperative purchasing agreements with counties, cities and school districts. The City of Glendale actively participates in these agreements for many of its commonly used items.
To register with these organizations and be placed on their bidders list, use the following links to access their Internet sites:
State of Arizona https://procure.az.gov/bso/
Maricopa County http://www.maricopa.gov/materials/
Vendor Taxpayer Identification Form
Prior to doing business with the City of Glendale, vendors must complete a TINACH form
Application of Taxes
Arizona vendors are responsible for the privilege license tax (city sales tax) of their resident city and county and the Arizona transaction privilege tax (state sales tax). These taxes are not to be included in prices offered to the City. The City will add the applicable state, county and city sales taxes for determining an award.
The City of Glendale does not pay use tax to out-of-state vendors. The City does pay directly to the State of Arizona the amount subject to the State of Arizona sales tax. This amount is considered for determining the award. The City is exempt from paying federal excise tax. The City, upon request, will execute an exemption certificate concerning orders when this sales tax would otherwise be due.
All vendors are required to provide the City with their federal taxpayers' identification number (TIN), upon receipt of an order.
Unauthorized Purchases: Any purchase should be made using one of the described methods. Any other type of transaction may be unauthorized. Questions may be directed to Materials Management for a determination if the purchase is appropriate.
Conflict of Interest: No employee or relative of an employee, of the City of Glendale, shall supply to the City any equipment, material, supplies or services, unless pursuant to an award of a contract after a public competitive offer.
Code of Ethics: Materials Management is a member of the National Institute of Governmental Purchasing (NIGP) [http://www.nigp.org/] and subscribes to its Code of Ethics.
The Institute believes, and it is a condition of membership, that the following ethical principles should govern the conduct of every person employed by a public sector procurement or materials management organization.
- Seeks or accepts a position as head or employee only when fully in accord with the professional principles applicable thereto, and when confident of possessing the qualifications to serve under those principles to the advantage of the employing organization.
- Believes in the dignity and worth of the services rendered by the organization and the societal responsibilities assumed as a trusted public servant.
- Is governed by the highest ideals of honor and integrity in all public and personal relationships in order to merit the respect and inspire the confidence of the organization and the public being served.
- Believes that personal aggrandizement or personal profit obtained through misuse of public or personal relationship is dishonest and not tolerable.
- Identifies and eliminates participation of any individual in operational situations where a conflict of interest may be involved.
- Believes that members of the Institute and its staff should at no time or under any circumstances accept directly or indirectly, gifts, gratuities, or other things of value from suppliers which might influence or appear to influence purchasing decisions.
- Keeps the governmental organization informed, through appropriate channels, on problems and progress of applicable operations by emphasizing the importance of the facts.
- Resists encroachment on control of personnel in order to preserve integrity as a professional manager. Handle all personnel matters on a merit basis. Politics, religion, ethnicity, gender and age carries no weight in personnel administration in the agency being directed or served.
- Seeks or dispenses no personal favors. Handles each administrative problem objectively and emphatically without discrimination.
- Subscribes to and supports the professional aims and objectives of the National Institute of Governmental Purchasing, Inc.
An actual or prospective bidder or offeror who believes their economic interests may be affected substantially and directly by the issuance of a solicitation, the award of a contract or by the failure to award a contract may file a protest. Protests shall be filed with the Materials Manager within seven (7) days after the aggrieved person or entity knows or should have known the facts and circumstances upon which the protest is based. However, in no event, shall the protest be filed later than seven (7) days after issuance of a notice of intent to award. Untimely protests will not be considered. [Glendale code section 2-145(1) (j)] .
Click here for information and instructions on how to file a protest with the City of Glendale.