Procurement Policies

Formal Purchase Procedures

Formal purchases are those over $100,000. 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.

Informal Purchase Procedures

Informal purchases are those up to $100,000. 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 $100,000. 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.

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
• Maricopa County
• Mohave Educational
• Strategic Alliance for Volume Expenditures (S.A.V.E.)
• National Intergovernmental Purchasing Alliance (NIPA)
• National Cooperative Purchasing Alliance (NCPA)
• OMNIA Partners
• Houston-Galveston Area Council (H-GAC)
• Sourcewell (Formerly known as NJPA)

The Arizona Transaction Privilege Tax is commonly referred to as a sales tax; however, the tax is on the privilege of doing business in Arizona and is not a true sales tax. Transaction privilege (sales) tax (TPT) is imposed on persons engaged in certain business classifications at the city, county, and state level, each with its own distinct regulations for taxation. The Arizona Department of Revenue is the single point of administration and collection of state, county, and municipal Transaction Privilege Tax. Please refer to https://azdor.gov/business/transaction-privilege-tax for more information.

The City of Glendale is not a TPT-exempt entity and therefore, we strive to facilitate the accuracy of the taxes paid to vendors. Arizona vendors are responsible for the accurate reporting and remittance of their resident city, county, and state transaction privilege (sales) taxes. These taxes are not to be included in bid prices offered to the City. However, only the taxable base amount is considered for determining the award. Once a procurement solicitation has been awarded, the vendor must include the appropriate city, county, and state TPT on their invoices for taxable transactions to the City of Glendale. 

The City is exempt from paying federal excise tax. The City, upon request, will execute a federal exemption certificate concerning orders when this tax would otherwise be due.

All vendors are required to provide the City with their federal taxpayer 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 Procurement 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

Procurement is a member of the National Institute of Governmental Purchasing (NIGP) and subscribes to its Code of Ethics.

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 in writing to the Finance Director no later than seven (7) calendar days after the aggrieved person or entity knows or should have known the basis of its objection; or 15 calendar days after notice of intent to award has been issued, whichever is shorter. Untimely protests will not be considered. [Glendale code section 2-145 (f)] . For information and instructions on how to file a protest with the City of Glendale please see Section 800 (page 29) of the Procurement Policy and Procedures below.