Purchasing

The Purchasing Division is part of the Finance Department. We are committed to providing high quality procurement standards and practices, as we strive to process procurements in a timely and efficient manner.

We give primary consideration to the best interests of the City of San Leandro. Our goal is to obtain the best value for the City, attain the maximum value for each tax dollar while meeting the needs of City departments, and giving all qualified vendors a fair opportunity. The City applies the best value concept as defined below:

Best Value Concept

In determining the "lowest responsive, responsible bidder," the City will apply the best value concept. Criteria for determining low bids shall include, but not limited to, the following:

  • The ability, capacity, and skill of the bidder to perform the contract or provide the supplies, services, or equipment required
  • The ability of the bidder to provide the supplies, services, or equipment promptly or within the time specified without delay or interference
  • The character, integrity, reputation, judgment, experience, and efficiency of the bidder
  • The quality of the bidder's performance on previous purchases or contracts with the City
  • The ability of the bidder to provide future maintenance, repair, parts, and services for the use of the supplies purchased

Bids, RFI, RFQs

Browse Bids, Requests for Information (RFIs) & Requests for Quotes (RFQs).

Bid opportunities are posted on the City's website and advertised in the East Bay Times. Requests for Proposals are posted on the website. We recommend that prospective bidders and vendors monitor the City website and the East Bay Times for bid opportunities.

Centralized Purchasing

In the City of San Leandro the majority of purchases are made by the Purchasing Division, which is a unit of the Finance Department. Purchasing is in charge of acquisition of equipment, materials, supplies and some services, and seeks qualified vendors to give competitive quotations on potential purchases when required under the Municipal Code. Current bidding opportunities are advertised in the Daily Review and on this website.

Public Works projects are bid through the Engineering and Transportation department and publicly opened in the Office of the City Clerk.

Purchasing Division Goals

  1. Provide City departments and employees highest level of procurement service,
  2. Achieve maximum value for dollars spent,
  3. Provide fair and equal access for vendors interested in doing business with the City,
  4. Provide a level of fiscal control by issuing Purchase Order numbers, and
  5. Ensure conditions of City purchase orders are met by vendors performing under those conditions.

Policy Statements

In accordance with the municipal code of the City of San Leandro:

  1. The City subscribes to the philosophy of Centralized Purchasing, whereby authorized purchases of equipment, materials, and supplies are the responsibility of the Purchasing Division, a unit of the Finance Department.
  2. The City subscribes to the philosophy of competitive bidding to achieve maximum value and promote fair and equal access to vendors: Expenditures from $5,000 to $25,000 are subject to informal competitive bidding, and Expenditures over $25,000 are subject to formal competitive bidding.
  3. Preference is given to local vendors.
    How does the Local Business Preference work? - Solely for the purpose of calculating the lowest bid or proposal, bids from San Leandro businesses will be reduced by 10%. Bids from a joint venture that includes a San Leandro business will be reduced by 5% (the San Leandro business must receive at least 5% of the total contract amount). The maximum bid reduction under this policy is $50,000 per contract.
  4. The Purchasing Division will not split purchases for the purposes of avoiding formal or informal competitive bidding.
  5. The City will attempt to purchase recycled and/or reusable materials, provided quality, availability and general integrity of products being purchased are not compromised.

The Purchasing Division subscribes to the accepted Standards of Purchasing Practice as published by CAPPO.

Municipal Code (General Outline)

Equipment, Materials & Supplies

Amount of PurchaseWho PurchasesHow Goods Are Purchased
$35 and lessIndividualPurchase and get reimbursed
$5,000 and lessPurchasing / Sometimes departmentPurchase Order (PO) or City issued purchasing (credit) card/One vendor required
$5,001 to $25,000PurchasingPO/Informal competitive quotes
(phone calls, emails or faxes)
$25,001 and upPurchasingPO/Formal Competitive Bids (sealed bids)


Consultants are chosen on an as needed basis directly by the department that will be utilizing their services, and are not subject to competitive bidding.

Citywide services (janitorial services, landscape maintenance, etc.) are bid by the Purchasing Division and are subject to competitive bidding.

The City of San Leandro maintains a list of vendors who are interested in doing business with the City. The following is information you will need as a potential new vendor as well as information on applicable City policies and paperwork that must be provided prior to beginning work or delivering goods to the City.

Purchase Orders

Purchases not made on City procurement (credit) cards must have a purchase order number.

Billing Address

City of San Leandro Accounts Payable Department
835 E 14th Street
San Leandro, CA 94577

W-9 Forms

This must be filled out by all new vendors prior to the City's processing of payment for any goods or services provided. Please click on the link under Vendor Information to go to a blank form.

Minimum Insurance Requirements

Please click on the link under Vendor Information for the insurance requirements for any company wishing to perform a service(s) for the City.

Business Licenses

All vendors located within city limits of San Leandro, or who provide services within the city limits, must have a current San Leandro Business License. Please click on the link under Vendor Information for the online information or contact the Business License Department at 510-577-3378 for specific questions and to verify fees.

New Vendor Letter

All of the above information is contained in our Vendor Letter; please click on the link under Vendor Information for a copy. All forms must be received prior to processing any invoices for payment.

Sales Calls

Due to staffing levels, the City will not be scheduling introductory visits until further notice. The City also respectfully requests no routine courtesy calls.

Living Wage Ordinance

The City of San Leandro adopted a Living Wage Ordinance that became effective September 1, 2007. The term "living wage" represents an hourly wage set at a level higher than the federal or state minimum wage. San Leandro's Living Wage Ordinance provides a minimum pay rate and benefit requirement for workers in organizations that do business with the City of San Leandro. The new rate and benefit requirements apply only to certain businesses that provide contract services directly for the City. Applicable businesses must comply with the provisions of the ordinance when they enter into a lease, contract or concessionaire or other agreement with the City of San Leandro or when an existing agreement is amended to benefit the business.

San Leandro's ordinance was adopted to bridge the sizeable wage-cost of living gap that exists in San Leandro and throughout the Bay Area and is in the mid-range of neighboring cities that have passed similar ordinances, including Hayward, Oakland, Berkeley and Emeryville. Links are provided for the text of the City's Living Wage Ordinance, Frequently Asked Questions (FAQs) and Guidelines and for a copy of the Self Verification Form that contractors must complete and return when entering into a contract with the City that is covered by the Living Wage Ordinance.

Local Inclusion Policy

The City of San Leandro Local Inclusion Policy became effective on April 17, 2014. This policy governs City purchasing and contracting to ensure that local, San Leandro businesses are well positioned to compete for City contracts. It is a policy of the City that San Leandro businesses, including small and nonprofit businesses, should be encouraged to participate as contractors and suppliers in the provision of goods and services to the City. Policies and programs that enhance opportunities and utilize the skills and expertise of San Leandro businesses serve the public interest, primarily because the growth and development of such businesses have a significant positive impact on the economic health of the City of San Leandro.

The Local Inclusion Policy has two main components; the Local Business Preference and the Local Business Participation Goal.

See FAQs related to the policy.

See the Municipal Code where the Ordinance can be viewed.

Disclaimer

The City of San Leandro (the "City") does not warrant, represent or guarantee the accuracy or completeness of information provided at this website. Information provided here is simply for your convenience. There may be recent addenda or changes in the Request for Proposals ("RFP") or bid documents including, among other things, bidding instructions, general conditions, technical specifications and exhibits that may not be currently reflected at this site. The City shall not be responsible or liable in any way for errors, inaccuracies or omissions in any documents or information retrieved or downloaded from this site.