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A Guide for Suppliers, Contractors and Consultants
Table of Contents
About the Purchasing Division
Addresses and Phone Numbers (Including Deliveries)
Advertising
Bidding Requirements
Business License Requirements
Communications during Competitive Bid / RFP Solicitation Period
Cooperative or “Piggyback” Agreements
Direct Contact with Departments
Disadvantaged Business Enterprise (DBE) Program
Ethics Codes / Conflicts of Interest / Reporting Suspected Impropriety
Emergency Transactions
Environmentally Preferred Products
Hours of Operation
Insurance Requirements
Invoicing and Payment Terms
Persons with Disabilities Program
Professional Consultants
Public Records Requests
Purchasing Methods
Supplier Registration
The City of Irvine (“City”) purchases a wide variety of goods and services through a centralized purchasing system, administered by the Purchasing Division of the Administrative Services. The Great Park Corporation is also supported by the Purchasing staff at the City of Irvine. The goal of the Purchasing Division is to ensure fair and open competition in strict conformance with the City of Irvine Municipal Code, the Purchasing, Contracts and Purchasing Card policies, and all other applicable state and federal government laws and regulations. The purpose of this guide is to acquaint you with the City’s purchasing policies and procedures and explain how you can do business with the City. If this guide does not answer all of your questions, please call us at 949-724-6180.
Firms desiring to do business with the City of Irvine and the Great Park should complete the online registration process as shown below.
To register:
- Register your firm or check for current bid and RFP opportunities
- Complete the electronic supplier registration process including selecting Category Code(s) describing the goods and/or services you provide
Registered companies will be notified via email when a bid or RFP is posted, if the project matches any of the Category Codes selected when registering. Firms interested in applying for the City On-Call program (list of pre-qualified professional firms such as architects, engineers, financial professionals, human resources professionals, planning professionals, project managers and others) should include the Category Code “Consulting Services.” Firms that provide any type of construction services should include the Category Code “Construction Services General.”
Registered firms are required to maintain current information on the City’s website.
The Purchasing Division is open from 7:30 am to 5:30 pm Monday-Thursday and 7:30 am to 5:00 pm on Fridays, excluding holidays. The Receiving Department is open from 6:30 am to 5:00 pm Monday-Friday, excluding holidays.
Addresses and Phone Numbers
Deliveries
ALL deliveries must be made to the Receiving Department unless otherwise designated on the purchase order.
City of Irvine
Attn: Receiving Dept.
6427 Oak Canyon, Bldg. 3
Irvine, CA 92618-5202
949-724-6195
Purchasing Division
City of Irvine
Attn: Purchasing
1 Civic Center Plaza
Irvine, CA 92606-5207
949-724-6180
Purchasing Contact Info
Vendor Registration and General Info :
Hannah Yu, Buyer
949-724-6180
purchasing@cityofirvine.org
Purchase Order Info :
Connie Hu, Senior Buyer
949-724-6254
purchasing@cityofirvine.org
Accounts Payable
If you need assistance with invoice or payment information, please contact the Accounts Payable Team at AP@cityofirvine.org or
949-724-6041 (Suppliers A-N)
949-724-6047 (Suppliers O-Z)
City of Irvine
Attn: Accounts Payable
PO Box 19575
Irvine, CA 92623-9575
Ethics Codes / Conflicts of Interest / Reporting Suspected Impropriety Reporting Suspected Impropriety, Gross Waste, Fraud and Other Acts
Any City and/or Great Park official, employee, and/or vendor who suspects any type of impropriety relating to purchasing or contracting activities, or gross waste, fraud, or abuse of City and/or Great Park funds or resources, a gross abuse of authority, a specified and substantial danger to public health or safety due to any act or omission of any City and/or Great Park official, employee, or vendor, or the use of a City and/or Great Park office or position or of City and/or Great Park resources for personal gain, should report the act by calling the City’s Integrity Line at 866-428-1509. All such reports shall remain anonymous if desired by the reporting party.
General Code of Ethics
- To regard public service as a sacred trust, giving primary consideration to the interests of the public agency that employs us.
- To purchase without prejudice, seeking to obtain the maximum value for each dollar expended.
- To avoid unfair practices, giving all qualified suppliers/contractors equal opportunity.
- To honor our obligations and require that obligations to our public agency be honored.
- To refuse to accept any form of commercial bribery, and prevent any appearance of so doing.
- To conduct ourselves with fairness and dignity, and to demand honesty and truth in the purchasing process.
- To abide by all City of Irvine Financial Policies and Practices when conducting purchasing and contracting responsibilities.
Purchasing Staff Code of Ethics
In addition to the General Code of Ethics, the Purchasing Division will also abide by the following additional principles.
- To accord supplier representatives courteous treatment, remembering that these representatives are important sources of information and assistance in solving our purchasing needs.
- To be receptive to counsel from our colleagues, and to cooperate with them to promote a spirit of teamwork and unity.
- To strive for greater knowledge of purchasing methods and of the materials we purchase.
- To cooperate with all organizations and individuals involved in activities designed to enhance the development of the purchasing profession, remembering that our actions reflect on the entire purchasing profession.
Contractor Ethics
Contractors shall not provide or promise to provide any gift or other consideration, directly or indirectly, to any officer, employee, or agent of the City to obtain a City contract. Contractor shall not, at any time, have any financial interest in a City contract or the project that is the subject of a contract, other than the compensation to be paid to Contractor as set forth in the contract.
Conflicts of Interest
The following requirements are included in City contracts:
- No officer, official, employee, agent, representative or volunteer of City shall have any financial interest, direct or indirect, in the City contract, or participate in any decision relating to the City contract that affects his or her financial interest or the financial interest of any corporation, partnership, association or other entity in which he or she is interested, in violation of any Federal, State or City statute, ordinance or regulation. Contractor shall not employ any such person while the City contract is in effect.
- Contractor represents, warrants and covenants that he, she or it presently has no interest, direct or indirect, which would interfere with or impair in any manner or degree the performance of Contractor's obligations and responsibilities under the City contract. Contractor further agrees that while the City contract is in effect, Contractor shall not acquire or otherwise obtain any interest, direct or indirect, that would interfere with or impair in any manner or degree the performance of Contractor's obligations and responsibilities under the City contract.
- Contractor represents and warrants that it has not provided or promised to provide any gift or other consideration, directly or indirectly, to any officer, employee, or agent of City to obtain City’s approval of the City contract. Contractor shall not, at any time, have any financial interest in the City contract or the project that is the subject of the City contract other than the compensation to be paid to Contractor as set forth in the City contract. In the event the work and/or services to be performed hereunder relate to a project and/or application under consideration by or on file with the City, (i) Contractor shall not possess or maintain any business relationship with the applicant or any other person or entity which Contractor knows to have a personal stake in said project and/or application, (ii) other than performing its work and/or services to City in accordance with the City contract. Contractor shall not advocate either for or against said project and/or application, and (iii) Contractor shall immediately notify City in the event Contractor determines that Contractor has or acquires any such business relationship with the applicant or other person or entity which has a personal stake in said project and/or application. The provisions in this Section shall be applicable to all of Contractor’s officers, directors, employees, and agents, and shall survive the termination of the City contract.
- Contractor acknowledges that pursuant to the provisions of the Political Reform Act (Government Code section 87100 et seq.), City may determine Contractor to be a "Consultant" as that term is defined by the Act. In the event City makes such a determination, Contractor agrees to complete and file a "Statement of Economic Interest" with the City Clerk to disclose such financial interests as required by City. In such event, Contractor further agrees to require any other person doing work under the City contract to complete and file a "Statement of Economic Interest" to disclose such other person's financial interests as required by City.
Purchasing Methods
Purchase Orders
A purchase order is required prior to the commencement of work to be performed, and any goods provided to the City, in order for payment to be made, with the exception of purchases made using the Purchasing Card.
Blanket Purchase Orders and Standing Purchase Orders
The Purchasing Division encourages consolidation of annual requirements for certain commodities and services. Blanket Purchase Orders (BPO’s) or Standing Purchase Orders (SPO’s) are issued so that supplies or services can be requested by authorized personnel on an as-needed basis for certain City requirements. Such orders achieve economies of scale and reduce administrative handling costs. BPO’s and SPO’s require a detailed scope of services or description of materials to be purchased, along with pricing information. For on-site services BPO’s and SPO’s, the City of Irvine requires that a form be completed by the contractor which includes the City’s insurance requirements. Insurance certificates must be submitted prior to the issuance of a purchase order, and any work being performed.
Purchasing Cards
The City has elected to participate in a Purchasing credit card program designed to achieve cost savings and improve processing time for low dollar value supplies and some off-site services. Some restrictions apply, including the prohibition of services purchases for the Great Park.
No work shall be performed until the receipt of a signed City of Irvine Purchase Order. The Purchase Order number must be included on all invoices. Failure to reference the correct purchase order number shall result in the return of the unpaid invoice.
The City’s standard payment terms are net 30 days after receipt of materials or satisfactory completion of services, and receipt of an approved invoice. Where available, discount terms are taken advantage of, such as 2% 10, net 30.
All suppliers must submit completed W-9 Forms prior to receiving a Purchase Order. Any change in the W-9 information (such as address change) requires that a new W-9 form be submitted. Forms should be sent to the attention of Accounts Payable, City of Irvine, PO Box 19575, Irvine, CA 92623-9575. W-9 form.
The City encourages the use of payment via Electronic Funds Transfers (EFT). This method allows payments of invoices directly to your company’s bank account, thereby reducing the lead time for payment receipt.
Invoices should be sent via email to: isubmittal@cityofirvine.org
Formal price quotations/proposals must be obtained on all purchases for goods and services where the dollar amount exceeds $60,000, unless there is a substantiated sole source condition.
If formal bids or proposals are required, they are solicited from at least three firms, including those registered on the City’s online system and any others suggested by the end user department. The Invitation for Bids or Request for Proposals documents state an opening date and time, and no late bids or proposals will be accepted. All formal bid openings, which are held for public works projects greater than $60,000, are open to the public and may be attended by any interested party. After the bids are opened, they are evaluated by the issuing department. After the lowest responsive bid is determined, the contract award is made.
The City prohibits the separation or splitting of work or projects to circumvent our bidding requirements. A project is defined as work that is of similar nature (e.g., painting, roofing, electrical, etc.), is in close proximity (e.g., located at the Civic Center, etc.), and with project start dates within two weeks of each other. Another criterion to consider would be that the City could realize a lower price due to economies of scale, where combining smaller projects would likely result in a lower overall project cost. If you suspect a City staff member is requesting you to separate or split work, please contact the Purchasing Agent at 949-724-6180 to discuss, or you may call the City’s Integrity line at 866-428-1509, as referenced in the Ethics Codes section of this guide.
Cooperative or “Piggyback” Agreements
The City may take advantage of cooperative or “piggyback” agreements. Competitive bidding is not required for orders covered by these contracts. If your firm has been awarded a contract with another government agency, and can offer the same pricing to the City, please contact the Purchasing Division with information. An example of such an agreement is the California Multiple Award Schedule (CMAS).
The City utilizes an On-Call Program for contracts with professional services providers, which is managed by the Public Works & Sustainability Department. Categories covered in the program include architects, engineers, financial professionals, human resources professionals, planning professionals, project managers and others. Contracts continue for a three year period with an optional two-year update. Firms interested in applying must register on the online supplier registration system noted above.
It is the City’s policy to advertise public works projects exceeding $200,000 in the Irvine World News or the Orange County Register, as well as the following trade publications: Associated General Contractors of America; Construction Bidboard; and F.W. Dodge (The Green Sheet). The notification is also posted on the City’s website. Click on the link that states, “Supplier Registration and Bid Opportunities.”
Direct Contact with Departments
Due to the centralized nature of the purchasing function at the City, supplier representatives should contact the Purchasing Division, rather than other staff members, with new product information or questions about bids or RFPs. All potential suppliers are strongly encouraged to register online, as they will then be notified of any bidding or Request for Proposals opportunities. Suppliers are cautioned that only Purchasing staff is authorized to issue written purchase orders. Failure to follow these procedures will result in delayed payments or the return of material to suppliers.
Communications during Competitive Bid / RFP Solicitation Period
No employee or agent of the City shall discuss or otherwise communicate with any firm specific information related to an open competitive bid or Request for Proposals (RFP) process prior to bid opening or RFP award, except as follows: Questions or requests for clarification must be submitted via email to the designated project manager and buyer prior to the deadline for receiving such requests, as set forth in the bid/RFP documents. This process allows staff to respond to all questions via an addendum, which is distributed to those firms who hold the bid/RFP documents. Using the addendum process, whereby all potential bidders/proposers receive the same information at the same time, ensures a level playing field, so that no firm benefits from an unfair advantage which could be gained by way of a direct communication with a City employee or agent; however, any general questions or concerns regarding an open bid or RFP may be directed to Purchasing staff at any time.
Environmentally Preferred Products
The City strongly encourages the use of Environmentally Preferred Products such as recycled or “green” products whenever feasible. The Purchasing Division may be contacted if your firm has new Environmentally Preferred Product offerings. Please call 949-724-6180 to discuss with Purchasing staff.
Disadvantaged Business Enterprise (DBE) Program
The City has a Disadvantaged Business Enterprise (DBE) program for certain Federally funded projects. These projects are formally bid, so the Notice Inviting Bids will be published in the local newspaper and construction trade journals as noted above. The City also encourages doing business with other small businesses.
Persons with Disabilities Program
The City of Irvine is a strong proponent of providing employment opportunities to persons with disabilities. In support of this belief, the City also encourages its contractors and consultants to provide employment opportunities to this productive group of citizens. The organizations listed below provide a valuable resource to the community, and are able to assist your firm in establishing a persons with disabilities program, including providing job coaches during job training.
Goodwill Industries/O.C.
Education, Training & Employment Services
410 N. Fairview St.
Santa Ana, CA 92703
714-547-6308
http://ocgoodwill.org/
Integrated Resources Institute
Mentorworks
3951 S. Plaza Dr., Suite 140
Santa Ana, CA 92704
714-619-7973
https://www.irioc.org/
Project Independence
3505 Cadillac Ave., Ste O-103
Costa Mesa, CA 92626
714-549-3464
http://www.proindependence.org/
Vocational Visions
26041 Pala
Mission Viejo, CA 92691
949-837-7280
http://www.vocationalvisions.org/
"Emergency" as used in the Public Contract Code, means a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential services. For such purchases, a purchase order may be issued after such work has been performed, if the work is required outside of normal business hours.
The City of Irvine requires all commercial and residential businesses operating within the City to obtain and maintain an Irvine business license (Code of Ordinances Section 4-6-201) prior to conducting business.
In accordance with City Council Resolution 19-35, as of August 1, 2019, there is a $70 fee to obtain a business license for companies with 5 or more employees. The fee for companies with fewer than 5 employees is $50. An annual renewal fee of $50 will be applied to all businesses.
In addition, there is a $4 fee required by the State of California.
On October 11, 2017, Governor Brown signed into law Assembly Bill 1379, mandating cities to charge a State Fee of $4.00 to any business license application or renewal, effective January 1, 2018. This fee will provide a funding source for increased education on disability access and compliance with construction-related accessibility requirements to facilitate compliance with the federal and state disability laws.
For questions about this fee, visit the Division of the State Architect website.
The business license requirement enables the City to maintain a database of businesses that operate within the City that is used for police emergency responses, sales tax purposes, and a multitude of demographic studies. City of Irvine Business License representatives can be reached by email or at 949-724-7128. The Business License desk is open Monday through Friday from 8 a.m. to 5 p.m.
Requests for copies of public records should be directed in writing to the City Clerk’s Office. Public Information Request Forms are available on the City’s website. Click here for Public Records Requests. Or, you may contact our Records Department directly at 949-724-6281.
Firms performing services for the City are required to provide proof of insurance coverage as set forth in the applicable contract or Purchase Order Exhibit form. Generally, insurance limits are General Liability in the amount of Two Million Dollars ($2,000,000) per occurrence and Four Million Dollars ($4,000,000) annual aggregate for General Liability. Automobile Liability Insurance and Workers' Compensation are both required in the amount of One Million Dollars ($1,000,000). Professional service providers are required to carry Professional Liability (Errors and Omissions) insurance at One Million Dollars ($1,000,000) per claims made. Signed insurance certificates should be sent via email by the contractor’s insurance broker/agent to the City's insurance management service provider, as set forth in the contract or PO Exhibit document.
