Steps for Selling to the City
How to sell products or services to the City of Yuma.
1) Responding To Bid Solicitation
Purchasing, or the requesting department, may contact you for:
Telephone Quotations:You may receive a call from Purchasing, or a Department Purchasing Liaison, who will provide you with all the information needed to bid. You have the option to state your quote during the conversation or to call back. It is your responsibility to respond by the deadline. Otherwise, your opportunity to bid is forfeited.
Written Quotations:You will receive by fax or mail, information necessary to respond to the bid or notification of availability of the bid.
Information Package:The information package consists of a bid form, specifications of the item or service to be purchased, and the terms and conditions governing the bid that are a part of the actual contract if you are awarded the bid. (Specifications: A description of goods or services requested).
Read all instructions carefully. Failure to properly complete bid forms and comply with all instructions may result in the disqualification of your bid. If you have questions or need assistance, call the person identified on the form.
Hand delivered written quotations must have a date and time stamped on them by an employee of Purchasing, or the requesting department.
Only written quotations properly received and date stamped by the scheduled time of opening will be accepted. All others will be returned unopened and are not considered in the award.
No bid may be withdrawn or modified after the bid opening.
2) Obtaining Bid Award Results
Bids are awarded to the lowest responsive/responsible bidder meeting the specifications. Bids will be read and tabulated, then analyzed by the buyers and requesting department to determine the lowest responsive/responsible bid meeting the specifications. The City reserves the right to waive any informality, reject any and all bids or any part of a bid, or re-advertise for all or any part of a bid as it deems necessary in the City’s best interest.
Telephone Inquiries: If you wish to inquire by telephone, refer to the bid number identified on the bid package.
Attendance: You may attend the bid opening to hear the bid quotations.
3) Learning Responsibilities When Awards Bid/Contract
The contract is a purchase order from the City to you unless the City and you enter a written contract. It is the awarded bidder’s responsibility to sign and return all contract documents issued by the City.
Delivery of Goods/Services: An official City purchase order is your authorization to deliver. Make sure you have a purchase order before any delivery is made. Delivery of goods/services must be in accordance with the City’s written or verbal instructions. Acceptance of delivery is based on the receiving department’s inspection and approval.
4) Receiving Payment
To obtain payment for goods/services provided, you must submit an invoice itemized, as to quantity, part number (if any), and description. Further, invoices must indicate the name of the department, division, or section to which the merchandise was delivered or received, and the City of Yuma purchase order number.
Mail all invoices to: City of Yuma, Finance Department, ATTN: Accounting Division, One City Plaza, Yuma, AZ 85364
Invoices are normally paid within 30 days after receipt of supplies or invoice, whichever is later. Questions regarding payment should be directed to the Finance Department, Accounting Division, telephone number, (928) 373-5000 x1724 or (928) 373-5000 x1726.
For More Information
If you have questions or require more information about soliciting items, contact the City of Yuma Purchasing Division.