VENDOR FAQ

FREQUENTLY ASKED QUESTIONS
1.  How can I get on the City’s Vendor List?
The City maintains a Vendor Database for up to one year that is used as a resource in locating prospective vendors. To add your business or firm to the Vendor Database simply complete The “Vendor Information” form which can be filled out on the City of Commerce Website at http://www.ci.commerce.ca.us/vendorinfo.asp. On the form, indicate the service or product your business can supply to the City. Vendor information can be faxed to (323) 838-4243 or mailed to:

City of Commerce
2535 Commerce Way
Commerce, CA 90040

Attn: Purchasing Division/Finance Department

For further information about the City, or about the City’s purchasing procedures, contact the Purchasing Division of the Finance Department at (323) 722-4805, Ext. 4421. You may also access all City information at our website: http://www.ci.commerce.ca.us

2.  What are the City’s terms of payment?
Net 30 days from receipt of an original invoice referencing the City’s purchase order number. All invoices require a purchase order number and are to be mailed to the attention of Accounts Payable, Finance Department, at the City address listed above.
 

3.  What provisions, if any, do local vendors receive when competing with out-of-town vendors?
The City attempts to always “Buy Commerce” first. The City accepts the lowest responsible proposal. While the City of Commerce makes every effort to utilize as many vendors as possible, it does not guarantee that your company will be contacted. All local companies are required to have a W-9 Form filled out and filed with our Accounts Payable and a current City of Commerce Business License. Business License information may be obtained by contacting the Business License Division of the Finance Department at 323-722-4805, Ext. 2525, or on the City’s Website at:  http://www.ci.commerce.ca.us/business_license.htm

4.  Is the City required to accept the lowest proposal?
In competitive purchasing situations, the City is required to accept the lowest responsible proposal. In determining the lowest responsible proposal, factors such as price, references, years of service, direct manufacturer, adherence to proposal specifications, quality of merchandise, workmanship proposed, timeliness in delivery or work schedule and other factors identified in the specifications, are all taken into consideration. The City reserves the right to reject any proposal, reject or delete any one part of a proposal and accept other parts and to make award to the lowest responsible vendor as the interests of the City may require.

5.  Do I have to comply with State and Federal mandates in my own business if I wish to do business with the City?
Yes. Certain State and Federal guidelines require contractors who work for recipients of State and/or Federal grant funding (such as the City of Commerce) must also comply with various personnel laws and regulations (e.g. prevailing wage). Proposal packages and contracts generated by the City will fully identify specific requirements that are pertinent to a particular proposal and job.

6.  Does the City require vendors to use a purchase order number?
Yes. Purchase order numbers are issued for all purchases made by the City. Vendors doing business with the City should request a purchase order number from staff at the time an order is placed to ensure payment is made in a timely manner.

7.  How can I find out what jobs or projects are available for bid?
All Community Development Department projects exceeding $50,000 will be advertised in the following trade papers: Dodge Greensheet, BidAmerica, Construction Market Data, Local Newspaper and on the City website at http://www.ci.commerce.ca.us/purchasingdiv.htm.

Smaller projects for the Community Development Department are placed on a job list and updated weekly. Although every effort is made to contact vendors for quotes when applicable, vendors are advised to keep abreast of upcoming Public Works Capital Improvement Plan (CIP) projects by referencing the trade papers and periodically viewing the City’s Website where current bids and Requests for Proposals (RFP’s) are posted. Information regarding upcoming Community Development maintenance projects can be obtained directly at the Community Development Department counter in City Hall.

Every effort is made to utilize the Vendor Database whenever quotes are required. However, each department supervisor also maintains a Vendor Contact List. Vendors who are interested in conducting business with the City are encouraged to contact the department to which they can provide services and/or products. All departments can be reached at (323) 722-4805.