The State of Arizona institutes and administers cooperative purchasing agreements among governmental agencies and political subdivisions such as Arizona counties, cities and school districts. We actively participate in these agreements, as well as agreements through Omnia Partners, NPPGov, S.A.V.E. and Sourcewell for many of its commonly used items. Where state or other cooperative contracts are used, we do not typically conduct separate bidding. A list of state and cooperative contracts we use is available from Procurement.

If your business holds a competitively solicited cooperative contract please mention it to the department you are working with and provide them with the contract documentation to aid in the procurement process.

The following sections from the City Code apply to both city employees and suppliers as described below:

Section 24-2-1: Ethical Standards

All parties involved in the negotiation, performance or administration of city contracts are required to act in good faith. Additionally, it is the policy of the city for employees to maintain high standards of honesty, integrity, impartiality, courtesy and conduct. The procurement officer is authorized to take steps to ensure compliance with the following ethical standards:

• It is an affirmative obligation for city employees to perform their responsibilities in such a manner to assure fair competitive access to governmental procurement by responsible vendors.
• No employee of the city shall engage in acts that, in the reasonable judgment of the procurement officer, would result in a loss of confidence in the integrity of the city's procurement process. Such acts would include, but are not limited to (1) receipt of gifts or services of more than a nominal value from a prospective vendor, (2) statements to a vendor that they will be awarded the contract based on personal knowledge or relationships with city employees without an evaluation of their submittal, (3) failure of a city employee sitting on a review committee to disclose any prior or current conflict or business or financial relationship with a proposed vendor, (4) criticism of one vendor to another vendor who is competing for the same procurement prior to contract award, or (5) any acts similar to those outlined in subsections (1) through (4) of this section. For purposes of this procurement code, nominal value is defined as $50.00 or less from any single party during any single event or gift and not an aggregate amount in excess of $500.00 in any calendar year.
• City employees responsible for participation in procurement by virtue of their positions shall make reasonable efforts to ensure that contractors doing business with the city are aware that such contractors are expected to observe these same ethical standards. Violation of these standards shall constitute grounds for termination of a contract with the city and debarment of the vendor from doing any further business with the city.

We engage in varied activities while providing municipal services for residents. A great variety of equipment, supplies and services must be purchased in support of these operations. Examples of operations include: police and fire protection, water production and distribution, airport operations, traffic engineering, street maintenance, wastewater treatment, operating libraries, museums, parks facilities, recreation activities, planning and zoning, economic development and inspection services.

If you sell a commodity or provide a service that we need, and if your prices and services are competitive, we are interested in you. If you are unsure of the city department that utilizes your commodity or service, Procurement can direct you to a department who may be interested.

Nominal Value Purchases

Competitive quotations are not required for purchases of goods & services or repairs/maintenance under $10,000. Purchases under $10,000 are made using a Purchase Order or by a procurement (credit) card.

Informal Purchases

Invitation for Bid (IFB)

One option used for the purchase of goods and services or repair/maintenance exceeding $100,000. Notice of the IFB is sent electronically to all registered vendors for that commodity or service based on the codes used in Bonfire. The IFB contains specifications, contractual terms and conditions, and the evaluation criteria for the award. Awards are generally made to the lowest responsive and responsible bidder. All bids and the bid tabulation are available for public inspection after the bid opening.

Request For Proposal (RFP)

Another option used for the purchase of goods and services or repair/maintenance when they exceed $100,000. This method may be used if Procurement determines that the use of competitive sealed bidding is either not practical or not advantageous to us. Notice of the RFP is sent electronically to all registered vendors for that commodity or service based on the codes used in Bonfire. The RFP contains specifications, contractual terms and conditions and the evaluation criteria for award. Proposals are usually scored, or ranked, and the results are documented in an evaluation summary report. The award is made to the company whose proposal is most advantageous to us. Information contained in the proposals is not generally disclosed until after the evaluation is completed.

Request For Qualifications (RFQ)

Another option used for the purchase professional services or as otherwise required by ARS Title 34 (exceeding $100,000 for any professional service or exceeding $500,000 for Architectural and Engineering services). Notice of the RFQ is sent electronically to all registered vendors for that commodity or service based on the codes used in Bonfire. The RFQ contains specifications, contractual terms and conditions and the evaluation criteria for award. Proposals are usually scored, or ranked, and the results are documented in an evaluation summary report. The award is made to the company whose proposal is most qualified to us. Final scope and price are determined after the selection of most qualified. Information contained in the proposals is not generally disclosed until after the evaluation is completed.

The City Manager has delegated responsibility and limited approval authority for certain types of purchases as follows:

The Procurement Division of Finance is responsible for all goods, services and construction purchased by the city. Other departments may gather quotes, but do not have the authority to bind the city in a contractual relationship.

The Community Services Department has specific individuals given limited approval authority for the express purpose of qualifying services unique to the programs the department offers (e.g. professional entertainment and art programs).

We reserve the right to reject any or all bids, proposals or quotes and to waive any informality in evaluation of proposals or bids. We reserve the right to accept or reject any specific item or group of items within a bid, proposal or quote unless the supplier states that it is an "All or Nothing" offer. The evaluation of responses and/or quotations and the determination of the supplies, materials or services offered, shall be the responsibility of the city and will be based on the needs and intended use, the quality/quantity of information furnished by the respondent, as well as other relevant factors.

Single Requirement, Firm Price

Term Contracts

All companies intending to do business or receive payments from the city must register as a vendor in the city’s financial system using the Vendor Access portal. Additional information on registering as a vendor can be found at our Vendor Services page.

If you are interested in submitting quotes for procurements under $100,000, you can make direct contact with the department looking for the products or services you offer. If you are unsure which department might use your product or service, please contact Procurement.

To participate in formal solicitations and receive automatic solicitation notices, please visit Bonfire Interactive to set up your free registration.

Providing your company information through our procurement portal (Bonfire) does not automatically add your business to our active vendor files in the city’s financial system.

Purchasing operations are centralized with the city’s Procurement Division in the Department of Finance. Procurement reviews purchase requests for compliance with established policies and procedures and conducts all formal solicitation efforts. Departments may obtain quotes and hold meetings with potential suppliers to identify current industry offerings, and if those goods or services align with the department’s mission and are in the best interests of the city.