Supply Services

Services

• www.rampla.org – the Regional Alliance Marketplace for Procurement (RAMP) site is a free service provided by the City of Los Angeles and the Mayor’s Office of Economic Development. View and download information about all contractual opportunities offered by the City of Los Angeles in one convenient location as well as find up-to-date certified sub-contractors to complement your project bid.  Our goal is to have your business grow in the City of Los Angeles. For more information visit the RAMP website at www.rampla.org. All suppliers wishing to do business with the City are highly encouraged to register, sign-up for email notifications regarding open bid opportunities, and upload company documents for compliance purposes. (external service) 
• lavss.lacity.org – once you register with RAMP, you will need to register your company on the City’s new LAVSS site. Here your company can view current bidding opportunities, submit bids electronically, update company information, submit invoices electronically, track payments and more! (external service) 
• The Distribution Center – General, also known as DCG is located on the second floor of Piper Tech.  DCG receives deliveries, stocks shelves, and prepares and delivers orders for departments throughout the City.  They also monitor the stock within the warehouse, track the demand of items, and make adjustments to inventory when needed. For information on how to order from the DCG, please click on the link at the bottom of the page. 
• Salvage services – The Salvage Warehouse is located in the basement at Piper Tech.  This section receives a diverse allotment of items ranging from vehicles, tires, copper wiring, metal scraps, office furniture and other supplies from various City departments. These items are then recycled, disposed of, or put up for auction. For information on how to salvage equipment or learn more about the services they provide, please click on the link at the bottom of the page.

If you have any general questions or would like to learn more about doing business with the City of Los Angeles, please contact the general help desk at 213-928-9500 or email us at gsd.centralp@lacity.org.

General Bidding Information

• Competitive Bidding:
  • The City’s Primary Method of Obtaining Solicitations
    • The City makes purchases under the authority granted in the City Charter. Competitive bidding is the primary method for obtaining solicitations. Competitive bids are not subject to negotiations. Awards are made to the lowest and best responsible bidder meeting specifications and on the basis of the lowest ultimate cost to the City. Competitive sealed proposals are subject to negotiations and awards are made subject to the criteria stated in the proposal. Only the Purchasing Agent is authorized to commit the City for the purchase of equipment, materials or supplies. No payment will be made for goods delivered without a purchase order number or contract.
  • How can my business do business with the City of Los Angeles?
    • For companies that would like to start doing business with the City of Los Angeles, there are two sites that they will need to register for:
      • The RAMP site is a free service provided by the City of Los Angeles and the Mayor’s Office of Economic Development. View and download information about all contractual opportunities offered by the City of Los Angeles in one convenient location as well as find up-to-date certified sub-contractors to complement your project bid.  Our goal is to have your business grow in the City of Los Angeles. For more information visit the RAMP website at http://www.rampla.org. All suppliers wishing to do business with the City are highly encouraged to register, sign-up for email notifications regarding open bid opportunities, and upload company documents for compliance purposes.
      • Once you register with RAMP, you will need to register your company on the City’s new LAVSS site. Here your company can view current bidding opportunities, submit bids electronically, update company information, submit invoices electronically, track payments and more!
• After registering your company on the two sites above, please see below for the City’s Bidder Instructions and General Terms and Conditions.
• If your company has any additional questions regarding doing business with the City of Los Angeles, please give us a call at 213-928-9500, email us at askvss@lacity.org / gsd.centralp@lacity.org or visit the Supplier and Customer Relations office:

111 East First Street
Room 110,City Hall South
Los Angeles, CA 90012

General Purchasing Information

• The Supply Services Division adheres to the purchasing practices of the California Association of Public Purchasing Officer’s (CAPPO) and the National Institute of Governmental Purchasing (NIGP)
• Plant Visits
  • City Procurement Analysts/Supervisors are encouraged to visit supplier’s facilities. Plant visits enable Procurement Analysts/Supervisors to broaden their knowledge of the materials sold and evaluate a supplier’s ability to meet the City’s Needs. Arrangements for plant visits should be made in writing through the Purchasing Agent.
  • In accordance with the City of Los Angeles Code of Ethics, City employees may not accept gifts or entertainment. Suppliers are requested to cooperate in this regard by not making any such offers to employees.
• Purchase Orders / Annual Contracts
  • Purchase orders are issued after awards are made to the successful bidders. On RFQ’s required annually, a contract is executed in accordance with the specifications and a copy is mailed to the successful bidder. It is expected that the suppliers will fulfill orders in good faith and in accordance with the specification and RFQ/proposal as accepted. If orders cannot be completed as specified, please notify the Purchasing Agent’s office immediately. Goods are inspected at the point of delivery. Payment cannot be made until, acceptance is acknowledged by the receiving department.
  • On occasion disputes arise regarding specifications suppliers believe to be restrictive, or awards perceived to be inappropriate. In accordance with established purchasing general conditions, suppliers must notify the Procurement Analyst/Supervisor in writing at least five working days prior to RFQ opening date, detailing why the specification is restrictive. If it is determined that the specification is indeed unnecessarily restrictive, an addendum will be released to all prospective bidders with the modified specification.
• Supplier Performance
  • Supplier performance is evaluated according to timeliness of delivery, quality or performance of goods/services supplied, accuracy of quantity delivered and accuracy of billing. If these terms of the contract are breached substantially, the Purchasing Agent may terminate the contract and deem a supplier “non-responsive” for a period of time.

Payment Services

• The Payment Services Section is responsible for processing invoices for payment for the purchase of materials, goods and supplies for the City of Los Angeles
• E-Payables
  • After an 18-month effort, between GSD, the Office of the Controller and the Office of Finance, the City of Los Angeles went live with the E-Payables program on March 18, 2019. This innovative program allows the City to pay select vendors via commercial credit card, allowing vendors to receive payments more quickly and reducing the City’s paper usage and fees associated with issuing paper checks. If your company is interested in participating in this program or would like to receive additional information, please contact the Payment Services Director, Beatriz Rubio, at beatriz.rubio@lacity.org.
• FMS Payment Processing Requirements
  • What is required?
    • The City requires that specific information be included on every invoice submitted for payment. Failure to include this information will delay the payment process.
      
      FMS Order Numbers (valid PO number) – When an order is placed, Departments have been instructed to provide all vendors with an FMS order number. Failure to obtain an FMS order number results in payment delays. Stores Multi-use Form (SMUF) numbers and MMS numbers should NOT be accepted in place of FMS numbers.
  • When submitting invoices to Payment Services Section, the order number must be referenced on the invoice
    • Correct Pricing – Contract pricing or quoted pricing for non-contract purchases should be reflected on the Invoice. The invoice should match the same unit of measure reflected on the contract, i.e. lbs, gal, ft, inches. Discrepancies will cause payment delays.
      
      Additional Charges – Additional charges such as freight or delivery, if applicable, must be quoted at the time the order is placed. Invoices with Freight Charges exceeding $75.00 must be accompanied with freight bill documentation; otherwise payment process will be delayed until the freight bill is provided. If additional charges are included on the invoice and not reflected on the FMS order, delays will likewise occur.
      
      Partial Shipments – If partial quantities are shipped, invoices should only reflect the quantity shipped.
      
      It should be noted that before an invoice can be processed for payment, items must be received and accepted by City personnel electronically into the FMS System.
      
      In addition to providing accurate and complete information on invoices, the City requires that every supplier doing business in the City obtain a Business Tax Registration Certificate. Payment to suppliers not complying with this requirement will be delayed until the information is provided.
  • Where to send invoices
    • All invoices for FMS orders should be sent to:
      • FMS Payment Services Section
        Piper Technical Center
        555 Ramirez Street, Suite 312
        Los Angeles, CA 90012

• Invoices can also be sent electronically to gsd.centralinvs@lacity.org or submit electronically on the LAVSS site (lavss.lacity.org).
• The Department of General Services is committed to providing fast and efficient response for processing payment for items purchased. With your cooperation in providing the required information on every invoice, we can achieve our goal of processing payments within agreed upon payment terms.
  
  For Payment Services contact information, please view this attachment.

• Thank you in advance for your cooperation in assisting the City in meeting its goals.

Supplier Programs and Requirements

• The City’s Business Inclusion Program
  • The Business Inclusion Program (BIP) is a social program designed and introduced by the Mayor’s Office, in order to provide an equal opportunity in the performance of City contracts to a wide range of business enterprises. City’s prime contractors shall assist the City in implementing this policy by taking all reasonable steps to comply with it. All prime contractors shall attend the pre-bid or pre-proposal meeting scheduled by General Services to inform all proposers of the requirements for any specific bid/project for which they are bidding for. The requirement may be waived if the proposer certifies it is informed as to those bid/project requirements and has participated in a City-sponsored or City-approved matchmaking event in the prior 12 months. Failure to attend a meeting or obtain a waiter prior to the meeting will result in the bidder being deemed non-responsive. For training materials regarding the BIP process, please visit rampla.org.

BIP Outreach Documentation & Process link: (In Construction)

RAMP BIP Walkthrough (link to PDF) link: https://www.rampla.org

• RFQ Bidder Instructions and General Terms and Conditions
  • The City of Los Angeles utilizes standard Bidder Instructions and standardized General Terms and Conditions for the City’s Purchasing Agent opportunities:
• Contract Compliance Requirements and Programs
  • Business Tax Registration Certificate (BTRC)/Vendor Registration Number (VRN)

The City requires that each vendor shall maintain or obtain as necessary a BTRC or VRN number from the Office of Finance. Suppliers may contact the Office of Finance at (213) 978-1521, or in person:

City Hall
200 N. Spring St.
Room 101
Los Angeles, CA 90012

Assigned BTRC/VRN account numbers should appear on every invoice for goods or services delivered to the City. Delays in payment may occur for invoices that do not show a valid TRC/VRN account number.

• Non-discrimination (ND) / Equal Employment Practices Provisions (EEPP)

The City requires any vendor that contracts with the City for services, materials, or supplies, shall not discriminate in any of its hiring or employment practices, shall comply with all provisions pertaining to non-discrimination in hiring and employment, and shall require Affirmative Action programs in contracts in accordance with the provisions of the Los Angeles Administrative Code (LAAC).

• Affirmative Action

Bidders must comply with the City’s Affirmative Action Ordinance No. 184292.

• Small Local Business (SLB)

To aid SLBs located in Los Angeles County, City Ordinances 153662, 165973, and 173186 grant a preference of 10% for contracts of $100,000 or less. A qualified declaration must be filed not less than five (5) days prior to bid opening and must be renewed yearly.

• Local Business Preference Ordinance

Under City Ordinance No. 181910, certified Local Business Enterprises (LBE) are eligible to an 8% preference (for local prime contractors), or up to a 5% preference (for local subcontractors) on City contracts in excess of $150,000.More information about this ordinance and information on attaining certification as an LBE can be found on the RAMP website (http://www.rampla.org).

• Sweat-free Procurement Ordinance

In accordance with City Ordinance 176291, contractors doing business with the City must make a good faith effort to ensure that they and their subcontractors shun sweatshop practices and adhere to workplace and wage laws. The City therefore requires that all contractors who enter into contracts with a value in excess of $25,000 and a term in excess of three (3) months, sign an affidavit stating that they, to the best of their knowledge, and their subcontractors will comply with the City’s Contractor Code of Conduct.

WRC Reports Link: (In Construction)

• Environmentally Preferred Purchasing (EPP) Program

The City’s EPP program and policy are being implemented as part of the procurement process. City Ordinance 180751 has been established and incorporates the Recycled Products Purchasing Program and Ordinance.

EPP is defined by the Environmental Protection Agency as the procurement of products or services that have a lesser effect on human health and the environment when compared with competing products or services that serve the same purpose.

The City’s EPP policy states that the City shall promote the use of environmentally preferable products in its acquisition of goods and services. Environmental factors to be considered in selecting products include pollutant releases, waste generation, recycled content, energy consumption, depletion of natural resources, and potential impact on human health and the environment. Suppliers are encouraged to offer environmentally preferable products to the City at competitive prices.

• Slavery Disclosure Ordinance (SDO)

In accordance with City Ordinance No. 175346 and its subsequent amendments, unless otherwise exempt, a company selected for award to a contract must complete an affidavit disclosing any and all records of participation or investment in, or profits derived from, slavery during the slavery era (including slaveholder insurance policies). The company must complete and submit the affidavit and any required documents before a contract can be executed.

• Hardwood Policy

It is the policy of the City of Los Angeles that the City does not contribute to the destruction of the Earth’s tropical rainforests. Any tropical hardwood purchased by the City must be certified as harvested in a sustainable manner. The certifier must be accredited by the Forest Stewardship Council or other similar internationally recognized or successor organization.

• Americans with Disabilities Act (ADA)

As a covered entity under Title II of the Americans with Disabilities Act, the City of Los Angeles does not discriminate on the basis of disability and, upon request, will provide reasonable accommodation to ensure equal access to its bids, programs, services, and activities.

• Contractor Responsibility Ordinance

Under City Ordinance No. 173677, prior to awarding a contract, the City makes a determination that the prospective contractor is one that has the necessary quality, fitness, and capacity to perform the work set forth in the contract. Based on established thresholds, bidders may be required to complete and submit with its bid a questionnaire which provides information needed to determine if the bidder meets a number of criteria, including management expertise, technical qualifications, experience, organization, material, equipment and facilities necessary to perform the work, financial resources, etc.

• Child Support Obligations

All contractors and subcontractors performing work for the City are required to comply with reporting requirements and wage and earning assignments relative to legally mandated child support.

• Living Wage Ordinance

Under City Ordinance No. 184318, except where specifically exempted, companies must provide their employees with a minimum wage, health insurance, a minimum number of compensated days off for sick leave, vacation, or personal days, and a minimum number of compensated days off work.

• Service Contractor Worker Retention Ordinance (SCWRO)

City Ordinance No. 184293 applies if at the conclusion of the terms for a service contract with the City, or with those receiving financial assistance from the City, competition results in the awarding of a service contract to what may be a different contractor. Despite desired changes through the process of entering into new contracts, it is the experience of the City that reasons for change do not necessarily include a need to replace workers presently performing services who already have useful knowledge about the workplace where the services are performed. Retaining existing service workers when a change in contractors occurs reduces the likelihood of labor disputes and disruptions and assures continuity of services to citizens of Los Angeles.

• Equal Benefits Ordinance (EBO)

City Ordinance No. 175115 and its subsequent amendment(s) ensure that benefits are provided equally to employees with spouses and employees with domestic partners, or a cash equivalent is provided.

• Municipal Lobbying Ordinance

City Ordinance No. 169916 regulates persons who are paid by others to attempt to influence City decisions. It requires certain individuals and entities to register with the City Ethics Commission and requires public disclosure of certain lobbying activities.

Any bidder for a contract shall submit with its bid a certification, on a form proscribed by the City Ethics Commission, that the bidder acknowledges and agrees to comply with the disclosure requirements and prohibitions established in the MLO if the bidder qualifies as a lobbying entity under the ordinance.

• First Source Hiring Ordinance (FSHO)

City Ordinance No. 179281 and its subsequent amendment(s) require service contractors who hire new employees to perform work on a City contract to see employee references through referrals from the City and other agencies interested in training and finding employment for the traditionally unemployed or under-employed.

Reports

Scorecards

Contract IT Purchases

Contact Us

Supply Services (Procurement):
Director – Troy Lee, troy.lee@lacity.org 213-928-9506
Assistant Director – Connie Espinoza, connie.espinoza@lacity.org 213-928-9546
Automotive Commodity Group Supervisor – Claudia Landrum, claudia.landrum@lacity.org 213-928-9556
Construction and Building Maintenance Commodity Group Supervisor – Martha Medina, martha.medina@lacity.org 213-928-9536
General Operations and IT Commodity Group Supervisor – Kitty Pai, kitty.pai@lacity.org 213-928-9529
Industrial Commodity Group Supervisor – Brillando Valmonte, brillando.valmonte@lacity.org 310-648-5665
Public Safety Commodity Group Supervisor – Sandy Ke, sandy.ke@lacity.org 213-928-9547

Supply Services Commodity / Procurement Analyst Contact List

Supplier and Customer Relations:
Director – Maiyo Lara, maiyo.lara@lacity.org 213-928-9525
Front Desk/General Help-Desk – gsd.centralp@lacity.org / askvss@lacity.org 213-928-9500
Personnel/Public Records – Carrie Lemus, carolyn.lemus@lacity.org  213-928-8396
Inventory – Brad Duvall, brad.duvall@lacity.org 213-928-9543
Sweat-free / Blanket Authorities –  Brian Swanson, brian.swanson@lacity.org 213-928-9541
BIP / Vendor Outreach – Gerald Chong, gerald.chong@lacity.org 213-928-9544
Supplier Performance –  Christine Rosenberry, christine.rosenberry@lacity.org 213-928-9554
Records Retention – Carrie Lemus, carolyn.lemus@lacity.org  213-928-8396

Payment Services:
Manager – Beatriz Rubio, beatriz.rubio@lacity.org 213-473-8130
Assistant Manager – Allison Tse, allison.tse@lacity.org 213-473-8133

FMS 2.0 System Support:
Manager – Alfred Lopez, alfred.lopez@lacity.org 213-473-8129
FMS 2.0 Procurement Help-Desk: 213-473-8595

Distribution Center – General (DCG) Office:
213-473-8050 or nate.allen@lacity.org

Salvage Section:
213-473-8200 or gsd.salvagehelp@lacity.org