The Purchasing division, part of the Finance Department, purchases high quality goods and services at the most reasonable cost from qualified, responsible, responsive vendors. We ensure that all actions are fair and impartial, and we encourage competition to ensure that all qualified companies have an opportunity to do business with the City.
Purchasing supports all City departments. We have an office supply inventory and our services include the City’s messenger & mail services.
DOING BUSINESS WITH THE CITY
Bid Notification
Bids for goods and services are posted to AmesBids. All vendors must register as a ’Supplier’ to submit a bid. Registration is free. Once registered, vendors will automatically receive notifications about new bid opportunities matching the vendor’s selected commodities.
Bid Threshold
City staff are required to request quotes, bids, or proposals for items above the competitive bid threshold of $10,000 and greater for goods and services and make awards that are in the best interest for the City.
Purchase Order Requirement
The City shall provide vendors with a purchase order for purchases in the amount of $2,500 and greater.Vendors must submit a W-9 to the Finance Department to receive a purchase order and payment.
Invoices
All invoices shall be emailed to accountspayable@cityofames.org. Vendors are required to provide sufficient detail on invoices to determine the commodity or service being invoiced and that it fulfills the contract requirements. When applicable, the detail shall be sufficient to document progress status. Payments are generated weekly.
Sales Tax Exemption
The City of Ames is a municipality and claims exemption from Iowa sales/use tax. Sales tax exemption certificates will be issued to vendors and/or contractors for use in purchasing materials. Email purchasing@cityofames.org to request a tax-exempt certificate. The City’s electric utility is considered a private entity for sales tax purposes. Contractors must pay sales, consumer, use, and similar State and local taxes for work provided. The Contractor is responsible to pay taxes on the materials and equipment that become a part of the real property. Freight and some services are exempt from taxes.
Sales Tax Exemption for Purchases by the Electric Services Department
The City’s electric utility is considered a private entity for sales tax purposes. Contractors must pay sales, consumer, use, and similar State and local taxes for work provided. The Contractor is responsible to pay taxes on the materials and equipment that become a part of the real property. In addition, there is a City’s 1% local option tax. Freight and some services are exempt from taxes.
Contractor Requirements
In addition to a W-9, contractors must provide the following to the City before work can begin.
- A acceptable Certificate of Insurance
- Iowa Contractor Registration Number from the Department of Inspections, Appeals, and Licensing
- Affirmative Action Compliance (when the award exceeds $25,000)
- Payment and Performance Bond (when the award exceeds $25,000)
Gratuities and Gifts
To maintain integrity, employees are prohibited from accepting gifts or gratuities of any form, from any vendor or potential vendor, either directly or indirectly. Gifts received by vendors will be turned over to the Purchasing Manager, who will either return the gift to the vendor or donate it to a charitable or non-profit organization on the vendor's behalf. The Purchasing Manager will send a letter of explanation to the vendor.
Surplus Disposal
Surplus items no longer needed by the City will be sold through online electronic auction at either PublicSurplus.com, GovDeals.com, or PropertyRoom.com.
Payments By Credit Card
Authorized City staff are issued a credit card to make small dollar purchases. The City’s credit cards are restricted based on the vendor’s merchant category code (MCC) and by dollar limits assigned to the cardholder.
Purchases greater than $2,500 require an authorized purchase order when purchasing using the credit card.
A detailed receipt shall be given to document the credit card charge. The receipt shall include all the required information, including vendor name, address, quantity, description of the item purchased, unit and total cost.
INTERNAL SERVICES
City Hall Office Supply Inventory
Purchasing maintains an office supply inventory located in the Purchasing Division office area. Items include commonly used office supplies such as pens, paper, letterhead, envelopes, tape, etc.
Messenger & Mail Services
Messenger & Mail Services provides sorting and delivery services for mail and parcels, including incoming, inter-office, and outgoing items.
- UPS & FedEx shipments are also sent and received daily. Outgoing UPS shipments utilize UPS' WorldShip system.
- Supplies from City Hall office supply inventory are also delivered via Messenger Services.
- A schedule is established to ensure that departments receive US Mail and inter-office mail, and parcel deliveries on a timely basis. Departments and divisions receive deliveries up to three times per day.
The City of Ames is a member of the NIGP: The Institute for Public Procurement, a nonprofit educational organization dedicated to helping governments manage tax dollars wisely.
