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Purchasing decision tree

Need to buy goods or services for your department but don't know where to start? Let us help.

1

Does my transaction fall under Chapter 21?

OCA is governed by Chapter 21 of the San Francisco Administrative Code. Before starting a purchase, determine if your transaction falls under Chapter 21 of the San Francisco Administrative Code.

  • If yes, go to Question 2.
2

Is there an existing contract I can use?

Are you buying goods or services that are available on an OCA citywide contract, DT contract or your own department’s contract? Review OCA’s current citywide term contracts for commonly purchased goods and services and DT's technology agreements to help you answer this question. 

  • If yes, release a PO against the contract (or, where applicable, follow the special instructions for using the contract).
  • If no, go to Question 3.
3

Am I buying professional services, software or online content?

Purchases of professional services, software licenses and online content generally require a contract and cannot be completed using a stand-alone purchase order, regardless of the transaction amount. Departments may, however, ask their City attorney to waive this requirement and allow them to issue a stand-alone purchase order using City's standard purchase order terms and conditions.

  1. If yes, go here to learn about issuing a contract. Alternatively, if the purchase is technology-related, you may also be able use one of three options.
  2. If no, go to Question 4.
4

Is my purchase under $20K, one-time and for general services or commodities?

One-time purchases for commodities and general services can be procured using stand-alone purchase orders with City's standard PO terms. If the transaction is $20K or less, City departments are delegated with the authority to issue the purchase order without going through OCA

  1. If yes, go here to learn about issuing a one-time Prop Q PO.
  2. If no, go to Question 5.
5

Is my purchase over $20K, one-time and for general services or commodities?

One-time purchases for commodities and general services can be procured using stand-alone purchase orders with City's standard PO terms. If the transaction is greater than $20K, it must go through OCA.

  1. If yes, go here to learn more about submitting a requisition to OCA.
  2. If no, go to Question 6. 
6

Is my purchase over $20K, recurring and for general services or commodities?

Recuring purchases for commodities and general services greater than $20K will generally result in a multi-year contract issued by OCA. This is because it is generally more efficient and cost effective to put recurring transactions on a multi-year contract than buy them individually. 

  • If yes, go here to see if requesting a multi-year contract from OCA is appropriate.