The Santa Clara Valley Water District purchases a wide variety of merchandise and services through a centralized purchasing system. The purpose of this brochure is to acquaint you with the district’s purchasing policies and procedures and explain how you can do business with the district. Our goal is to assist you in the your marketing efforts and to promote partnerships. If this description does not answer all of your questions, please give us a call.
Centralized Purchasing
Procurement of supplies, materials, services and equipment is centralized in the Procurement and Inventory Control Unit. No other unit may commit the funds for the acquisition of goods or services. Payments may not be made for goods or services delivered without an authorized Purchase Order number or charged to a District Procurement Card.
Professional Consultants
The district often uses consultants to provide expertise in special areas. Professional consultants may be required in various specialized fields where they posses needed qualifications, exercise sound professional judgment, and accept substantial professional responsibility for their work.
Sales Visits/Hours
Office hours for sales calls are 9 a.m. to noon and 2 to 4 p.m., Monday through Friday. To save time and to ensure you receive adequate attention, please call in advance to make an appointment. Contact the receptionist at (408) 265-2600 and request the buyer’s name and phone number for the product or service you provide.
Vendor's Registration
Procurement maintains a list of interested vendors. Contact the Procurement office for a Vendor Information Form. Upon receipt of the completed form, your firm’s name will be placed on the vendor list. Due to the number of businesses Procurement deals with, submitting a completed information form does not guarantee a vendor will be notified every time a quotation or bid is solicited for that particular commodity.
Failure to respond, to three (3) request for quotes or bids may result in removal from the vendor list. To keep active on list, return all requests and mark them "No Bid."
Methods of Procurement
STANDARD PURCHASE ORDER (ALSO CALLED BLANKET ORDER): A line of credit established with a variety of vendors to allow district personnel to obtain unanticipated supplies or services directly from vendors on an as needed basis for a specific period of time, and not to exceed a specific dollar amount. Competitive price quotations may be solicited. The award may be based on criteria such as such as location of vendor to the requesting department and completeness of inventory.
FORMAL BIDDING: Isutilized when the cost of supplies, materials or equipment required on a single purchase that exceeds $2500 (unless waived by the Procurement and Inventory Control Unit Manager). This requires receiving sealed bids, publicly opening the bids and awarding the purchase to the lowest responsive bidder meeting the specifications.
INFORMAL BIDDING: Quotations for a single purchase are solicited from at least three (3) vendors, when practical. These quotes can be obtained either by phone, fax or mail. Award id made to the lowest responsive vendor meeting the specifications.
REQUEST FOR PROPOSAL (RFP): Used primarily for services and highly technical commodities. An RFP differs from a formal bid in that proposals may be solicited in a one or two step process and the award can be to the other than lowest price vendor. The following criteria are considered when evaluating which proposal is the most advantageous to the district.
- Cost to the district
- Quality of the proposed service
- Capabilities and expertise of the vendor
- Ability of the vendor to perform
- Past service/record/references
- Proposal that best meets all of the requirements of the district.
PETTY CASH: District personnel are authorized to make purchases up to $100 in cash.
Shipping
All orders must be delivered to the address specified on the Purchase Order. Vendors should not deliver goods to an alternate address unless authorized by the Procurement unit.
Changes in Orders
The Purchase Order is the district’s contract with you. The Procurement and Inventory Control Unit must approve any changes to the contract in writing.
Billing and Payment
The district requires invoices to be submitted in duplicate. The Purchase Order number MUST appear on all invoices, shipping tags, and all correspondence relevant to the order.
Payment is made only upon delivery and acceptance of all material, equipment or services as specified on the purchase order. Partial payments may be made on goods received against a Purchase Order. The district will make every attempt to process payment within 30 days.
IMPORTANT: Read the Purchase Order to obtain correct address to submit invoices. Do not assume the address is the same as a previous purchase order. The purchase order also indicates the buyer to contact if you have any questions regarding payment of invoices.
Tax
The district pays California State sales and use taxes when applicable and is exempt from Federal excise tax. Purchase Orders do not show tax on the copy mailed to the vendor.
Insurance
Vendors who perform a service for the district will be required to submit proof of insurance coverage as specified by the district Risk Manager. Questions on the district’s requirements can be answered by calling 408.265.2600 (x2213)
Bid and Performance
Bonds may be required when it is necessary to protect the interest of the district. Most contacts issued by the Procurement and Inventory Control Unit do not require bonding.
Prevailing Wage
Contracts for maintenance of District facilities require vendors to pay prevailing wages. Contact the Clerk of the Board Office for additional information on prevailing wages at 408.265.2600
Recycled Products
The district prefers to use products with recycled content and/or products that are recyclable. If you can provide the district with such products, please contact our offices.
Gifts and Gratuities
The Santa Clara Valley Water District maintains a strict policy-prohibiting acceptance by its employees of gifts and/or gratuities from any vendor or potential vendor.
Small and Local Businesses
The Santa Clara Valley Water District is committed to doing business with small and local businesses. Procurement Staff will answer general questions you may have on the district’s purchasing processes and procedures.
Purchasing Staff Contacts
Call the district phone number, (408) 265-2607, and use the following extensions: