doing business with the otay water...
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Doing Business with the Otay Water District
Trisha FerrandSan Diego Contracting Opportunities Center & Procurement Technical Assistance [email protected]
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Otay Water District at a Glance SERVICE AREA: 125.5 Square miles, or
approximately 80,140 acres
POPULATION SERVED: Approximately 220,213
WATER SOURCE: Carlsbad Desalination Plant
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Otay At a Glance
OPERATING BUDGET: $89.1 Million for 2015-2016
CAPITAL IMPROVEMENT PROGRAM: $11.1 Million for 2015-2016
OPERATIONAL RESERVOIRS: 40 Potable, 4 Recycled
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Otay At a Glance
OTHER MISCELLANEOUS WATER FACILITIES:
- 730 miles of potable water mains - 88 miles of sewer mains- 104 miles of recycled water mains- 20,676 potable water valves- 1,492 recycled water valves- 5,963 fire hydrants
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OtayWater District Boundary
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Otay Water District
SUPPLIER'S GUIDE
PURCHASING DEPARTMENT
See your handout
The Supplier’s Guide is also available at:
www.otaywater.gov/supplier-guide/
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Otay Water District Our aim is to help you in your sales effort and to
promote a climate of good business relationships with the District
The District needs responsible suppliers who can supply its needs promptly, economically, and with the desired quality and quantity
Suppliers are also called contractors, vendors, consultants, etc.
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Sales Calls and Contacts
Visits are by APPOINTMENT ONLY from 9 am to 3 pm Tuesday through Thursday
Call (619) 670-2222 to make an appointment
Purchasing and Facilities Manager is Kent Payne: [email protected]
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Staff Directory by Department
Click on the name to see the email address
Click on departments to see more contacts
www.otaywater.gov/contact-us/
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What Do You Talk About? Do they buy your product or service?
When will they next be buying it?
Could you be sent copies of relevant bids in your area?
Any licenses, bonding, insurance, certs, or pre-qualification required?
Tell them what small business preference programs you qualify for
The District does not retain a bidders list, but ask what information you can send them
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Office Location2554 Sweetwater Springs Blvd.,
Spring Valley, CA 91978
Get a map and directions at: www.otaywater.gov/contact-us/
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Office Location
2554 Sweetwater Springs Blvd.Spring Valley, CA 91978-2004
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List of Services and Supplies Designated for Small Business Outreach Program
Professional Services
Archaeological Corrosion Monitoring Cultural Mitigation Environmental Mitigation Material Testing Welding Inspection & Testing
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List of Services and Supplies Designated for Small Business Outreach Program
Construction Services
Access Road Maintenance Asphalt Repair & Replacement Block Masonry Carpenter/Handyman Service Cathodic Protection Clearing & Grubbing Concrete Concrete & Demolition Curb & Gutter Disinfection
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List of Services and Supplies Designated for Small Business Outreach Program
Construction Services
Dust Control Earthwork Restoration Earthwork Transport & Disposal Electrical Excavation Fencing Grading HVAC Hydroseeding Instrumentation & Controls
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List of Services and Supplies Designated for Small Business Outreach Program
Construction Services
Landscaping Miscellaneous Metalwork Mechanical NPDES Compliance Measures Painting Paving Pipeline Appurtenances Plumbing Roofing Sanitation Services
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List of Services and Supplies Designated for Small Business Outreach Program
Construction Services
Security Guard Services Site Security Lighting Trucking Structural Steel Repair Telemetry Traffic Control Trash Removal Welding
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List of Services and Supplies Designated for Small Business Outreach Program
Other Materials, Services & Supplies
Aerial Photos Catering Computers Doors, Frames & Hardware Furnishings Hatches Insulation
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List of Services and Supplies Designated for Small Business Outreach Program
Other Materials, Services & Supplies
Miscellaneous Valves Precast Valve Vaults Sealants & Caulking Signage Steel Plates Waterproofing Windows & Skylights
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Contracting Opportunities
The Otay Water District is a public agency and must therefore comply with all applicable laws under California Government Code Section 4526 and District Policy Number 21. Participation of Disadvantaged Business Enterprises (DBEs) is always encouraged.
Each fiscal year, the District identifies and budgets for specific Capital Improvement Projects that the Board approves at the beginning of each fiscal year.
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Methods of Procurement
Blanket Purchase Orders
Non-Construction Purchases Under $5,000: No bid
Non-Construction Purchases Over $5,000: Informal bid
Purchases For Construction Services Over $35,000: Formal Bids
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Blanket Purchase Order
Allows a supplier to sell goods or services as follows:
On an as-needed basis Under specific pricing arrangements For a specified period of time
Vendors are selected through a competitive process
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Non-Construction Purchases
Non-Construction Purchases under $5,000 No bid
Over $5,000, requires competitive price quotations generally through informal bid process
A formal bid process could be conducted via sealed bid or negotiated procurement (two processes are described in a later slide)
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Non-Construction Purchases
May or may not be formal specifications
Informal quotes may be submitted via telephone, mail, fax, or in person
Formal quotes must be made in accordance with the District’s requirements established for that bid
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Purchases for Construction Services Over $35,000
Formal bids are required
Bids must be sealed and on District forms
Can be submitted via telephone, email, fax or in person
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Purchases for Construction Services Over $35,000
May be sealed bids process, in which the bid openings are open to the public
May be negotiated procurements process, in which all formal written proposals are available to the public upon contract award
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Bid Results
Sealed Bids
Sealed bid openings are open to the public Suppliers are encouraged to attend Bid awards are public record Abstracts of bids showing prices and awards are
available from the Purchasing Department Sealed bid results are NOT given by telephone, in
order to eliminate the possibility of an error
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Bid Results
Negotiated Procurements
Are based upon formal written proposals
Are confidential during the bidding process
Are made public only after full execution of the signed contract
Except for manufacturing processes clearly identified by the bidder as proprietary, all information contained in the proposals shall become public record and is available upon request
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Specifications
Written specifications are prepared by the District and are reviewed to eliminate undue restrictions and limitations which unnecessarily restrict competition
Specifications will describe the scope of work, required level of quality, quantities, delivery point, and other relevant terms and conditions
Read all terms and conditions carefully!
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Specifications If called upon to provide chargeable pre-purchase services
in development of specifications, you MUST contact the Purchasing Department and request a purchase order for those services
Also ask the department you assisted to list you as a “suggested supplier” on their requisition so the buyer can send you a bid package
The help you offer the District in development of specifications cannot be considered when a purchase is made
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Basis for Award
It is the District’s desire to develop maximum competition
A construction award is based on the lowest responsible and responsive bid received
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Basis for Award
“Lowest responsible bidder” means the lowest priced bidder whose offer best responds to the requirement in terms of quality, fitness, and capacity (can you do the job?)
“Responsive bid” is a bid which is in substantial conformance with the specifications, the invitation to bid, and the contractual terms and conditions (did you follow the instructions of the invitation to bid?)
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Basis for Award
Important Factors
Completeness of forms References Experience Delivery time or ability to meet schedule Quality Parts availability and service Freight costs
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Delivery and Inspections
All shipments are FOB Destination
Delivery requirements are specified in all bids, purchase orders, and contracts
Deviations from delivery specifications may result in rejection of the shipment
Do not make delivery without an authorized purchase order or contract number
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Billing and Payment
Invoice is required for each purchase
Purchase order or contract number MUST appear on all invoices, shipping tags, and correspondence pertaining to the order or contract. Failure to do so may result in delay of payment.
Payment is made after delivery, acceptance of goods or services, and receipt of invoice
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Billing and Payment
Submit invoice to:
Otay Water DistrictAccounts Payable2554 Sweetwater Springs BlvdSpring Valley, CA 91978-2004
Normal payment is Net 45
Preferred manner of payment for items under $5K is Cal-Card (VISA).
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Insurance Requirements
In all instances requiring supplier personnel to enter District property to repair, install, service, construct, or consult, the District requires a certificate of insurance to verify coverage
Whenever insurance is required, the supplier will be provided with complete coverage requirements at the time bids or proposals are requested
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Americans With Disabilities Act
If someone requires assistance to participate in a job walk or to attend a pre-bid conference, contact the buyer to request such assistance
The District will make every effort to provide reasonable accommodations to all suppliers
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Equal Opportunity
It is District policy to provide equal opportunity to all suppliers
No supplier or District employee shall discriminate against any person or business because of gender, pregnancy, childbirth or related medical condition, other medical condition, race, color, religion, national origin, ancestry, physical or mental disability, marital status, age, sexual orientation or any other protected class (as recognized by the U.S. Equal Employment Opportunity Commission or California Department of Fair Employment and Housing)
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Gifts and Gratuities
The District expressly prohibits the acceptance of gifts or gratuities from any current or potential supplier
All suppliers are expected to fully adhere to this policy
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Find Contracting Opportunities
At our website:www.otaywater.gov/purchasing-bids/
Or by registering for free at:
www.otaywater.gov/vendor-registration-bidsync/
http://www.otaywater.gov/vendor-registration-bidsync/
Register for FREE Bid Notifications
BidSync Advantages Receive email notifications from Otay
Water District and other public entities based on your company profile
Log into your BidSync home page to see all your bid matches
Download bid packages for free Place free ads on bids, as Prime Seeking
Sub or Sub Seeking Prime Track your bidding activity Update your profile at any time
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www.bidsync.com
https://www.bidsync.com/bidsync-app-web/vendor/register/Login.xhtml
It’s Easy to Access Technical Assistance
48https://support.bidsync.com/home
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See Who Won the Bid
Would you like to see everything the winning bidder submitted?
50www.otaywater.gov/engineering-bids/
You can!
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See Upcoming Bids
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Thank you for your Participation!
Trisha FerrandSenior Procurement Specialist
www.ptac-sandiego.org