Helpful Information for Suppliers, Consultants and Contractors
We appreciate your interest in doing business with Vista Irrigation District. We hope this information will be useful to you. This document summarizes the District's purchasing policies and procedures and other relevant information; it is not intended to be a complete statement of the District’s purchasing policies and procedures. Should you have any questions or require additional information, please contact us.
Supplier, Consultants and Contractor List
Due to the large number of contacts with the Purchasing Agent, the District does not maintain a supplier, consultant and contractor list. The Purchasing Agent makes his/her best effort to contact a variety of firms that provide the needed goods and/or services. Suppliers, consultants and contractors are encouraged to contact the Purchasing Agent regarding their products, services and qualifications.
Methods of Procurement
Open Market: Materials, equipment and services costing less than $6,000 may be obtained without using formal or informal bidding procedures. The originating department shall acquire supplies, equipment and services at the lowest possible cost commensurate with acceptable quality.
Informal Bidding ($6,000 - $60,000): The Purchasing Agent shall obtain at least three quotations (based on specifications and/or scope of work provided by the requesting department) and determine the supplier, consultant or contractor most advantageous to the District.
Formal Bids (over $60,000): Equipment, materials or non-professional services costing more than $60,000 will require a formal bidding process. This process typically involves issuance of a request for proposals/bids, submittal of formal proposals/bids and a formal purchase award by the Board of Directors. Formal bids must be sealed, on District forms, and can be submitted in person or by mail. Formal bids may not be submitted via telephone, email or facsimile.
Specifications/Scope of Work
Written specifications and/or scope of work are used in the request for proposal/bidding process to describe the material/equipment or services needed. In addition to the specifications, certain terms and conditions governing purchases are also outlined in request for proposals/bids documents.Approved Materials List
Basis for Award
It is the District's desire to procure goods and services at the lowest possible cost, awarding purchases and contracts based on the lowest responsible and responsive bid received. "Lowest responsible bidder" means the lowest bidder whose offer best responds in quality, fitness, and capacity to the requirement of the proposed work or usage. Such factors as delivery time, quality, compatibility, references, experience, parts and services, freight costs, etc., play an important part in awarding a purchase order or contract to the "lowest responsible bidder”.
A “responsive” bid is one which is in substantial conformance with the requirements and/or conditions. This would also include such things as completeness of the forms, inclusion of references, attachments, etc. In the event a supplier offers alternate items to what are specified, it is important that adequate information accompanies the bid so that a fair evaluation can be made of the alternate. The District will be the final judge as to the acceptability of alternate item(s).
Formal Bid Results
Sealed bid openings are open to the public and suppliers submitting a proposal/bid are encouraged to attend. Bid awards are a matter of public record. Summaries of bids with prices and awards are available by contacting the Purchasing Agent.
Purchase Order/Formal Agreement
In general, material and equipment purchases made by the District require a purchase order. Formal agreements are required for all services (professional and non-professional) being performed for the District; a purchase order will also be issued based on the pricing specified in the agreement.
Change Orders/Agreement Amendments
The executed purchase order or agreement is the District's contractual document with the supplier, consultant or contractor. Therefore, any change to the purchase order and/or agreement must be in writing and authorized by the General Manager or his/her designee. District personnel may NOT make verbal changes to the purchase order or agreement.
Delivery and Inspection
All shipments are to be made to the Vista Irrigation District headquarters, F.O.B. Destination, unless otherwise specified. Requirements for delivery are specified in all requests for quotes/bids and in all agreements. Variations from the specifications make a shipment subject to rejection.
Billing and Payment
The District requires invoices for each purchase. The purchase order number should appear on all invoices, packing slips and correspondence relevant to the order. Failure to do so may result in delay of payment. Payment is made after receipt of an invoice, delivery and acceptance of goods or services provided.
The District attempts to pay all invoices within thirty (30) days of receipt of an invoice and acceptance of goods and/or services. Questions regarding payment of invoices should be addressed to the Purchasing Agent or designated District staff. Suppliers with questions should reference the purchase order number when making inquiries.
In instances in which consultant’s or contractor’s personnel enter District property to repair, install, service, construct, consult, etc., the District requires a certificate of insurance verifying coverage pursuant to the District's insurance requirements. Should insurance be required, the District will notify the consultant/contractor of requirement coverage.
Thank you for your interest in working with us.