Procurement Process (Non-public works)

California Government Code Section 54202 requires that every local agency adopt policies and procedures, including bidding regulations, governing purchases of supplies, services and equipment and that purchases of supplies, services and equipment by the local agency be in accordance with adopted policies.

These laws and rules are to assure that business conducted with suppliers is fair, ethical and competitive. The following are methods and types of OCSD’s procurements

• Requests for Proposals (RFP) – procurement practice of soliciting sealed proposals. Award is based on a variety of factors such as qualifications, work plan, references.
• Notice Inviting Bid (NIB) – procurement practice of soliciting sealed bids. Award is based on the lowest responsive, responsible bidder.
• Request for quotes – informal quotations for low dollar items or services. Quotes may be requested by phone, fax, mail, e-mail or in person.
• Sole Source – parts or services that may only be obtained from a single source are purchased directly without competitive bids. However, firm prices, delivery, and discounts are requested prior to the order. Sole sources must be justified and verifiable.

All OCSD’s non-public works purchases of materials, services and equipment are made only by authorized purchase orders issued by the Contracts, Purchasing & Materials Management Division. Additions or changes to purchase orders are not permitted without consent of the Contracts, Purchasing & Materials Management Division. No individual outside the Contracts, Purchasing & Materials Management Division can commit OCSD to a procurement.

Public Works Construction Practices

California Contract Code Section 20780 et seq. provides that expenditures for public works projects exceeding $35,000 shall be contracted for and let to the lowest responsible bidder after notice. OCSD’s contracting practices for public works construction shall be in accordance with California public contract law, assuring that business is conducted in a fair, ethical, and competitive manner. OCSD’s public works construction contracting, for expenditures exceeding $35,000, is accomplished through the method of invitations for bid (IFB). IFB is the procurement practice of soliciting sealed bids. Award is based on the lowest responsive, responsible bidder.

Business Hours

Business hours are from 7:00am to 5:00pm, Monday through Thursday and 7:30am to 4:00pm on Fridays. Call the Contracts, Purchasing & Materials Management Office at (714) 593-7850.

How to Avoid Bid/Proposal Rejection

• Always submit your bid or proposal before the date and time stated in the IFB/Notice Inviting Bid or Request or Proposal document.
• Sealed bids and proposals shall be date/time stamped by the Administration Building Receptionist or in the Contracts, Purchasing & Materials Management Division.
• Late submittals will not be accepted and the supplier has the sole responsibility to ensure that the bid or proposal is delivered before the date and time due.
• Read the bid or proposal documents carefully.
• Enclose all required submittals.

Insurance

In all instances where Contractor or Service Provider personnel enter OCSD’s property to repair, install, service, construct, consult etc., OCSD requires insurance verifying coverage pursuant to OCSD’s insurance requirements. Be prepared to provide proof of insurance coverage with OCSD named as additionally insured.