Procurement Policy
The District’s Procurement Policy is the guiding document for all procurement activities conducted by the District. Review the Administrative Code, Part 4. Financial Matters to view the District's Procurement Policy.
Basis for Award
The District will affect procurements that are in the best interest of the District. The selection process may utilize a proposal evaluation method or price competition. The process chosen shall be determined by the nature of the procurement.
Methods of Procurement
The District’s methods of procurement include the following: purchase orders, contracts, agreements, and leases. Depending on the District’s requirements, a purchase order or a specific type of contractual document will be issued. Standard District terms and conditions typically accompany all procurements.
Authorized Procurements
All procurements made by the District require the issuance of a purchase order, contract, or agreement. Each procurement instrument will have a unique document number. Referencing the procurement document number is essential when conducting business with the District, and must be included on all vendor invoices and shipping documents. Proceeding without the appropriate procurement instrument may result in a rejected shipment or invoice.
Ethical Procurement Practices
The District intends to maintain good working relationships with its suppliers and service providers, as well as the community at large. Every employee has the ability to influence the opinions of others through daily interaction with the business community. In their personal contact with suppliers and service providers, employees shall represent the best interests of the District by conducting business in a fair, equitable, and ethical manner.
Procurement activities shall be conducted in accordance with the following standards for ethical conduct in procurement as recommended by the Institute for Supply Management (ISM):
- Impropriety: Prevent the intent and appearance of unethical or compromising conduct in relationships, actions and communications.
- Conflict of Interest: Ensure that any personal, business and other activities do not conflict with the lawful interests of your employer.
- Influence: Avoid behaviors or actions that may negatively influence, or appear to influence, supply management decisions.
- Responsibilities to Your Employer: Uphold fiduciary and other responsibilities using reasonable care and granted authority to deliver value to your employer.
- Supplier and Customer Relationships: Promote positive supplier and customer relationships.
- Sustainability and Social Responsibility: Champion social responsibility and sustainability practices in supply management.
- Confidential and Proprietary Information: Protect confidential and proprietary information.
- Reciprocity: Avoid improper reciprocal agreements.
- Applicable Laws Regulations and Trade Agreements: Know and obey the letter and spirit of laws, regulations and trade agreements applicable to supply management.
- Professional Competence: Develop skills, expand knowledge and conduct business that demonstrates competence and promotes the supply management profession.
Sales Calls and Contracts
District staff resources are limited. Unscheduled visits by vendors are not encouraged. Office hours are from 7:30 a.m. to 5:00 p.m., Monday through Thursday and 7:30 a.m. to 4:00 p.m. Friday, excluding District holidays. You may schedule an appointment with procurement staff by contacting the appropriate procurement staff member.
Vendors are encouraged to forward product and service literature to our mailing address, attention “Procurement.”
Public Record
With limited exceptions, records generated by or in the possession of the District are subject to the Public Records Act, California Government Code Section 6250 et. seq. As such, documents submitted to the District by a vendor are subject to disclosure to the general public.
Insurance
When the vendor’s personnel or their subcontractors enter District property to repair, install, service, maintain, construct or consult, the District requires that the vendor provide insurance documents, including Certificates of Insurance and Endorsements, verifying sufficient coverage. Typical insurance coverage includes, but is not limited to: general liability, automobile liability, workers’ compensation, and professional liability (where applicable).
Delivery
Requirements for delivery are specified in all requests for bids/proposals, on all purchase orders, and in all contractual documents. The respective purchase order or contractual document number must appear on all shipping documents. Failure to do so may result in rejection of the shipment or a delay in payment.
Payment
Payment will be made only after delivery has been affected, the goods or services have been accepted, and the vendor’s invoice has been received. The District’s payment terms are net 30 days after receipt of the invoice unless otherwise specified on the respective purchase order or contractual document.
Gifts and Gratuities
The District recognizes the responsibility of all of its employees to maintain positive relationships with all its vendors and believes this can be accomplished in a professional manner without gifts or gratuities interfering with and/or influencing employees. The District maintains a policy expressly prohibiting the acceptance of gifts or gratuities from any existing or potential vendors. Vendor compliance with this policy is appreciated.
Surplus Equipment & Material
West Basin Municipal Water District disposes of surplus equipment and materials by a public auction process. The District currently uses the website Public Surplus for the disposal process.
Surplus Equipment and Material