Solicitations and Procurement

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***New Public Works Contractor Registration Law (SB 854)***

Beginning April 1, 2015, IID can only award public works projects to contractors and subcontractors that comply with the new Public Works Contractor Registration Law (SB 854). More information is available at the following links:

State of California Department of Industrial Relations - Law SB 854 Page
Law SB 854 Fact Sheet

Contractors doing public works must register and meet requirements using the online application before bidding on public works contracts in California. The application also provides agencies that administer public works programs with a searchable database of qualified contractors. 
 

Guide to doing business with Imperial Irrigation District

The first step to doing business with Imperial Irrigation District (IID) is to introduce your firm’s product or service to IID Purchasing. For a complete list of buyers click on the tab on the left titled “Procurement Contacts”. Buyers are available to explain purchasing procedures as well as to assist in adding you to the appropriate vendor classification list(s). Often times, buyers can provide names and telephone numbers of contact personnel within the IID who directly utilize your specific goods or services.

Please refer to our new procurement policies adopted May 14, 2013 which are posted on our online solicitation system web page for the specific information generalized on this page; Policy No. 3101 - Procurement of Goods & Services and Policy No. 3130 - Competitive Procurements and Contracts. A transitional process has been initiated which will result in both procedural changes and revisions to numerous solicitation and procurement documents and forms. IID Purchasing wishes to thank current and prospective vendors and bidders for their patience and understanding while these changes are implemented and advises that respondents to solicitations give detailed attention to solicitation forms, documents and instructions to ensure compliance with changes effected during this transitional period.

Materials and services used by the IID

IID buys materials and supplies for various purposes: environmental and engineering projects, health and safety needs, construction, transportation, and administration. The products range from office supplies to irrigation pipes, construction equipment and tools to automobiles, electrical meters, transmission and distribution materials, valves and pipe.

IID also buys services that include general construction, professional and consulting services.

Informal Competitive Procurement
Informal competitive procurement is generally used when IID makes purchases of materials or services valued at $50,000 or less. Informal competitive procurement using requests for quotation are processed by our buyers. This does not apply to Construction projects expected to exceed $20,000.

  • Informal procedures are generally used whenever the IID contracts for labor, materials, supplies or services valued between $5,000 and $50,000, or for construction work less than $20,000.
  • Informal requests for quotations are solicited via phone, fax, or e-mail.
  • Buyers will attempt to obtain 3 quotations.
  • Award will be made to the vendor whose quotation response is most advantageous to the district.
  • Local Vendors are given a 5% pricing preference.
  • General liability, automotive liability, and workers’ compensation insurance will be required for all contracts which include labor or services
  • Purchase orders are issued only by IID Purchasing. Other employees within the IID are not authorized to commit the IID to a contract. Each purchase order indicates what is being purchased, the price and terms and conditions. For purchase orders, standard payment terms are net 30.

IID buyers make numerous purchases less than $50,000. The best way to find out about informal competitive procurement opportunities is to remain in contact with the purchasing buyer who handles the materials or services your firm offers. The complete list of buyers is available on the Procurement Contacts tab.

Registering your business on IID's online solicitation website for formal competitive procurement

IID’s online solicitation system website lists current formal competitive procurement opportunities. Vendors interested in responding to a sealed bid or other formal solicitation should create a profile and download the solicitation documents.

Formal Competitive Procurement
There are two types of formal competitive procurement procedures: sealed bidding and formal solicitations.

Formal competitive procurement is conducted through Invitations for Bid (IFB), Primary Request for Proposals (PRFP), Secondary Request for Proposals (SRFP), and Qualifications Requests (QR). IFB’s and Formal solicitations are used for professional, technical, maintenance, or other non-professional or unique services, and for construction projects greater than $20,000 including construction management, design/build, or EPC-type needs.

  • For projects not approved through a Major Work Authorization (MWA), IID Board of Directors approval is required if the contract is greater than $200,000.

Invitation for Bid (IFB)
Used to obtain simple, common, or routine services or materials that may require personal or mechanical skills.

  • Sealed bids are opened publically and bid prices read.
  • Specification requirements are posted for technical requirements.
  • Standard "IID terms/conditions" will apply to the contract.
  • No negotiation of contract terms is permitted.
  • Contract is awarded to the lowest priced responsive and responsible bidder.
  • Bid Bond in the amount of 10 percent of the bid price is usually required on construction projects.
  • Qualified local vendors are given a 5% pricing preference.
  • Construction contracts, at a minimum, will be required to provide performance and payment bonds.
  • General liability, automotive liability, and workers’ compensation insurance meeting minimum requirements in the standard terms and conditions will be required. Additional insurance requirements may apply based upon the requirements of the project and will be stated in the draft terms and conditions included in the bid package.

Primary Request for Proposal (PRFP)
Used to obtain complex services in which professional expertise is needed. Where different methods and approaches may be applied during performance.

  • Step 1 – A compliance review is conducted on the narrative sealed proposal portion. Responsiveness and responsibility of respondents is determined.
  • Step 2 – Separate sealed envelope containing cost proposal for qualified vendors only will opened publically.
  • Contract award will be made to lowest cost qualified respondent.
  • Negotiation of contract terms may apply.
  • Payment and performance bonds may be required based upon the project requirements.
  • Professional errors & omissions insurance as well as general liability, automotive liability, and workers’ compensation insurance may be required.
  • Qualified local vendors are given a 5% pricing preference.

Secondary Request for Proposal (SRFP)
Used to obtain very complex and/or unique services in which professional expertise and methods may vary greatly, and creative or innovative approaches may be required.

  • Contract award will be made to the highest scoring qualified vendor whose response is advantageous to the district based upon the criteria set forth in the solicitation.
  • Negotiation of contract terms may apply.
  • Payment and performance bonds may be required based upon the project requirements.
  • Professional errors & omissions insurance as well as general liability, automotive liability, and workers’ compensation insurance may be required.
  • Qualified local vendors given a preferential consideration of an automatic 5 evaluation points out of 100 available.

Qualifications Request (QR)
Used to obtain qualifications from potential service providers prior to any other type of competitive procurement or as a method to evaluate and rank professional services for a subsequent contract negotiation or multiple awards.

  • Evaluated based upon the criteria set forth in the solicitation.
  • Negotiation of contract terms may apply.
  • Payment and performance bonds may be required based upon the project needs.
  • Professional errors & omissions insurance as well as general liability, automotive liability, and workers’ compensation insurance may be required.
  • Qualified local vendors given a preferential consideration of 5 evaluation points out of 100.

Related Information

Invoicing and Payment
Payment is made only upon delivery and acceptance of materials and services or in accordance with the terms and conditions of each contract. All invoices presented for payment must include the following information:

  • Full legal business name of vendor
  • Complete remittance address
  • A unique invoice number
  • The IID purchase order or service agreement number
  • The invoice date (the date the invoice is mailed)

Please include the purchasing document number on all invoices, shipping tags, and correspondence with IID. To avoid payment delays, your invoice should be mailed to the address listed on the purchase order or service agreement. Items and prices must match those listed on the purchasing document. IID endeavors to pay invoices within thirty (30) days. IID is subject to California sales and use tax; however, this tax is not shown on purchase orders. As a political subdivision of the State of California, IID is exempt from Federal excise tax.

Insurance Requirements
Depending upon the type of procurement, IID may require vendors to submit proof of required insurance coverage prior to contract award. The specific insurance requirements will be included in the solicitation documents. Questions about insurance requirements should be directed to IID Purchasing at 760-339-9104.

Contractor Wage Requirements
Prevailing Wage
In accordance with State law, certain IID contracts require that the contractor pay its employees prevailing wages for certain categories of workers as determined by the Director of the State of California Department of Industrial Relations. If this is the case, the requirement will be included in the IID’s solicitation document. Questions about prevailing wages in the State of California should be addressed to the Division of Labor Statistics and Research, Prevailing Wage Unit, P.O. Box 420603, San Francisco, CA 94142 or call (415) 703-4774.

Gifts and Gratuities
It is the policy of IID that it shall conduct business in a fair and ethical manner. IID employees and Board members are governed by Section 81000 et seq. of the Government Code also known as the Political Reform Act. Consultants, contractors, vendors and others who do business or intend to do business with IID are also governed by the Act. For additional information please visit the Fair Political Practices Commission’s website at www.fppc.ca.gov.

Contact Information
Vendors are encouraged to contact the Purchasing Section to schedule appointments with the appropriate buyers, the main telephone number is 760-339-9253.

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DOWNLOAD / VIEW
Policy No. 3101 - Procurement of Goods & Services [PDF]
Policy No. 3130 - Competitive Procurements and Contracts [PDF]