Purchasing

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Thank you for your interest in working with the District. LVMWD is committed to maintaining a fair and open purchasing process for both the District and its vendors while striving to obtain the best possible products/services for the District in a financially prudent matter.

Purchasing primarily focuses on goods and services while Engineering handles the more detailed Public Works - Contracts such as pipeline replacement. Purchasing partners with the various departments to obtain quality goods and services at the best competitive price and terms and recognizes the importance of vendor input.

Vendors are encourage to complete the Vendor Information Sheet in order to share their knowledge, expertise, and insight.

Doing Business with LVMWD

The District maintains a list of interested vendors for the various goods and services which may be needed. Vendors are encouraged to complete a vendor information sheet which is filed by commodity/service. Upon completion of a Vendor Information sheet a vendor may also contact the purchasing department to request an appointment. An appointment is required for all sales calls to ensure staff has adequate time to allow proper introduction of your firm and product. Completing a vendor information sheet does not guarantee that a supplier will be notified every time a quotation or bid for a particular commodity or service is issued. It does however let the District know a vendor is interested and the commodity/service offered by the vendor.

Once a vendor has been selected additional detailed company information such as a completed W-9 will be required prior to payment. Vendors must comply with the District’s standard terms and conditions. Depending on the type of commodity or service, insurance may also be required. If so, the appropriate insurance certificate/endorsements must be on file with the District prior to any delivery or work being completed.

Standard Terms and Conditions

Goods Purchase Order Terms and Conditions (PDF)

Services Purchase Order Terms and Conditions (PDF)

Insurance Requirements

The District’s standard minimum insurance requirements are listed below. Requirement’s may vary depending on the type of product or service being offered. The general and automobile liability policy(ies) shall be endorsed to name District, its officers, employees, and agents as additional insured regarding liability arising out of the Work. Vendor’s coverage shall be primary and shall apply separately to each insurer subject to a claim or lawsuit, except with respect to the limits of the insurer’s liability. District’s insurance if any, shall be excess and shall not contribute with Vendor’s insurance.

Type   Limits
General Liability (GL)   $1,000,000 per occurrence / $2,000,000 aggregate
Product Liability   $1,000,000 per occurrence/ $2,000,000 aggregate
Automotive Liability   $1,000,000 per accident
Workers Compensation   CA Statutory limits
Employers’ Liability   $1,000,000 per occurrence

Vendor Registration

Vendors are encouraged to complete a vendor information sheet which is filed by commodity/service. Purchasing uses this information when soliciting quotes. Completing a vendor information sheet does not guarantee that a supplier will be notified every time a quotation or bid for a particular commodity or service is issued.

Vendor Information Sheet

Bidding Opportunities

Purchases under $35,000 are made using an informal bid process which generally includes obtaining a minimum of three quotes. Purchasing partners with department end users to develop specifications. Vendors are contacted for quotes via phone, e-mail, or fax. Quotes are evaluated and a vendor is selected. As a public entity the primary basis of award is price, however, in addition to cost factors such as delivery schedule, compatibility, warranty, and references may be considered.

Purchases over $35,000 are made through a formal sealed bid process. Bids are advertised, complete bid packets with detailed specifications are made available to interested parties, bids are publicly opened on specified date and time, and final award must be approved by Board of Directors prior to purchase order being generated. Notices of formal bid opportunities and recent awards are posted on the web site.

Surplus Vehicles & Equipment

Approximately one time per year the District reviews its fleet vehicles & equipment. Units deemed past their useful life, typically older and/or with high mileage/hours, are contracted for sale with an auction house. The local community is notified of the date, time, and location through Public Information announcements.

Contact Purchasing

You may contact the District’s purchasing division by phone, e-mail, fax, or mail. 

Office Hours: Monday – Thursday, 7:30 AM TO 5:00 PM; Friday, 8:00 AM TO 5:00 PM

Las Virgenes Municipal Water District
Attn: Purchasing
4232 Las Virgenes Road
Calabasas, CA 91302
818-251-2115 phone
818-251-2116 fax 
gbullock@lvmwd.com

Frequently Asked Questions - (FAQs)

  1. How can I demonstrate a product? Complete a vendor information sheet and contact purchasing for a sales appointment. Purchasing will share information with appropriate department and contact vendor for a demo if deemed appropriate.
  2. What is the process for scheduling a sales appointment? Contact purchasing by phone or e-mail. After evaluating the need an appointment may be scheduled.
  3. Can I provide additional literature such as line cards or catalogs? Additional information can be mailed to the purchasing or provided during a scheduled sales appointment.
  4. Are equals acceptable on quotes? Generally speaking equals are acceptable pending district approval unless specifically listed on request for quote/bid. When quoting an equal it is important to state manufacturer name and part number to facilitate staff’s review and final acceptance. There are some applications where compatibility, reliability, and design are critical and equals will not be allowed.
  5. Does the district offer any local or minority owned vendor preference when evaluating quotes/bids? No. While some public entities use vendor preferences during the bid evaluation period LVMWD does not currently have an approved vendor preference policy in place.

(updated February 21, 2017)

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