The steps you need to take and the information to have so you can become a vendor and partner of TID.
In all instances in which a supplier’s personnel enter Turlock Irrigation District property to repair, install, service, construct, etc., the District requires General Liability and Auto Liability Insurance. The Certificate of insurance is required and must also name the Turlock Irrigation District as “Additional Insured,” and must include Workers’ Compensation Insurance Coverage.
Whenever insurance is required on a Purchase Order, the vendor will be supplied with complete requirements for coverage. Some vendors have their carriers issue the Certificate to cover “all operations” for the District, which eliminates the need to provide a Certificate of Insurance for each project. Contact the Purchasing office at (209) 883-8401 for further information on this requirement.
Written specifications are used in the bidding process to describe the level of quality required for the purchase. Unless otherwise specified, all merchandise purchased is new and unused.
In addition to the specifications, certain terms and conditions governing purchases are outlined in the bid request form. Award is made to the supplier who meets all specifications, terms and conditions, including delivery requirements, and offers the lowest price. Cash and term discounts are encouraged and may be considered in the evaluation of a bid award.
Bid, payment, and performance bonds are required only when it is absolutely necessary to protect the interests of the District. They may be required on certain projects, depending on the complexity of the procurement and dollar value.
A Blanket Purchase Order (BPO) allows a vendor to sell goods to the District on an “as-needed” basis at specific prices or under a specific pricing formula for a specified period of time (usually one year or more). A supplier holding a BPO shall not ship goods until an authorized District employee issues a written or verbal release for specific goods to be supplied pursuant to the BPO. Only items which are described on the BPO may be purchased. The supplier must reference the BPO number on all invoices and documentation.
The Purchase Order is the District’s contract with the supplier. Therefore, any change to that contract must be in writing and authorized by purchasing personnel.
The District is exempt from federal excise tax by federal law. However, prices quoted by vendors shall include California state sales tax. Unless otherwise stated, all applicable taxes should be included on invoices. California sales tax is paid directly to out-of-state vendors, if the vendor is licensed to collect such tax. If an out-of-state vendor does not collect the sales tax, the District must pay the sales taxes directly to the State of California.
The District prefers that no employee shall accept any gifts and/or gratuities from any supplier or potential supplier.
Consideration will be given to local vendors if quality, price, and other pertinent conditions are equal. A local vendor is defined as a company established within the District’s service area.
District specifications define the quality and performance required for each purchase. Variations from the specifications render a shipment subject to rejection. In addition to quality condition checks at delivery, purchases are subject to inspection for conformity with specifications. Such inspections may be made at the supplier’s plant, upon delivery or when the items are later applied to their intended use. A supplier’s record of compliance with specifications is an important factor in evaluating buying sources.
