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Information & Guidance
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Purchasing and Contracts

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Valley Water procures a wide variety of goods and services from laboratory equipment and information technology products, to engineering and infrastructure maintenance and repair services and more.

We utilize PlanetBids, a third-party platform, for our e-procurement portal. Registering in this portal is the best way to stay informed about current and upcoming business opportunities with Valley Water. You can also visit the portal to view current and upcoming business opportunities and information on awarded contracts even if you choose not to register.

Vendors must register with Valley Water’s PlanetBids system to receive notification of upcoming contracting opportunities and to submit a bid or proposal. Even if you were registered with Valley Water’s previous procurement web portal, Contract Administration System (CAS) or have registered with PlanetBids for another agency, you must complete the Valley Water registration. Please click the link below to register in Valley Water PlanetBids.

Click here to access Valley Water PlanetBids

PlanetBids customer support is available to assist you with creating and managing your vendor account if needed. Please see the Help Center on the Valley Water PlanetBids portal or the information listed below for assistance.

SCVWD Procurement Portal: https://pbsystem.planetbids.com/portal/48397/portal-home

Phone:                (818) 992-1771

Business Hours: 5:00 a.m. – 5:00 p.m. / M – F (PST)

If you have questions regarding a current or upcoming Valley Water solicitation or need additional assistance, please contact us at [email protected].

Public Access to Bid Information on PlanetBids

PlanetBids provides easy access to the following information, which includes:

  • Line item information
  • Documents
  • Prospective bidders
  • Bid results
  • Awards

Accessing this information does not require a public records request. For information beyond what is listed above, please submit a public records request. For more information on this process, visit https://www.valleywater.org/how-we-operate/public-records

Please verify the information you need is not available on PlanetBids before submitting a public records request.

Guidelines

Valley Water procures goods and services in accordance with the District Act and all local, state and federal laws.

Insurance requirements

Depending upon the type of procurement, Valley Water may require bidders 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 addressed with the Risk Manager at 408-265-2607 ext. 2213.

Contractor safety qualification

Valley Water is committed to minimizing risk to the public, contractors, and Valley Water employees by contracting only with businesses whose safety programs meet Valley Water standards. Vendors who bid on work that involves certain high risk activities will be required to complete and submit a Contractor Safety Qualification Packet. Work activities that trigger this requirement include construction, maintenance, and other activities with associated life safety critical tasks or operations, such as assembly and use of scaffolding, lockout/tagout, confined space entry, working at elevated locations, live electrical work, excavation or trenching, tunneling, hot work, or any other activity that requires specialized training to prevent serious injury or a catastrophic event. The Contractor Safety Qualification Packet will be included in the solicitation documents for each project as required. Questions about safety requirements should be addressed with the district’s Environmental Health and Safety Manager at 408-630-2812.

Prevailing and living wage policy

Prevailing Wage

The State of California Department of Industrial Relations has determined prevailing wages for certain categories of workers. Some Valley Water solicitations may include the requirement to pay prevailing wages. Questions about prevailing wages in the State of California should be addressed to the Division of Labor Statistics and Research, Prevailing Wage Unit, PO Box 420603, San Francisco, CA 94142. (415) 703-4774.

Living Wage

It is the policy of Valley Water that persons doing work on, for or on behalf of Valley Water should be paid at least a living wage and reasonable time off. Visit the Living Wage Policy page for more information:

https://www.valleywater.org/livingwage

Protest procedure

Basis of protest

Protests shall be based only on the protestor’s belief that one or more of the following situations occurred:

  1. Valley Water failed to follow the procedures and adhere to requirements set forth in the solicitation or any addendum thereto
  2. The solicitation contained restrictive specifications
  3. There was misconduct or impropriety by water district officials or evaluation committee members
  4. There was abuse of process or abuse of discretion by water district officials or evaluation committee members

Filing a protest

Protests must be sent in writing, by certified and registered mail, or personally delivered to:

Santa Clara Valley Water District

Attn: Purchasing and Contracts Manager

RE: Protest of Award (list RFP# and Project Name)

5750 Almaden Expressway

San Jose, CA 95118

A protest alleging restrictive specifications or improprieties in the solicitation documents or process must be received at least three (3) work days prior to the proposal due date and time.

All other protests occurring after award of the contract must be submitted within five (5) business days after Valley Water’s issuance of the Consultants Not Selected email. Protests that are not timely received will be dismissed, and the proposer waives all further rights to have Valley Water consider or reconsider Valley Water’s decision to award the contract.

Content of protest

The written protest must contain the following information:

  1. The name, street address, email address, telephone and facsimile number of the firm or individual submitting the protest (protestor)
  2. Signature of the protestor or its representative
  3. A clear statement of the basis for the bid protest
  4. Copies of any relevant documents
  5. The form of the relief requested.

Protest resolution

Valley Water will provide a response within ten (10) work days of receiving the protest. Valley Water, after the ten (10) calendar day appeal waiting period, may elect to withhold a pending contract award until the protest is resolved or proceed with the award and implementation of the contract. Valley Water’s Deputy Administrative Officer will issue the Final Determination by certified mail to the protestor.

Small and Local Business Program

Valley Water promotes business and economic development by providing contracting opportunities for goods, equipment, services, professional services, and construction to small and local businesses.

Small Business Enterprise Program

The District's Small Business Enterprise Policy is currently being updated. No consideration nor preference points will be given in solicitations issued by Valley Water.

Local Business Enterprise Program

Valley Water offers a 5% preference on bids for goods and qualifying consultant services to local businesses.  A local business has a principal business office operating legally within Santa Clara County, or a regional, branch or satellite office with at least one full-time employee located in Santa Clara County.

Connect with Us

HOTLINE: 408-630-2992
Email: [email protected]

Request prior bids and other public records: [email protected]