How to Do Business With the City

The City utilizes a purchasing forum called “BidNet Direct.” The link below for vendor registration will take you to BidNet. You may register there and provide commodity codes related to the type of products and services your business provides (the system will help you decide which ones). Once you are registered, the system will automatically notify you via email of any solicitation the City issues relating to the commodity codes you selected during registration. 

Click on the link below, then click on the box for “Register Now” and follow the prompts to set up your log-in. For free access to the City’s solicitations, select the “Limited Access” option when asked to select a Subscription plan. If you need further assistance with the vendor registration process, please contact BidNet Direct Support Team at (800) 835-4603, option 2 for vendor support.

https://www.bidnetdirect.com/california/cityofsantaclarita

CALIFORNIA UNIFORM PUBLIC CONSTRUCTION COST ACCOUNTING ACT (CUPCCAA)

The City of Santa Clarita has elected to become subject to the State of California Uniform Public Construction Cost Accounting Act (CUPCCAA) which provides the City with flexible formal and informal bidding thresholds, helpful informal bidding procedures, and other useful tools for receiving bids. In accordance with CUPCCAA, the City is required to maintain a list of pre-qualified contractors for construction projects between $60,000 and $200,000. Each calendar year, the City establishes this list by inviting licensed contractors to submit the Contractor Pre-Qualification Application.

Contractors interested in the opportunity to be on the City’s list of pre-qualified contractors must
submit the Contractor Pre-Qualification Application. All contractors are required to have a current
license and registered with the Department of Industrial Relations (DIR).

PUBLIC CONTRACT CODE

Per California Public Contract Code 22034, any Public Works Project that under $200,000 is subject to
the informal bidding procedures set forth by the State of California Uniform Construction Cost
Accounting Act.

BIDDING THRESHOLDS FOR PUBLIC WORKS PROJECTS

As written in the CUPCCAA policy, the bidding thresholds for Public Works Projects are as follows:

Under $60,000

• Public Works Projects may be bid, but are exempt from formal bidding requirements.
• Public Works Projects may be obtained by negotiated contract or by purchase order.
• The City may select a contractor from the pre-qualified list without going through an informal or
  formal bidding process.
• Public Works Projects over $25,000 require payment and performance bonds.
• City’s recommended best practice is to acquire three quotes.

$60,000 – $200,000

• Public Works Projects must be awarded to qualified contractors submitting the lowest bid
  through the informal bidding process.
• Informal bids for Public Works Projects are sent to contractors from a pre-qualified list
  maintained and updated once a year by the City of Santa Clarita Purchasing Division.

Over $200,000

• Public Works Projects over $200,000 are subject to formal bidding procedures.
• Construction contracts exceeding $200,000 must receive City Council approval.

Purchases under $5,000

Purchase Over $5,000 but Less Than $50,000

Purchases $50,000 and Over

Request for Proposal

Bid awards are a matter of public record. Bid results, showing prices and awarded vendors can be found at: https://www.bidnetdirect.com/california/cityofsantaclarita

It is the City’s desire to maintain a competitive bid process for all purchases and to make awards for bids based on the lowest responsible and responsive bid received subject to the application of a multiple criteria award or Shop Santa Clarita procedures.

“Lowest responsible bidder” means the lowest bidder whose offer best responds in quality, fitness and capacity to the requirement of the proposed work or usage. Such factors as delivery time, quality, compatibility, references, experiences, parts and services, freight cost, etc., may play an important role in awarding a bid to the “lowest responsible bidder.”

A “responsive” bid is one that is in substantial conformance with the requirements of the specifications, the invitation to bid and the City’s contractual terms and conditions. This would also include such things as completeness of the quotation forms, inclusion of references and attachments and completion of required responses.

EXCEPTION:

The City requires invoices for payments on orders of $5,000.00 and over (under $5,000 may be paid with a credit card with the exception of any/all services). Invoices must have the Purchase Order (PO) number (again, required on orders of $5,000 and over) and must also be indicated on all shipping tags and correspondence relevant to the order.

Payment is made after receipt of invoice and delivery and acceptance of material, as specified on the PO. All invoices should be submitted to the requesting staff member with their designated department.

Questions regarding payment of invoices should be made to Accounts Payable at (661)255-4996. You will need to reference the PO and invoice numbers when calling with questions.

The City is exempt from Federal Excise Tax, but pays both sales and use taxes, when applicable. Certificates of Exemption form Excise Tax may be obtained from the Finance Department.

The City of Santa Clarita maintains a strict policy prohibiting the acceptance by its employees of gifts and/or gratuities from any supplier or potential supplier.

At this time, the primary special business program operated by the City is the Disadvantaged Business Enterprise (DBE) program for contracts funded in whole or part by the Federal government. The DBE program is regulated by the United States Department of Transportation. Under this program, the State of California has established a Unified Certification Program to simplify the application process for businesses. A business must only be certified once to become qualified for any DBE contract awarded by any agency within the state. For the City of Santa Clarita, most contracts will be for public work related items. Learn more about the City’s Small and Disadvantaged Business Enterprise: https://santaclarita.gov/city-hall/departments/administrative-services/purchasing/small-and-disadvantaged-business-enterprise-program

All bids and quotes, not using a multi-criteria award process or designated as a public project, are required to be reviewed on a local preference basis. “Local” refers to any business having a working address within City limits.  For any bid that would have been awarded to a non-local vendor, where a local vendor has come within 10% of the non-local bid, staff will contact the local vendor and offer them a chance to meet the low bid. If the closest local vendor (within 10%) is not able to meet the bid, the next lowest, local bid, within the 10% threshold will be contacted, and so on, and so on. This continues until a local bidder has accepted the chance to meet the low bid or, all local bidders within the 10% threshold have been contacted and none chose to meet the low bid. After that, the non-local bidder will be awarded the bid.

Purchasing supports City Council Resolution #09-101 by procuring and using environmentally sound products. This resolution supports the requirements of California Public Contract Code (PCC) Sections 22150-22154 which requires the City to purchase recycled products in specified categories when quality is comparable. The legislation also requires businesses to provide statements in writing as to the post-consumer content of their products. We encourage suppliers to help keep us informed of available recycled and environmentally sound products. In accordance with resolution #91-91 suppliers shall not provide any items to the City, in performance of a contract, which are tropical hardwoods or tropical hardwood products.

In compliance with the Americans with Disabilities Act, if you or someone in your firm needs special assistance to participate in a walk-through or attend a pre-bid meeting, you should contact Purchasing at (661) 286-4183. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting.

No supplier providing a service, program or activity to the public on behalf of the City shall discriminate against any person because of sex, race, color, creed, national origin or disability. Suppliers providing a service, program or activity to the public on behalf of the City shall comply with the Americans with Disabilities Act and City policy pursuant thereto when providing said service, program or activity.

This Purchase Order constitutes the entire agreement between the vendor and the City of Santa Clarita (City) covering the goods described herein (the “goods”) except as otherwise noted on the front. Failure to decline to perform in writing constitutes agreement to the terms of the Purchase Order. Time is of the essence.

TERMS AND CONDITIONS

1. PRICE: This Purchase Order shall not be filled at prices higher than specified herein. Municipalities are exempt from Federal Excise and Transportation taxes. Prices shall exclude these taxes. No charges for transportation containers, packing, etc. will be allowed vendor unless so specified in this Order. Transportation charges must be prepaid by vendor on all purchases where the F.O.B. point is other than Santa Clarita, California. All shipments shall F.O.B. Santa Clarita unless otherwise specified on this Purchase Order. These charges shall be shown as a separate item on this invoice.
2. SHIPMENT AND INSPECTION: The terms and routing of shipment shall be as provided on the face hereof, or as otherwise directed by the City. City may revise shipping instructions as to any goods not then shipped. City shall have the right to inspect any or all of the goods at vendor’s place of business or upon receipt by City at City’s election, which right shall be exercisable notwithstanding Buyer’s having paid for the goods prior to inspection. City, by reason of its failure to inspect the goods, shall not be deemed to have accepted any defective goods or goods which do not conform to the specifications therefor, or to have waived any of City’s rights or remedies arising by virtue of such defects or non-conformance. Cost of inspection on deliveries or offers for delivery, which do not meet specifications, will be for the account of the vendor. Shipping documents MUST cite this Purchase Order.
3. PAYMENT: The time period allowed for payment, as indicated on the face hereof or offered by quote or bid, shall commence upon receipt of vendor’s invoice or upon receipt of the goods, whichever is later. Invoices MUST cite the purchase order number to prevent return of the invoice to the vendor. Payments will be forwarded to: City of Santa Clarita, Accounts Payable, 23920 Valencia Blvd., Santa Clarita, CA 91355-2196.
4. RISK OF LOSS: Not withstanding any provision hereof to the contrary, title to, and risk of loss of, the goods shall remain with the vendor until the goods are delivered at the F.O.B. point specified in this Purchase Order, or if no such point is specified, then, when the goods are delivered to the City. However, if the goods are of an inflammable, toxic, or otherwise dangerous nature, vendor shall hold City harmless from and against any and all claims asserted against City on accountof any personal injuries and/or property damages caused by the goods, or by the transportation thereof, prior to the completion of unloading at City’s receiving yard.
5. WARRANTIES: Vendor warrants to and covenants with the City as follows: vendor will deliver to City title to the goods free and clear of all security interest, liens, obligations, restrictions, or encumbrances of any kind, nature, or description, the goods shall be free from defects in material and/or workmanship; unless otherwise specified in this Purchase Order, the goods shall be new and not used or reconditioned; the goods and their packaging shall conform to the description thereof and/or specifications therefor contained in this Purchase Order. In placing this Purchase Order, City is relying on vendor’s skill and judgment in selecting and providing the proper goods for City’s particular use. The goods shall be in all respects suitable for the particular purpose for which they are purchased and the goods shall be merchantable.
6. REMEDIES: In the event of vendor’s breach of this contract, City may take any or all of the following actions, without prejudice to any other rights or remedies available to City by law: (a) require vendor to repair or replace such goods, and upon vendor’s failure or refusal to do so, repair or replace the same at vendor’s expense: (b) reject any shipment or delivery containing defective or nonconforming goods and return for credit or replacement at vendor’s option; said return to be made at vendor’s cost and risk: (c) cancel any outstanding deliveries and treat such breach by vendor as vendor’s repudiation of this contract. In the event of City’s breach hereunder, vendor’s exclusive remedy shall be vendor’s recovery of the goods or the purchase price payable for goods shipped prior to such breach.
7. LABOR: If this Purchase Order covers the performance of labor by vendor on City’s premises, vendor shall indemnify and save and hold City harmless from and against any and all claims and liabilities for injury or death to any person or damage to property arising out of vendor’s performance under this Purchase Order. Vendor shall obtain and pay for public liability for injury or death to any person or damage to property arising out of vendor’s performance under this Purchase Order. Vendor shall obtain and pay for public liability and property damage insurance in an amount not less than one million dollars, and naming the City as additional insured, insuring against said injuries, deaths, and damages, and shall furnish City with insurers’ certificates evidencing such insurance, which certificates shall provide that the coverage evidenced thereby shall not be canceled except upon 30 days prior notice to City.
8. COMPLIANCE WITH LAW: Vendor warrants that it will comply with all federal, state, and local laws, ordinances, rules, and regulations applicable to its performance under this Purchase Order, including, without limitation, the Fair Labor Standards Act of 1938, as amended, the Williams-Steiger Occupational Safety and Health Act of 1970, the Equal Employment Opportunity Clause prescribed by Executive Order 11246 dated September 24, 1965, as amended, and any rules, regulations, or orders issued or promulgated under such Act and Order. Vendor shall indemnify and save and hold City from and against any and all claims, damages, demands, costs, and losses which the City may suffer in the event that vendor fails to comply with said Act, Order, rules, regulations, or orders. Any clause required by any law, ordinance, rule, or regulation to be included in a contract of the type evidenced by this document shall be deemed to be incorporated herein.
9. ARTWORK, DESIGNS ETC.:
   1. If the goods are to be produced by vendor in accordance with designs, drawings, or blueprints furnished by City, vendor shall return same to City upon completion or cancellation of this Purchase Order. Such designs and the like shall not be used by vendor in the production of materials for any third party without City’s written consent. Such designs and the like involve valuable property rights of City and shall be held confidential by vendor.
   2. Unless otherwise agreed herein, vendor at its cost shall supply all materials, equipment, tools, and facilities required to perform this Purchase Order. Any materials, equipment, tools, artwork, designs, or other properties furnished by City or specifically paid for by City shall be City’s property. Any such property shall be used only in filling orders from City and may on demand be removed by City without charge. Vendor shall use such property at its own risk, and shall be responsible for all loss of or damage to the same while in vendor’s custody. Vendor shall at its cost store and maintain all such property in good condition and repair. City makes no warranties of any nature with respect to any property it may furnish to vendor hereunder.
10. GOVERNING LAW: This Purchase Order and the contract between the parties evidenced hereby shall be deemed to be made in the State of California and shall in all respects be construed and governed by the laws of that state.
11. MISCELLANEOUS: 
    1. The waiver of any term, condition or provision hereof shall not be construed to be a waiver of any other such term, condition, or provision, nor shall such waiver be deemed a waiver of a subsequent breach of the same term, condition, or provision.
    2. Vendor shall not assign its rights or obligations under this Purchase Order without the prior written consent of City.
    3. Stenographic and clerical errors, whether in mathematical computations or otherwise, made by City on this Purchase Order or any other forms delivered to vendor shall be subject to correction.
    4. City may, upon notice of vendor and without liability to City, cancel this contract and any outstanding deliveries hereunder, (1) as to products of vendor not then shipped, at any time prior to shipment, or (2) if (A) a receiver or trustee is appointed to take possession of all or substantially all of vendor’s assets, (B) vendor makes a general assignment for the benefit of creditors, or (C) any action or proceeding is commenced by or against vendor under any insolvency or bankruptcy act, or under any other statute or regulation having as its purpose the protection of creditors, or (D) vendor becomes insolvent or commits an act of bankruptcy. If an event described in (2) of this section occurs. City may at City’s sole election pay vendor its actual out-of-pocket costs to date of cancellation, as approved by City, in which event the goods shall be the property of City and vendor shall safely hold the same subject to receipt of City’s shipping instructions.

• Resolution No 91-91
• Resolution No 93-9
• Resolution No 09-101

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, FOR THE ADOPTION OF A POLICY REGARDING PROTECTION OF TROPICAL TIMBER

WHEREAS, tropical rainforests are being destroyed at a rate of 50,000 acres per day and rainforests larger than the State of California are disappearing from the earth yearly; and

WHEREAS, the use of imported tropical timber by the United States represents a substantial loss of tropical rainforests, and scientific evidence has shown that the destruction of tropical rainforests is partially responsible for the Greenhouse Effect, as well as contributing to the death of indigenous rainforest peoples and the destruction of their culture; and

WHEREAS, the tropical rainforests are home to half of the world’s species, and the loss of these forests results in the extinction of tens of millions of species; and

WHEREAS, it is in the interest of those who live, work, and do business in the City that measures be taken to reduce or stop the destruction of tropical rainforests worldwide; and

WHEREAS, a ban on the use of tropical timber by the City would reduce demand for tropical timber, thus lessening the need to cut more tropical rainforest; and

WHEREAS, such a ban would not create shortages of building supplies, as alternative wood products are grown in a substantial fashion in temperate forests; and

WHEREAS, the ban would stimulate business and provide jobs in the United States, as many alternatives to tropical hardwoods are grown domestically.

NOW, THEREFORE. BE IT RESOLVED by the City Council of the City of Santa Clarita, California, as follows:

SECTION 1. The City Council hereby adopts the following policy:

1. The City of Santa Clarita shall not purchase any item or product which has originated in part or in whole from any tropical hardwood species listed in this section, nor shall any City sponsored event utilize such products, nor shall City Public Works contractors utilize such products.
2. Tropical hardwood species include, but are not limited to the following:

C. Exemptions: The City Council may exempt an item or product from the requirements of this section upon evidence that such item or product has no acceptable non-tropical wood equivalent, or is required in a designated historical building; and

D. Directing City staff to modify its procedures regarding purchasing by requiring each wood vendor to note on each invoice for wood products supplied to the City of Santa Clarita the identity of the manufacturer of

SECTION 2. The City Clerk shall certify to the adoption of this resolution and certify this record to be a full, true, correct copy of the action taken.

PASSED AND APPROVED this 8th day of October, 1991.

_____________________

MAYOR

ATTEST:

_______________________________

CITY CLERK

I HEREBY CERTIFY that the foregoing resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 8th day of October, 1991, by the following vote of the Council:

AYES: Council MEMBERS: Darcy, Heidt, Klajic, McKeon, Boyer

NOES: Council MEMBERS: None

ABSENT: Council MEMBERS: None

__________________

CITY CLERK

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, FOR THE ADOPTION OF A POLICY REGARDING THE PROCUREMENT OF RECYCLED PRODUCTS

RECYCLED PRODUCTS PROCUREMENT RESOLUTION

I. Definitions of Recycled Content

1. Post-consumer recovered materials. A finished material which would normally be disposed of as a solid waste, having completed its life cycle as a consumer item. Examples of post-consumer recovered materials include, but are not limited to; used newspaper, office paper, yard waste, plastic bottles, oil, asphalt, concrete and tires.
2. Pre-consumer recovered material. Material or by-products generated after manufacturing of a product is completed, but before the product reaches the end-use consumer. Examples of pre-consumer recovered materials include, but are not limited to; obsolete inventories of finished goods, rejected unused stock and paper wastes generated during printing, cutting and other converting operations. This category does not include mill or manufacturing trim, scrap or “broke,” which is material generated at a manufacturing site and commonly reused within the manufacturing process. For example, pre-consumer paper waste sources are not considered “recycled.” Components of a paper product include, but are not limited to; fibers recovered from waste water, trimmings of a paper machine rolls, sawdust, chips, wood slabs, other wood residue from a manufacturing process, and such materials sold between mills.
3. Total recovered material. The total pre- and post-consumer recovered material contained in a product.

II. Recycled Content Preference

1. The highest percentage of recycled content of “post-consumer recovered materials,” available in the marketplace; and
2. The highest percentage of “pre-consumer recovered materials,” available in the marketplace.

III. Price Preference