Vendors and Contractors

Doing Business with The Housing Authority

VENDOR ANNOUNCEMENT
IMPORTANT NOTICE - CHANGE TO
ELECTRONIC BIDDING SYSTEM

The Housing Authority of the County of San Joaquin (Housing Authority) is proud to announce that we will now be using Public Purchase, a web based e-Procurement service. In order to begin, or continue to, receive bid notifications as a current vendor you must register with this new system. This process will only take a few minutes. The two-step registration process/instructions are detailed below in the Instructions section.

The conversion to the new Public Purchase e-procurement system will begin on August 16, 2016. Please register as soon as possible and no later than September 1, 2016 so that you have uninterrupted access to our bids and the notification of our bids.

INSTRUCTIONS

1. Register with Public Purchase:

Use the link below to begin the registration process. It can take up to 24 hours for your account to become active. You will receive an email from notices@publicpurchase.com letting you know your account is activated. Be sure and add this email address to your contacts to avoid the bid notification emails being sent to your junk folder.

https://www.publicpurchase.com/gems/register/vendor/register

If you are already registered with Public Purchase previously please proceed directly to Step 2.

2. Register with the Housing Authority:

  1. Once you have received your activation email from Public Purchase log into www.publicpurchase.com and accept the terms and conditions of use.
  2. Click on the "Tools" tab, Click on the "Agencies" tab.
  3. This will take you to the agency search page. In the agency name box type in the name of the agency. Leave the "new agency since" box blank. Make sure Registration Status says "ALL". Click on "search" this will bring up the agency below, to the far right of it you will see "view" and "Register" click on the "Register" link to complete the vendor registration with the agency.

It is important that this second part of the registration is complete or you will not receive notifications of upcoming quote opportunities from the Housing Authority. It is your responsibility to keep the information up to date, particularly the contacts and email addresses.

Why the switch?
Using this service will make the quoting process easier for us and our suppliers. The Public Purchase eProcurement System was designed exclusively for use by Government Agencies and their Vendors.

Benefits to Us
This eProcurement system is compliant with all Federal and State regulations, which determine the required procedures for Government Agency purchasing practices. This service will also create an up to date vendor database, which will be hosted on Public Purchase's servers and will allow suppliers to easily update and change their information as needed.

What benefits to You?
This eProcurement system will create a single location in which to view open Requests for Quotation and award information for previous RFQ's issued through the Public Purchase website. This system will also provide you with automatic notification and transmittal of bid solicitations to vendors. In addition, Public Purchase gives you access to bid opportunities with other government entities. All of this is provided at no charge to you.

If you need any assistance with this process please contact Public Purchase at support@publicpurchase.com. Or use their Live Chat during business hours. It can be found in the upper left corner of the web site.

Doing Business with the Housing Authority

The HACSJ procures a wide variety of materials, supplies, equipment, construction and consultant services. All procurement procedures are conducted in full compliance with the Federal standards stated in the Code of Federal Regulations 24 CFR 85.36 and 2 CFR, the HUD Procurement Handbook No. 7460.8, REV 2, and the HACSJ Procurement Policy. Procurement opportunities are divided into two categories: Informal Procurements and Formal Procurements.

The HACSJ actively outreaches to Section 3 Residents, Minority-Owned Business Enterprises (MBEs), Women-Owned Business Enterprises (WBEs), and Disadvantaged Business Enterprises (DVBEs) including disabled and veteran-owned businesses in fulfillment of its policy to promote contracting opportunities for such businesses. Contact the Procurement Department at (209) 460-5036 or email Heidi Lane at hlane@hacsj.com for more information.

The HACSJ Procurement Process

Informal Procurements

Informal Procurements are generally procured using the Quote for Small Purchases (QSP) process. This is the standard method the HACSJ Procurement Department uses to acquire goods or services below $100,000.00. This informal QSP process means formal proposals are not required and formal protest procedures do not apply. The HACSJ reserves the right to issue modifications to any QSP at any time, award the proposed project to more than one firm, reject all proposals, and ask for any clarifications or verifications from Proposers at any time. Best value is the primary basis for award.

Generally, a QSP announcement is issued and posted in the "Procurement Opportunities" section below. The announcement identifies a complete description of the product or service requested. Quotes are to be received in writing before the closing time and date specified on the announcement and may be submitted either in person, by fax, by email, or by mail to the HACSJ Business Office or as instructed in the QSP announcement.

Formal Procurements

All Purchases of $100,000 or more are solicited using the formal procurement processes such as the Invitation For Bid (IFB), Request for Proposals (RFP), or the Request for Qualifications (RFQ) processes. Whereas contracts for IFBs are generally awarded to the lowest responsive and responsible bidder, awards for RFPs and RFQs are not based solely upon price. Awards for RFPs and RFQs are made on the basis of determining the best value for the HACSJ, so other factors, such as qualifications and experience of principals and staff; methodology and management approach; understanding of the project and the HACSJs objectives; technical superiority; financial stability; experience; and history of the firm, are taken into consideration. The HACSJ may also use formal procurement processes for procurements under $100,000 if so doing is in the HACSJs best interest.

Procurement Opportunities

HACSJs current procurement solicitations are listed below. The documents posted are in Portable Document Format, PDF. To view these PDF documents you will need a program such as Adobe Acrobat Reader or something similar. Adobe as well as other companies provide this software free of charge. To download this program, simply click the link below and follow the instructions Adobe provides on their web site. Although the HACSJ prefers a competitive process to acquire goods and services, in unusual circumstances, where the procurement need can be adequately justified in accordance with policy and regulation, a Sole-Source selection may be made. In order to open the files provided below you will need to have .pdf reading software. If you do not have this software please click the link below to download and install the software on your computer.

INFORMAL PROCUREMENTS

Quote for Small Purchases

FORMAL PROCUREMENTS

Invitations for Bid (IFB), Request for Interest (RFI), Request for Proposals (RFPs), and Request for Qualifications (RFQs)
RFP 1718-007: Relocation Consultant Services
Housing Choice Voucher Project Based Voucher Award Notice:

Helpful HACSJ Procurement Documents

Board of Commissioners | Employment Opportunities | Vendors/Contractors | Employee Access

Housing Authority of the County of San Joaquin
448 South Center Street
Stockton, California 95203
(209) 460-5000 - TDD (209) 466-5735