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Vendor Information
Vendor Registration
All vendors interested in helping Soquel Creek Water District procure materials, services, and equipment, please follow the instructions below.
- Complete New Vendor Validation Form and W-9 (PDF)
- Email completed form to accountingteam@soquelcreekwater.org
Vendor Invoice Information
Our goal is to increase efficiency in getting your invoice submitted and processed. In doing so, we must have all applicable paperwork before we can process any invoices for payment Electronic remittance is preferred. Email accounting2@soquelcreekwater.org
If you are unable to submit it electronically, you can mail it to:
Soquel Creek Water District
5180 Soquel Drive, CA 95073
Attn: Accounts Payable
The District’s Procurement Policy establishes guidelines for the competitive solicitation and selection of all purchases and procurement contracts (include link to procurement policy). Public works projects, defined to include construction (including design, inspection or surveying), alteration, demolition, installation, or repair, paid for in whole or in part out of public funds, are subject to prevailing wage requirements and contractors must be registered with the California Department of Industrial Relations’ Public Works Contractor Registration Program.
Contract Requirements
Blanket Agreement for Projects Less than $25,000
- Used for small, short-term repair or construction projects that are less than $25,000 and the scope is added on a work authorization basis.
- Used for the purchase of bulk chemicals
Maintenance Services Agreement
- Used for maintenance services that are less than $25,000 and are not time-sensitive.
Maintenance Services Agreement with Special Provisions (LDs and Bonds)
- Used for maintenance services that are greater than $25,000 or are time-sensitive for any reason and could result in a loss to the District due to delays.
Maintenance Services Letter Agreement
- Used for minor maintenance services, which are low risk and less than $15,000
Professional Services Agreement
- Used for any licensed, professional consultants. i.e., engineers, architects, accounting, geotechnical, IT, etc.
Professional Services Agreement – Task Order Basis
- Used for any long-term on-call agreements that utilize standby professional consultants that have scope regularly added to their agreement by task order.
Professional Services Agreement - with State and Federal Requirements
- Used for any licensed, professional consultants paid for through state or federal grants or loans.
- Used for securing Software as a Service when a District contract is required.
Short Form Construction Contract
- Used for small construction projects under $150,000 that do not require a formal bid process.
Small Purchase Services Agreement
- Used for non-professional services typically less than $150,000, such as installing small equipment.
- Used to grant access to District property.
Insurance Requirements (*required of all contracts)
Insurance is to be placed with insurers having a current A.M. Best rating of no less than A: VII
Certificates of Insurance*
- Insured name must be the same as the contractor named in the agreement
- District must be listed as the Certificate Holder and Additional Insured
- Evidence provided for each type of insurance required in the contract/agreement
- Must include an authorized signature
Commercial General Liability (CGL)*
- $2 million per occurrence/$4 million aggregate
- $5 million per occurrence/$10 million aggregate for construction contracts
- Must be on an occurrence basis, not claims made
- No self-insured retention allowed
- Limits can be augmented by an excess or umbrella liability policy
Automobile Liability*
- Business Auto Coverage required
- $1 million for bodily injury and property damage each accident
- Includes owned autos, hired autos, and non-owned autos
Workers’ Compensation*
- Statutory Limits & Employer’s Liability of no less than $1 million per accident for bodily injury or disease
- Waiver of subrogation required
- Sole proprietors must complete and sign a Sole Proprietor Letter prior to beginning work
- Required of all plumbers, even sole proprietors
Excess/Umbrella Liability
- May be used to supplement CGL coverage
- Declarations page must be provided
Professional Liability (Errors & Omissions)
- $2 million per occurrence/$2 million aggregate
Builder’s Risk
- Limit equal to the completed value of the project Requires a separate property certificate
- Utilizes “All Risk” (Special Perils) coverage form
Pollution Liability
- $1 million per occurrence/$2 million aggregate
Cybersecurity
- $2 million per occurrence/$2 million aggregate
Bid Bond
- A guarantee by the surety that the bidder for a public works contract will undertake the job at the quoted price and replace the bid bond with a performance bond.
- 10% of the amount of the bid
Payment Bond
- A guarantee that the contractor will pay all the bills incurred on the work performed on project to all subcontractors, suppliers and laborers.
- 100% of the amount bid
- Corporate surety authorized to conduct business in California and approved by the District
Performance Bond
- A guarantee that if the bonded contractor fails to complete the job as quoted the surety will assume the contractor’s financial responsibility to have the work completed.
- 100% of the amount bid
- Corporate surety authorized to conduct business in California and approved by the District
Maintenance Bond
- Warranty for the work for a period of 2 years after notice of completion
- 10% of the final contract amount, including change orders and addendums, subject to a minimum of $2,000
- Corporate surety authorized to conduct business in California and approved by the District