Information for Vendors.
The Purchasing Division is here to assist you in competitively obtaining Albuquerque Bernalillo County Water Utility Authority business. The following information has been prepared as a brief introduction to doing business with the Albuquerque Bernalillo County Water Utility Authority.
Should you have questions that are not answered here, please do not hesitate to call the Purchasing Division at (505) 289-3227. Carefully review all procurement documents you receive and if you should have any concerns, questions, or comments do not hesitate to contact us immediately.
The purpose of this manual is to acquaint you with the procedures used for carrying out purchasing by the Albuquerque Bernalillo County Water Utility Authority. If you have questions that are not answered in this general guide, call or visit the Purchasing Division at:
Albuquerque Bernalillo County Water Utility Authority
505 Marquette NW (14th Floor)
Albuquerque, New Mexico 87102
B. What the Albuquerque Bernalillo County Water Utility Authority Buys
The Albuquerque Bernalillo County Water Utility Authority is continuously looking for responsible vendors to supply goods and services. If your prices are competitive and your service is reliable, you may have the ability to conduct business with the Albuquerque Bernalillo County Water Utility Authority. The Albuquerque Bernalillo County Water Utility Authority purchases more than $50,000,000 worth of products and services through the Purchasing Division each year. Additionally, in excess of $40,000,000 is expended for public works projects administered through the Capital Implementation Program. A commodity listing can be obtained by contacting the Purchasing Office at (505) 289-3227.
C. Purchasing Policy
Due to the substantial amount of money involved, purchasing for the Albuquerque Bernalillo County Water Utility Authority is guided by several established policies. These policies are:
- To conduct all purchasing in accordance with the adopted Public Purchases Ordinance and Purchasing Rules and Regulations.
- To obtain, when needed, the quantity and quality of product or service that meets the needs of the Albuquerque Bernalillo County Water Utility Authority at the best obtainable price.
- To maximize competition, and provide all interested and qualified vendors with the opportunity to offer their products or service to the Albuquerque Bernalillo County Water Utility Authority.
- To treat all vendors equally and fairly.
D. Office Hours
The Purchasing Division is open for business from 8:00 am to 5:00 pm, Monday through Friday, with the exception of legal holidays observed by the Albuquerque Bernalillo County Water Utility Authority. Visiting hours for vendors are the same as indicated above. Appointments are not necessary but help in scheduling the time of Purchasing Division personnel and provide you, the vendor, with the optimum uninterrupted time during your visit.
E. Staff Directory
The following is a list of contacts in the Purchasing Division who may assist you:
- Purchasing Officer: (505) 289-3230
- Senior Buyer: (505) 289-3227
- Warehouse Manager: (505) 503-3325
- General Information: (505) 289-3227
F. Written Correspondence
Direct all correspondence to:
Albuquerque Bernalillo County Water Utility Authority
P.O. Box 568
Albuquerque, NM 87103-0568
How to be Placed on the Vendor List for the Albuquerque Bernalillo County Water Utility Authority
All vendors who are interested in conducting business with the Albuquerque Bernalillo County Water Utility Authority are encouraged to contact the Purchasing Division at (505) 289-3227 for the most recent information on how they can obtain or access solicitations issued by the Purchasing Division.
How the Procurement Process Works
A. An Overview of the Process
The information provided here describes, in simplified form, the procurement process used by the Albuquerque Bernalillo County Water Utility Authority. The process begins with the development of a requisition by the using department and ends with the acceptance of the goods and/or services by the user department.
B. Procurement Based on Public Purchasing Ordinance
The Public Purchases Ordinance is the governing document for the procurement of goods and services for the Albuquerque Bernalillo County Water Utility Authority. The ordinance is specific in describing the method of purchase throughout a wide dollar value range.
Departments have been delegated the authority to expend up to $2,500, utilizing the Small Purchase Order system, without processing the requirement through the Purchasing Division. Vendors are cautioned not to split a Department's orders to accommodate the $2,500 monetary limit. Additionally, Vendors are required to obtain identification from the individual(s) making the purchase.
All requirements with a dollar value in excess of $2,500 and up to $25,000 require that quotations be obtained prior to making the procurement. These procurements must be processed through the Purchasing Division and issued a purchase order prior to delivery of goods or services.
Procurements that are in excess of $25,000 require that a formal competitive process be followed except as otherwise allowed by the Public Purchases Ordinance. This involves publishing legal notices that include the solicitation number, date of opening or closing and notification through the Albuquerque Bernalillo County Water Utility Authority’s E-Procurement System SicommNet.
Following the public opening of bids, an evaluation takes place and a formal Recommendation of Award (ROA) is made. The ROA inclusive of a tabulation of offers received is emailed to all offerors who responded through the Albuquerque Bernalillo County Water Utility Authority’s E-Procurement System SicommNet. The tabulation will indicate, if applicable, the reason why a vendor is not recommended to receive an award.
Requests for Proposals, after the closing date, are submitted to an appointed ad hoc evaluation committee for evaluation and subsequent recommendation. Upon approval of the recommendation by the Executive Director (or designee) or the Water Board, if applicable, the offerors are notified.
Offerors are afforded a protest period, wherein an offeror may make a written inquiry to the Purchasing Officer as to the manner of the award. If no inquiries are made during the protest period, a purchase order or letter or award is issued to the recommended or approved offeror(s).
Other methods of procurement include purchases made against GSA and/or State or Local Governments Purchasing Contract holders, professional/technical service contracts, sole source purchases, rapid procurement and emergency purchases.
All the aforementioned methods of procurement are outlined in the Public Purchasing Ordinance. These procurement methods discussed in detail are the most common and widely used methods.
It is the responsibility of each offeror submitting an offer to be knowledgeable as to all taxes they are required to consider in formulating their offers.
All offers, unless the solicitation specifies otherwise, will be inclusive of all applicable taxes as determined by the vendor.
The Albuquerque Bernalillo County Water Utility Authority will not be responsible for taxes not included in offers submitted.
Inspection of Goods and Services
All goods and/or services provided to the Albuquerque Bernalillo County Water Utility Authority are subject to inspection. If any items or articles are found not to meet requirements of the specifications, the lot or any faulty portion may be rejected with any associated cost to the Albuquerque Bernalillo County Water Utility Authority being borne by the offeror. Additional remedies available to the Albuquerque Bernalillo County Water Utility Authority for vendor non-compliance include but are not limited to debarment or suspension, execution on bonds if applicable and contract cancellation.
In those instances where a solicitation requires a bid bond, it is required that the offeror submit the bid bond in the amount specified with its offer.
Performance bonds, when required, are due after notification of award (due date established in the notification). Failure to submit performance bond as required will disqualify vendor for award of contract.
All bonds required will be in the form of a surety issued by a firm properly licensed to do business in the State of New Mexico. Cashiers checks, letters of credit, cash, or personal checks are not acceptable. Offers which do not comply with this requirement will be rejected.
In accordance with the Section 5-5-22 ROA 1994, Public Purchases Ordinance, and good purchasing practices, Albuquerque Bernalillo County Water Utility Authority employees may not accept gifts or any type of entertainment, regardless of the value. Vendors are requested to cooperate in this regard.
Capital Implementation Program (CIP)
The Capital Implementation Program (CIP) is charged with the responsibility to implement Albuquerque Bernalillo County Water Utility Authority plans and policies for capital facilities, structures, and nonstructural improvements. An integral part of this responsibility includes contracting for all major construction and architectural and engineering services.
All major construction projects are advertised and subsequently awarded based on a competitive bid basis. Professional service contracts for architectural or engineering services are awarded based on negotiations with selection criteria focusing on need versus qualifications. Major construction projects and professional services contracts for architectural or engineering services are NOT advertised and bid through the Albuquerque Bernalillo County Water Utility Authority’s E-Procurement System.
Minor construction, including minor renovations and pre-fabricated structures may be handled by the Purchasing Division in which case the E-Procurement System bid list will be utilized.
Questions regarding the Capital Implementation Program are to be directed to the Water Resources, Planning & Engineering Division, P.O. Box 568, Albuquerque, New Mexico 87103-0568 or calling (505) 289-3009.
Sales Contacts with Albuquerque Bernalillo County Water Utility Authority Agencies
It is requested that you make the purchasing division your first contact. Purchasing Division staff can acquaint you with the appropriate procurement procedures and direct you to those agencies most likely to utilize your products or services. Only Purchasing Division personnel are authorized to commit the Albuquerque Bernalillo County Water Utility Authority for the purchase of goods and services in excess of $2,500. No payment will be made for goods and/or services rendered without a properly authorized and executed purchase order (includes Small Purchase Orders). Contacts made with Albuquerque Bernalillo County Water Utility Authority agencies should be solely for the purpose of providing information and/or literature.
Orders, unless being placed against a previously awarded contract which is in force, will not be taken. Orders taken after the course of the normal day, weekends or holidays should be placed only if an emergency situation exists. Such orders should reflect the person placing the order, employee number, department, division and telephone number.
In any situation, the vendor is responsible for verifying the identity of the person placing an order prior to issuing any merchandise or providing any service. The Albuquerque Bernalillo County Water Utility Authority will not be responsible for liabilities incurred by non-authorized agents.
The Accounting Division, as a part of their accounting management function, is charged with the responsibility of making payment to vendors for liabilities incurred by the Albuquerque Bernalillo County Water Utility Authority.
It is the objective of the Accounting Division to issue payment within ten (10) working days after receipt of all necessary documentation. Documentation required prior to making payment is as follows:
- Purchase Order issued by the Purchasing Division or Small Purchase Order (under $2,500) or Purchase Order Release No. (if purchase is against a valid contract) issued by a Albuquerque Bernalillo County Water Utility Authority Department.
- Invoice from Vendor (invoices are audited to insure completeness and accuracy).
- Payment authorization from the receiving department.
To assist the Accounting Division in making prompt payment, vendors are required to submit their invoices immediately following the delivery of goods or services as follows (prices on invoices must match the purchase order):
- Invoices shall be made to the " Albuquerque Bernalillo County Water Utility Authority " and be sent in duplicate to:
Albuquerque Bernalillo County Water Utility Authority
P.O. Box 568
Albuquerque, NM 87103
- Invoice must reference the appropriate purchase order and/or release number, itemized quantities, description of goods and/or services unit prices and total price. Inquiries regarding payment status should be directed to the Accounts Payable Supervisor (505) 289-3008. Inquiry should be initiated by the vendor if payment has not been received within thirty (30) days after delivery to the Albuquerque Bernalillo County Water Utility Authority of goods and/or services.