Doing Business with Joshua Basin Water District

Thank you for your interest in working with the District. JBWD is committed to maintaining a fair and open purchasing process for both the District and its vendors while striving to obtain the best possible products and services for the District in a financially prudent manner.

The Purchasing Division is responsible for acquiring materials, supplies, equipment, and services to support District activities. Purchasing follows the administrative policies and procedures adopted by the Joshua Basin Water District Board of Directors. Policy guidelines are summarized below for your information and assistance.

How to Become an Approved Vendor

To be considered for the District's approved vendor list, vendors must complete the following steps:

1. Submit the New Vendor Application.  
2. The Purchasing Division will contact you to complete a required vendor verification call so we can learn about your services and confirm your company's details. We will request additional detailed documentation, which may include but is not limited to:
   • W9 
   • Current Certificate of Insurance, including Endorsements (see requirements below)
   • Signed Terms & Conditions, Agreement, or Contract. 
3.  All necessary documents meeting District standards must be approved and on file before any delivery or work begins. Additionally, all approved documents are required prior to payment.
4. Once approved, vendors will be notified.

The District aims to keep approved vendors on the active list for up to one year. However, vendors are responsible for maintaining their accounts in good standing by providing valid insurance, submitting required documents, and responding to District communications. If a vendor fails to meet these requirements, they will immediately be removed from the approved list. 

Please note: Completing a Vendor Application does not guarantee that a vendor will be notified every time a quotation or bid for a particular commodity or service is issued. However, it lets the District know a vendor is interested and what commodity the vendor offers.

Terms & Conditions

All vendors must comply with the District's standard terms and conditions according to your service provider type. The District's Purchasing Division will determine your service provider type. 

Insurance Requirements 

The table below outlines the District's standard minimum insurance requirements. While these are typical, specific requirements may vary depending on the Vendor's product or service type. The GL and Auto policy(ies) shall be endorsed to name Joshua Basin Water District, its directors, officers, employees, and authorized volunteers and agents as additional insured regarding liability arising from your work.

The checklists below are provided as a guide to help ensure that insurance and endorsement forms are submitted correctly to the District. For specific details, refer to the contract or terms and conditions.

Insurance is the most common factor affecting a vendor's active status. To remain active, you must meet the District's insurance requirements and keep all documents up to date and in compliance with District standards. Please submit all COI renewals to Ebix for processing.

Purchase Orders & Authorized Purchases:

A purchase order (PO) is a formal document issued by the District to the Vendor detailing the specifics of a purchase, such as items, quantities, prices, and transaction terms. It is a legally binding agreement ensuring both parties understand the terms and conditions of the purchase/service. 

When the District issues a PO, it authorizes the Vendor to fulfill the order and deliver the requested goods or services. Vendors should ensure they have an approved PO from the District before proceeding with any request. Fulfilling a request without an authorized PO is at the vendor's own risk.

The District’s Purchase Order Terms and Conditions are incorporated into each PO and are binding. The Vendor accepts the PO and its Terms and Conditions either by signing the Terms and Conditions or a contract related to the agreement, or by fully or partially performing the obligations outlined in the PO.