Procurement

The Housing Authority County of San Joaquin (HACSJ) now utilizes Public Purchase, a web-based e-Procurement service for all procurements. 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 using a two-step registration process (see instructions below).

e-Procurement Instructions

Step 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.

Step 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 then 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” which 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 use Public Purchase e-Procurement?
Using this service will make the quoting process easier for us and our suppliers. The Public Purchase e-Procurement system was designed exclusively for use by government agencies and their vendors.

Benefits to Us
This e-Procurement 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.

Benefits to You
This e-Procurement system will create a single location in which to view open Requests for Quotation and award information for previous RFQs 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 Publi

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 (MBE’s), Women-Owned Business Enterprises (WBE’s), and Disadvantaged Business Enterprises (DVBE’s) 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 $150,000.00. 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 on www.publicpurchase.com. The announcement identifies a complete description of the product or service requested. Quotes are to be received as outlined in the QSP announcement.

Formal Procurements
All Purchases of $150,000 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 IFB’s are generally awarded to the lowest responsive and responsible bidder, awards for RFP’s and RFQ’s are not based solely upon price. Awards for RFP’s and RFQ’s 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 HACSJ’s 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 $150,000 if so doing is in the HACSJ’s best interest.

Helpful Forms

2575 Grand Canal Boulevard Suite 100 Stockton, CA 95207 – 209.460.5000 – TTY 711 or (800) 855-7100