On what products does the consortium bid?
In 2011 BACC solicited bids for sodium hypochlorite, ferric/ferrous chloride, caustic soda, and polymers. In 2012 BACC expects to add to this list bids for alum, anhydrous ammonia, hydrofluorosilicic acid, powdered activated carbon, and sodium bisulfate. Additional chemicals can be added to this list as long as more than one agency wishes to bid for a particular chemical.
How much are member agencies saving?
Savings vary, but consortium members have saved up to 20 percent by participating in BACC bids.
How are bids prepared and advertised?
DSRSD is currently serving as the coordinating agency for BACC and handles administration:
- Schedules meetings or conference calls to open bids or resolve any issues;
- Emails consortium members to determine which agencies want to participate in specific bids, estimated quantities, and product specifications;
- Circulates proposed bid documents to members for comments;
- Sends bid solicitations by email and regular mail to a list of vendors and advertises in the Bay Area News Group newspapers;
- Hosts bid openings and provides bid reviews and recommendations for the group.
When is the bidding conducted?
Bidding is consolidated in the spring in order to open bids and produce bid recommendations by early May of each year. In this way members can obtain Board approval if necessary before the beginning of the new fiscal year. Bids are solicited for purchases between July 1 and June 30 of each year.
How do members manage vendor contracts and purchase orders?
BACCs role ends once bid recommendations are prepared. Individual member agencies are responsible for entering into contracts with the successful bidder. Bid documents are written to allow for extending the bid beyond the one year period, if desired. Each agency coordinates its own billings and payments with the vendor.
Are members obligated to purchase a specific quantity of product?
No. BACC does not have any legal authority to enter into contracts or to obligate any member agency to enter into a contract. Bid documents do not require a public agency to purchase a minimum or guaranteed quantity of chemicals from a successful bidder. Bid documents list an estimated quantity for each participating agency, but this is only to provide prospective bidders with the information they need to prepare their bids.
How do we join the consortium?
Interested agencies should contact DSRSD to inquire about joining BACC. Members are not obligated to participate in any bid solicitations if they choose not to. The consortium is an informal organization, not a joint powers authority, so there are no agreements to sign. Consortium members are considering ways to reimburse the coordinating agency for administrative costs associated with managing the bidding process. Interested agencies are encouraged to consult with their own legal counsel if they need to have bid documents and proposed contracts reviewed.
How can I get more information?
Contact Dublin San Ramon Services District: