Contract Compliance and General Services (CCGS)
OHA FORMS
Contract Compliance and General Services is responsible for the procurement of supplies and services which the Authority needs for an efficient operation. In order to provide these supplies and services at the lowest possible cost, consistent with the quality needed for the efficient performance of Authority activities, a competitive bid process is utilized. CCGS is also responsible for contract compliance of all Authority contracts, the disposal of surplus equipment, centralized storage, inventory control, and the Authority internal delivery service.
Buyer / Seller Relations: The development of good vendor relations is an important aspect in the Authority’s procurement system. Observing the following rules and procedures will save much of the Authority’s and your time:
All sales representatives should communicate directly with CCGS (a contact list appears at the bottom of this page). When appropriate, Buyers will arrange interviews between Authority departments and sales representatives.
CCGS is the sole Authority representative authorized to commit the Authority to a purchase for supplies and services.
A purchase order number is required before any materials are sent or any services is initiated.
CCGS maintains a list of vendors who ask to be notified when certain types of goods and services are needed. Any qualified vendor may ask to be put on the list by submitting their supplies or services they offer, along with their name, address, and telephone number. When the Authority solicits bids, all vendors on the list will be notified. When required, advertisements will also be published in the local newspaper. The vendor may be removed from the list if they fail to respond to 3 consecutive bid invitations However, the vendor may still bid on subsequent invitations.
No employee of the Authority is allowed to accept any form of gift or gratuity at any time. If an Authority employee solicits a gift, gratuity or personal discount from a vendor, the vendor is requested to notify the Director of Finance at (510) 874-1616 immediately.
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Buying Procedure:
It is the Authority’s policy to develop competition for all purchases and to make awards based on the lowest and most responsible bid received. The Authority places orders in one of the following ways:
All vendors should communicate directly with CCGS (a contact list appears at the bottom of this page). When appropriate, Buyers will arrange interviews between Authority departments and sales representatives.
For purchases less than $2,500.00 Buyers will contact vendors by sending them Request for Quotation forms or by telephone solicitation. The number contacted will vary depending on the dollar amount of the purchase and the time available.
For purchases less than $2,500, Buyers will contact vendors by sending them Request for Quotation forms or by telephone solicitation. The number of vendors contacted will vary depending on the dollar amount of the purchase and the time available.
For purchases of more than $2,500 but less than $50,000, Buyers will contact enough vendors to develop at least three written responses to the bid.
For purchases exceeding $100,000, formal bid specifications will be distributed to all vendors on the bid list, and an advertisement will be published in the local newspaper. Bids will not be accepted after the date and time specified on the Request for Bid forms. Please allow enough time for mail delivery; or if hand delivering a bid, we suggest an arrival time at least 30 minutes early. Post marks will not be considered when determining timely bid delivery. Bids are opened at a formal bid opening conducted by CCGS at the time and place indicated on the bid form. Bidders are welcome to attend.
The Board of Commissioners authorizes awards of all formal contracts that exceed $50,000 to the lowest responsible bidder meeting specifications.
The results of bids are available to participant bidders. Vendors may attend bid openings in person or review the results at a later time. Because of the high cost of preparing and mailing bid abstracts, vendors are requested to make requests in writing or personally review the results and extract the information available in the CCGS office. Back to Top
Local, Minority and Women Owned Business Enterprises:
The Authority is committed to helping develop and support local, minority and women-owned businesses. Buyers will gladly answer any questions on specifications, bid, award procedure, and purchasing procedures. Buyers are encouraged to visit vendors and obtain helpful information about the supplies or services provided by the vendor. If invited, Buyers will gladly attend business fairs and commodity shows produced by minority, small and women-owned businesses. Back to Top
Bid and Performance Bonds:
Bid, performance, and payment bonds are required only when it is absolutely necessary to protect the interest of the Authority. They may be required on certain purchases depending on the dollar value and complexity of the procurement, and in accordance with legal requirements. Back to Top
Billing and Payment:
Each shipment should be billed separately. Each invoice should include the complete description of the product, quantity, unit price and person to whom the supplies are to be delivered. A payment invoice must include the purchase order number, which was provided by the Buyer at the time the purchase is completed.
All invoices are to be submitted in duplicate to:
Oakland Housing Authority
Accounts Payable
1619 Harrison St.
Oakland, CA 94612
The Authority pays all approved invoices promptly in order to take advantage of available discounts. Incomplete or unapproved invoices may cause a delay in payment. Back to Top
Delivery:
Vendors should carefully follow shipping instructions appearing on the Purchase Order. When the method of delivery is not specified, the least expensive delivery method should be used unless the nature of the shipment calls for special services. Only the Buyer can authorize delivery methods other than those specified on the purchase order.
Delivery dates are specified on every purchase order. Failure to comply with the specified date may result in cancellation of the order and will reflect adversely on the vendor’s overall performance rating with the Authority.
Deliveries under formal contracts should follow the requirements in the contract as closely as possible. Delays not specifically excused by the contract terms may result in the purchase of the product in the open market and may result in a charge-back to the contracting vendor of any excess cost incurred by the Authority.Back to Top
Inspections:
Authority specifications define the quality and performance required of each purchase. Variations from the specifications may result in a shipment rejection and adverse vendor’s quality rating.
In addition to quality and condition checks at time of delivery, purchases are subject to inspection for conformity with specifications. Such inspections may be made at the vendor’s office, or upon delivery. The Authority reserves the right to reject materials for latent defects that are discovered during installation or use.Back to Top
Vendor Protest & Claims Procedures
Economic Opportunities Policy (Section3)
Form HUD -5369
Instructions to Bidders for Contracts
Form HUD -5369-A
Representations, Certifications and Other Statements of Bidders
Form HUD -5369-B
Instructions to Offerors Non-Construction
Form HUD -5369-C
Certifications and Representations of Offerors Non-Construction Contract
Form HUD -5370
General Conditions of the Contracts for Construction
Form HUD -5370-C1
General Conditions for Non-Construction Contracts- Section I
Form HUD -5370 C2
General Conditions for Non-Construction Contracts- Section II
Form HUD -5370-EZ
General Conditions for Small Construction/Development Contracts
Form HUD -2992
Certification Regarding Debarment and Suspension
Form HUD -50071
Certification of Payments to Influence Federal Transactions
Form HUD -51915
Model Form of Agreement Between Owner and Design Professional