Purchasing

Santa Margarita Water District's Purchasing Department is responsible for the procurement of materials and services so the District has what it needs to operate efficiently each day. Our goal is to secure operational supplies, materials, equipment, and services at the lowest possible cost while meeting the District's requirements.

For additional questions regarding our purchasing processes or vendor requirements, please contact us via email or telephone:

Email: purchasing@smwd.com
Phone: (949) 459-6576

Vendor Registration

All potential vendors are required to register with the District prior to doing business.

Step 1: Complete Vendor Assessment Form

Step 2: Attached the following documents to the Vendor Assessment Form:

W9 form (PDF)
Insurance Forms (view insurance requirements)

Step 3: Attach the following documents, if applicable to the goods or services you will provide the District:

Copy of your Business License
Professional Liability Insurance Certificate (Professional Services only)
Public Works Contractor Registration Certification (XLS) (Public works project only)
System for Award Management (SAM) Registration (Projects funded by grants only)

Approval

The District will review applications and references will be checked. Potential vendors may be contacted for additional information of clarification. In complete applications will not be approved. Once the vendor file is completed, the vendor will receive a confirmation email. All applications will be evaluated using standard criteria. If your application is denied you will be provided with information regarding how to appeal the denial.

Attention All Preapproved Vendors: Please advise the District of any changes to your company’s address, phone, fax number, Tax ID number, email, web address and other vital information that differs from your original vendor registration forms. It is your responsibility to update this information. Failure to do so may result in missed opportunities.

Business with SMWD

Hours & Location

District Headquarters
Monday - Friday, except major holidays
8 a.m to 5 p.m.

26111 Antonio Parkway
Rancho Santa Margarita, CA 92688

Receiving Department
7 a.m. to 4 p.m.
closed for lunch 11:30 a.m. to 12:30 p.m.

26101 Antonio Parkway
Rancho Santa Margarita, CA 92688
(next to District Headquarters)

Vendor Invoices

Email: apinvoice@smwd.com

Santa Margarita Water District
Attention: Accounts Payable
26111 Antonio Pkwy
Rancho Santa Margarita, CA 92688

All invoices must be email or mailed, they shall not be delivered in person.

Scheduled Visits

Sales representatives are welcome to visit; however we recommend that you schedule an appointment in advance. You may email a request for an appointment. In accordance to the SMWD code of ethics and good purchasing practices, employees cannot accept gifts or entertainment. Suppliers are requested to cooperate in this regard.

Purchasing Guidelines and Payment Terms

The District requires that all transactions be pre-authorized with a valid Purchase Order number. No employee shall purchase goods or services without a prior authorization. Transactions without a Purchase Order number could delay payment. Always request a Purchase Order number and include it on your invoice. Separate invoices are to be submitted for each Purchase Order number. Invoices are paid 30 days after receipt of invoice. Review the Terms & Conditions for Purchase Orders.