Transcript No Slide Title

DOING BUSINESS
WITH
THE CITY OF VIRGINIA
BEACH
GOODS & SERVICES
MISSION
• Purchasing Division is responsible for the
purchase of all goods, services, and construction
for all city departments exclusive of the city
school system.
LOCATION
• Municipal Center
• 2388 Court Plaza Drive
• Kempsville Building
• 757-385-4438
FACTS & FIGURES
• $224.3 Million (FY07)
• 164 Solicitations Awarded for Goods and Services
• 34 Solicitations Awarded for Construction
STAFF
•
•
•
•
Staff of 13
9 Purchasing Officers
3 Administrative Support Personnel
1 Minority Business Coordinator
PUBLIC PROCUREMENT
• Governed by Laws
• VPPA
• Based on Competitive principals (Full and Open
Competition)
• Competition is Sought Through Issuance of
Solicitations
THEREFORE
• IN ORDER TO DO BUSINESS WITH THE
CITY OF VIRGINIA BEACH YOU NEED TO
RESPOND TO SOLICITATIONS
SOLICITATIONS
Formal (OVER $50,000)
• IFB
• RFP
(Processed through the Purchasing Division)
SOLICITATIONS
Informal (Under $50,000)
• Written RFQ
• Telephonic Quotes
(Processed through the Purchasing Division or
through City Departments when Under $5,000.)
INFORMAL SOLICITATIONS
Small Purchases
INFORMAL SOLICITATIONS
SMALL PURCHASES
Overview:
• Goods & Services under $50,000
• Approximately $20.0 Million spent annually
• Account for the majority of procurement
transactions completed annually
• Telephone or Written Quotes
• Normally NO Bond Requirement
INFORMAL SOLICITATIONS
SMALL PURCHASES
Telephone:
• Goods and Services Under $30,000
• Minimum of Three Vendors
• One of Three Minority or Women Owned
Business
• Virginia Department of Minority Business
Enterprises
• Price, Brand, Model, Delivery Time, Payment
Terms, Name of Person Quoting Recorded
INFORMAL SOLICITATIONS
SMALL PURCHASES
Telephone:
• Award to the lowest responsive and responsible
bidder.
• A Responsive bidder is described as a bidder who
has submitted a bid which conforms in all material
respects to the specifications required by the bid.
INFORMAL SOLICITATIONS
SMALL PURCHASES
Telephone:
• A Responsible bidder is described as a bidder who
has the capability, in all respects, to perform the
contract requirements fully and has the moral and
business integrity and reliability which will ensure
good-faith performance.
INFORMAL SOLICITATIONS
SMALL PURCHASES
Request for Quotation:
• Limit 1 up to $30,000
• Limit 2 From $30,000 – $50,000
INFORMAL SOLICITATIONS
SMALL PURCHASES
Request for Quotation under Limit 2:
• Procurement Officer solicits written quotes
• Minimum of four vendors solicited
• Of the four, two shall be a minority or woman
owned business.
FORMAL SOLICITATIONS
Invitation
to
Bid
FORMAL SOLICITATIONS
IFB
Issuance of Invitation to Bid:
• Written solicitation with clear definition of scope
of work and contract specifications of the
commodity/service to be procured.
• Incorporates the contractual terms and conditions
applicable to the procurement.
• Includes any requisite qualifications of potential
contractors.
FORMAL SOLICITATIONS
IFB
Issuance of Invitation to Bid:
• Details pre-bid conference site.
• Public notice provided via DemandStar/City’s
Website.
FORMAL SOLICITATIONS
IFB
Receipt and Evaluation:
• Establish a bid submittal due date and time
• Public openings of bids are held. Each bidder’s
name, prices, delivery times, and payment terms
are read aloud
• Bids are evaluated based on the requirements set
forth in the invitation
FORMAL SOLICITATIONS
IFB
Award:
• Contract awarded to the lowest responsive and
responsible bidder.
• Bidder’s of record may inspect submittals after
evaluation and posting of “Notice of Intent to
Award.”
FORMAL SOLICITATIONS
Request
for
Proposal
FORMAL SOLICITATIONS
RFP
VPPA:
• All professional services procured through a
formal RFP
• Non-professional – determination in advance and
set forth in writing
FORMAL SOLICITATIONS
RFP
Main Differences (RFP vs. IFB):
• Multiple solutions available
• Want to consider factors other than price
- Experience (References)
- Capability and Skills (Qualifications)
- Services to be Provided
FORMAL SOLICITATIONS
RFP
Issuance of RFP:
• Written solicitation describing in general terms
what is to be procured
• Must list specific requirements to be addressed in
evaluating proposals
• Contains applicable terms and conditions
• Details pre-proposal conference and/site visits
• Factors for use in the evaluation shall be stated in
the RFP
FORMAL SOLICITATIONS
RFP
Receipt and Evaluation:
• Establish a submission due date
• Public openings of proposals are held and read
aloud
• Proposals are evaluated by evaluation team on the
basis set forth in the RFP
• Two or more offerors determined to be fully
qualified are selected for negotiations
FORMAL SOLICITATIONS
RFP
Negotiation and Award:
• Negotiations are conducted with each of the
offerors selected
• Negotiations allows modifications of proposals
including price
• Offers and counter-offers may be made as many
times with each offeror as necessary to secure a
reasonable contract.
FORMAL SOLICITATIONS
RFP
Negotiation and Award:
• Contract awarded to the offeror who in the City’s
opinion has submitted the best proposal
• Offerors of record may inspect proposals after
evaluation and negotiations are completed.