Transcript County of Henrico Supplier Orientation

County of Henrico
Supplier Orientation
“Pathway to Partnership”
Welcome!
Ms. Marvis W. Marshall, CPPB
Supplier Relations Manager
[email protected]
Phone: 804-501-5689
Fax:
804-501-5693
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Agenda
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Overview of County Procurement
Supplier Relations Guide
Supplier Registration – eVA
Competitive Bidding Requirements
Pre-Bid/Pre-Proposal Conference
Addendum
Supplier Services
Supplier Resources
How to Submit Questions
Thank You and Evaluation
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Overview of County
Procurement
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Department of General Services – Division of
Purchasing and Support Services is the centralized
office responsible for purchases of more than $300
million of goods and services each year
Delegates some purchasing authority to County
agencies
Promotes equal access and competition among
suppliers
For more information, visit our Web site:
www.co.henrico.va.us
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Supplier Relations Guide
Print
Version
The Supplier Relations Guide is available online and in print format
from our website.
You can access both formats at anytime. To access, click Here.
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Supplier Registration
eVA - Virginia's Total e-Procurement Solution
Online Supplier Registration
Self maintenance of the
supplier’s Contacts,
Addresses and selected
NIGP Codes
Reaches more than 12,000
buyers
Electronic Bid Notifications
and subsequent updates to
bids that are posted by the
state governmental entities
including Colleges and
Universities, Agencies and
other municipalities
View, Self-Invite and Respond
to Quick Quotes
Notifications are sent to every
supplier’s contact registered
in eVA
Receive Purchasing News
and view Announcements on
the state purchasing portal
Available around the clock
Attend Supplier Relations
Seminars and Training
Request Procurement Help
Desk Assistance
County of Henrico Department of General Services
Division of Purchasing and Support Services
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eVA Virginia's Total e-Procurement Solution
eVA is a procurement sourcing and solicitation tool that enables purchasing staff of
the state and other municipalities to electronically solicit bid opportunities.
Supplier Self Service
 Two-way online communication with
suppliers enabling self-service access to
register and change their bidder information
and access to procurement opportunities
 Tool for companies to receive electronic
solicitation notices
 Less paperwork, faster communications,
less administrative time, and easily available
information for suppliers
Supplier
If your company is interested in doing business
with Henrico County, the state, and a number of
local jurisdictions, you need to register as a
supplier. Please sign up NOW!
County of Henrico Department of General Services
Division of Purchasing and Support Services
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eVA – Commodity Codes
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NIGP Commodity Services Codes
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Developed by the National Institute of Governmental
Purchasing
Coding structure for standardizing purchasing that brings
order and consistency for efficiency
Identifies product/services you wish to sell to the state and
local jurisdictions
Not the same as a Standard Industrial Classification (SIC)
Code
Key to using eVA effectively
County of Henrico Department of General Services
Division of Purchasing and Support Services
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eVA Commodity Codes
How to locate:
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Search by commodity title
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View competitors profiles
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Contact the buyer
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Search by Commodity Title
Go to eVA Look Up
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Type in
description
To expand
selection click
County of Henrico Department of General Services
Division of Purchasing and Support Services
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View Competitors Profile
Go to eVA report 720
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Type supplier
name
Click “Run
Report”
Select supplier
View listing
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Contact Buyer
Go County Internet
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Locate
commodity area
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Click on buyer
name to send
email
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Provide company
information
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Services and/or
products provided
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Bidding Requirements
< $5,000 no bidding required
> $5,000 requires a bidding process
Sourcing methods include RFP, IFB,
Quick Quote, Fax Quote
Opportunities are posted on County
website and eVA
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Procurement Methods
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Sole Source
Emergency
Informal Solicitation
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Small Purchase
Quick Quote
Fax Quote
Formal Solicitation
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Competitive Negotiation – RFP
Competitive Sealed Bidding – IFB
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Sole Source and Emergency
Purchases
Sole Source
Emergency
No dollar limit
No dollar limit
•Only one source
practically available
•After hours, not on
contract, impacts
safety, health or
welfare of the public
Posted on Henrico County website
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Informal Solicitations
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Small Purchase
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< $5,000
No Competition
Quick Quote/Fax Quote
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Between $5,000 $30,000
Limited Competition
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Small Purchase
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< $5,000
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No competition required
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Authority delegated to
agencies
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Quick Quote/Fax Quote
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> $5,000 - $30,000
Not on current contract County
contract, state contract or U.S.
Communities contract
eVA Quick Quote or County
Fax Quote
Minimum of four suppliers
Minimum of one Small,
Minority-owned and Womenowned (SWAM) supplier
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Formal Solicitations
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> $30,000
Agency defines requirement
Division of Purchasing & Support Services (DPSS) determines
procurement method
 Invitation for Bid – IFB
 Request for Proposal – RFP
Agency/DPSS finalize solicitation
Posted on Bulletin Boards
 DPSS office
 Eastern Government Center
 Western Government Center
Posted on County website and eVA for minimum of 10 days
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Invitation for Bid (IFB)
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Used for goods or services
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Requirements are clear,
accurate and complete
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Includes instructions for
preparation of bids, and
the conditions of purchase,
delivery and payment
schedule
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Designates the date, time
and location of bid opening
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Awarded to lowest
responsive and
responsible bidder
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Responsive
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a person who has submitted
a bid that conforms in all
material respects to the
Invitation for Bid
Responsible
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a person who has the
capability, in all respects, to
perform fully the contract
requirements and the moral
and business integrity and
reliability that will assure
good faith performance, and
who has been prequalified, if
required
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Request for Proposal (RFP)
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Necessitates a highly
technical product or
service
Seeks to leverage the
creativity and knowledge
of business organizations
in order to provide a
solution to a unique
procurement
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RFP seeks to identify the
“best value” for the County
by using a combination of
technical and cost factors to
evaluate
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Allows for negotiations
Suppliers propose their
own comprehensive and
innovative solution to the
County’s needs described
in the RFP
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Parts of a Formal Solicitation
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Terms and Conditions
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Special Provisions
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Specifications
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Bid Form or Proposal Signature Sheet
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Terms and Conditions
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Rules and conditions that apply to all
contracts
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Address issues such as:
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Bidding instructions
Insurance requirements
Use of subcontractors
Non-discrimination requirements
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Special Provisions
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Information pertinent to specific
requirement such as:
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Scope
Contract period
Price adjustments
Ordering information
Delivery instructions
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Specifications
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Description of what is required
Manufacturer model or equal
Developed by agency and buyer
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Bid Form and
Bid Signature Sheet - IFBs
Bid Form:
 List of
products/services with
their specifications and
estimated quantities
 Completed for
submission with bid
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Unit price
Delivery time
Delivery charge
Bid Signature Sheet:
 Legal name of
company
 Contact information
 Business category
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Small
Women-owned
Minority-owned
None of the above
Signature required
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Proposal Signature Sheet –
RFPs
Proposal Signature Sheet:
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Legal name of company
Contact information
Business Category
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Small
Women-owned
Minority-owned
None of the above
Signature required
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Pre-Bid/Pre-Proposal Conferences
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Public meetings that occur prior to the closing date
of the solicitation to distribute information
May include a site visit to the physical location
Solicitation must identify any such public meeting
and define whether or not a supplier’s attendance at
such meeting is mandatory
If it is mandatory, you MUST attend to participate in
solicitation process
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Addendum
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Used to notify suppliers of revisions to the
solicitation
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Specifications changes
Change in due date and/or time
Requires a signature
Due with bid submission or
acknowledged with proposals
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Finding Opportunities
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Search eVA Website
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IFBs
RFPs
Quick Quotes
County Bulletin Boards
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Search County Website
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IFBs
RFPs
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Purchasing Office
Eastern Government
Center
Western Government
Center
Richmond Times
Dispatch
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RFPs
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Supplier Assistance
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County website
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SWAM Policy
Procurement Policy
Supplier Relations Guide
Terms and Conditions
PPEA Procedures
PPTA Implementation
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Supplier Resources
Virginia Department of Business
Assistance
http://www.vdba.virginia.gov
Virginia Department of Minority
Business Enterprise
http://www.dmbe.virginia.gov
Virginia Minority Supplier
Development Council
http://www.vmsdc.org
Women Presidents’ Educational
Organization
http://www.wpeo.org
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Important Tips
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Read, read, read
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Understand the requirements
Ask questions
Sign and return all requested pages
Deliver bids or proposals to proper location
prior to delivery date/time
Network, network, network
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Getting Your Questions Answered
To submit questions regarding this presentation click on
the ? mark above.
County of Henrico Department of General Services
Division of Purchasing and Support Services
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Thank You for your interest in
partnering with the County of Henrico
Online Supplier
Orientation
Evaluation Form
Click on graphic for link to
form.
County of Henrico Department of General Services
Division of Purchasing and Support Services
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