Transcript Purchasing Division - Hallandale Beach, Florida

HOW TO DO
BUSINESS WITH THE
CITY OF
HALLANDALE
BEACH
January 12,
2015
CITY MISSION
The City of Hallandale Beach is dedicated
to enhancing the quality of life in our
community in a fiscally responsible manner
by providing superior services that meet the
needs of our community as well as plan for
their future needs through continued
communication.
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COMMISSION MEMBERS
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CITY OF HALLANDALE
BEACH

City is 4.4 square miles.

The City’s fiscal year is from October 1 and ends
September 30.

The City is made up of a City Commission – City
Manager form of government with Commission
composed of a Mayor, Vice Mayor, and three
Commissioners.

The City is a full service City including Police and Fire
Protection.

The City has 15 departments.
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PROCUREMENT
DEPARTMENT
 The
Hallandale Beach Procurement
Department administers the centralized
purchasing of goods, equipment
materials and services for all City
departments.
The Department oversees all purchasing
for the City.
 How
does this process work.
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PROCUREMENT CODE
 The
City’s Procurement laws are followed in
accordance with the Procurement Code.
 To
get access to the Procurement Code please
visit the City’s website:
www.cohb.org
 Look
for the City Departments tab
 Look
for the Procurement Department tab
 Click
the Chapter 23 Procurement link
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CITY’S WEBSITE
To view the Procurement Department website, including any
new formal solicitation released (bids, RFP) go to:
 www.cohb.org
 City
Departments
 Procurement
 Solicitations
Department
Notifications
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REGISTER AS A VENDOR
HOW TO BECOME A CITY VENDOR

Vendor Self Service (VSS)
The City of Hallandale Beach is pleased to announce the
implementation of Vendor Self Service. Vendor Self Service
(VSS) provides vendors with web-based access to the City’s
database for vendors to see their company’s information, such
as listing of the vendor’s current 1099 data, purchase orders,
invoices, and checks. Furthermore, VSS offers the ability to
upload attachments related to the vendor’s files. The VSS
provides the City with your vendor information.
All vendors, current and new, must sign in to VSS and maintain
their contact and remittance information, discount and payment
terms, designated contact persons, and the list of commodity
codes that represent the goods and services the vendor can
provide.

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REGISTER AS A VENDOR
HOW TO SIGN ON TO BECOME A CITY
VENDOR - continued
 www.cohb.org
 City
Departments
 Procurement
 How to Become a Vendor
 Then follow instructions
 Very
important – provide your firm’s
commodity codes.
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CONE OF SILENCE FOR FORMAL
SOLICITATIONS – BIDS, RFPS,
ETC.
 The
term "cone of silence" for formal
solicitations means a prohibition on:
Any communication regarding a particular
RFP, Bid, or any other advertised solicitation
between a potential proposer, offeror,
respondent, bidder, lobbyist or consultant
and the City's staff including, but not limited
to, the City Manager and his/her staff, City
Commission, Evaluation Committee, and
the Mayor.
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HOW DOES THE CITY BUY

Quotes – Departments do the request for quotes.



Formal Bid - Procurement Department is in charge of
releasing formal bid







- 3 written quotes are needed for $2,501 to $50,000.
- insurance is needed if vendor is coming on City premises.
- used when there is a clear scope of work for the services.
- budget for work is $50,000 or greater
- mostly requires firms to attend a mandatory pre-bid conference.
- references are checked.
- award of contract is to the low price (lowest responsible responsive bidder).
- insurance is required.
Request For Proposal (RFP) - Procurement Department is in
charge of releasing formal RFP





- budget for work is $50,000 or greater.
- mostly requires firms to attend a mandatory pre-proposal conference.
- used when there is no clear scope of work and services.
- award of contract is based on Rating via the Evaluation Selection
Committee that presents findings to the City Commission.
- insurance is required.
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QUOTES VS. FORMAL
SOLICITATION
 $1
to $25,000 Professional Services
Each Department is able to purchase through a non-formal process
 $1
- $50,000 Goods and Services
Each Department is able to purchase through a non-formal processQUOTES
 If
your firm currently has a contract with
another City
Each Department is able to “piggyback” the contract up to $50,000 without
going Commission approval.

$50,000 and greater
Procurement Department releases a formal solicitation, Bid, RFP, etc.
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CITY OF HALLANDALE BEACH
LOCAL VENDOR PREFERENCE
•
•
Tier 1 City of Hallandale Beach (H.B.) Local Vendor Preference
means a resident of H.B. and has a H.B. business.
Tier 2 City of Hallandale Beach (H.B.) Local Vendor Preference
means a H.B. business.
•
Tier 3 City of Hallandale Beach (H.B.) Local Vendor Preference
means a resident of H.B. business and has a non H.B. business.
•
Application of the preference for bids :
Tier 1 - if local firm price is within 10% of the lowest responsive bid, the local firm
has the option to submit a bid price that matches the lowest responsive bid.
Tier 2 - if local firm price is within 5% of the lowest responsive bid, the local firm
has the option to submit a bid price that matches the lowest responsive bid.
Tier 3 - if local firm price is within 2.5% of the lowest responsive bid, the local firm
has the option to submit a bid price that matches the lowest responsive bid.
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LOCAL VENDOR
PREFERENCE CONTINUED
Application of Hallandale Beach Local Vendor Preference for Request
for Proposals (RFPs)
Total project dollar cost ($)
Total Points awarded
performed
Tier 1 Local Vendor
100 % to 50%
10
Tier 2 Local Vendor
49% to 20%
5
Tier 3 Local Vendor
19% to less than 5%
2.5
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REFERENCE CHECKS FOR
FORMAL SOLICITATIONS –BID,
RFP, ETC.
The Procurement Department receives the submittal by your
Firm in response to a formal solicitation, which includes the
references requested. The Procurement Department emails
the reference questions to the references provided by your
firm.
* The Procurement Department requires a response from the
references contacts within 5 business days. *
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LOCAL JOB/LOCAL VENDOR
OPPORTUNITIES
The City of Hallandale Beach utilizes two (2) processes to provide job
opportunities to local residents and/or businesses.
COMMUNITY BENEFIT PLAN
•
•
Is a plan that may be required for
certain projects if the project
meets the feasibility threshold as
established by Standard
Operating Procedures.
LOCAL VENDOR PREFERENCE
•
Is a plan that provides direct job
and business opportunities to
local businesses.
When a solicitation requires it,
proposers must demonstrate and
provide a proposed Community
Benefit Plan which has
identifiable and observable
Community Benefits for the
community surrounding the
Project and the City.
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PROTEST PROCEDURES
Ordinance 2013-03 - Section 23-13. Protests Procedures.
Any party may present a written protest about the award of a contract as a result of a
formal solicitation, bid, RFP, and etc. to the Procurement Director.
Only award of contracts that exceed $50,000 are subject to protests.
Time to Protest: written protests must be received no later than 10 calendar days after
the Commission meeting that awarded the contract.
Filing Fee: written protest must be accompanied by a filing fee in the form of a money
order or cashier’s check in an amount of 1% of the contract value, but no greater than
$5,000.
Authority to resolve protests: The Procurement Director shall have the authority, subject
to the approval of the City Manager and City Attorney, to settle and resolve any written
protest within 30 days after receipt of the written protest.
Any hearing shall be limited to two (2) hours per side, unless the special magistrate rules
otherwise. This requirement is a jurisdictional prerequisite to the institution of any civil
action regarding the same subject matter.
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HOW DOES MY BUSINESS
RESPOND TO BIDS, RFPS, ETC.

Read the solicitation – bid, RFP, etc. which are posted on the City’s website. If there
is a mandatory pre-bid meeting your firm must attend in order to be able to provide
a response. The pre-bid meetings are designed to give the vendor the opportunity
to review and examine the document.

Any questions your firm has in reference to the solicitation must be asked by the
deadline set for questions.

Follow instructions and do not deviate from what is required in the solicitation.

Addendum – any changes to the solicitation and any questions asked are posted on
the City’s website. Make sure your firm checks the City’s website before submitting
a response to obtain any revisions that are available through addendum.

Response to the City- Due Date: Make sure that your carrier delivers the response to
the solicitation in advance of the time due.
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OPENING BIDS
 Bids
are received by the due date at the City
Clerk’s Office.
 Bids for construction projects or repairs on a
public building are opened publicly and the
price is read.
 The Procurement Department reviews all
submissions, conducts reference checks and
creates the tabulation sheets.
 The tabulation sheets are forwarded to the user
Department. The user Department prepares an
agenda item for award of contract.
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COMMISSION AWARDS
CONTRACT

Commission meetings are held at the Commission
Chambers –
1st Wednesday of the Month at 6:30 P.M.
3rd Wednesday of the Month at 6:30 P.M.
After Commission Awards Contract, the Procurement
Department will send your firm a letter announcing the
award and requesting the insurance and Payment and
Performance Bond. This has to be provided within the time
specified in the letter.
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PAYMENT TERMS AND
PCARDS
The City’s preferred method of payment is listed below in order of preference:
1)
E-payables – it is an electronic method of payment. Vendors are provided a
credit card by the City’s bank, Suntrust. Invoice payments will be
transferred/deposited to the credit card and the vendor will receive a remittance via
e-mail. The Vendor is required to swipe the card to receive the funds. Invoice
payments will be processed and issued upon invoice receipt.
2)
PCard - Vendor must be able to accept Visa credit card payments. Invoice
payments are processed and issued upon invoice receipt.
3)
Automated Clearing House (ACH) payment - A direct bank draft to a vendor’s
bank account. This method will only be authorized by the City if your firm provides a
discount to the City for this payment method. Payments made within 30 days require
a 1% discount. Payments made within 20 days require a 2% discount. Payments
made within 10 days require a 3% discount. Invoice minimum amount is $500 to
receive payment via ACH.
4) Check - Payment will not be issued earlier than 30 days from invoice receipt
date. Payment will be mailed or available for pickup.
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QUESTIONS….
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