Transcript Document

Working Together:
Volusia County &
Our Vendors
County of Volusia
Presented by the
Purchasing and Contracts
Division
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COMMUNICATION
Communication is the key to success.
You may ask where do I start?
Who do I call?
www.volusia.org/purchasing
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Purchasing & Contracts
Jeaniene Jennings, CPPB
Director of
PURCHASING & CONTRACTS
Connie Newport
Staff Assistant II
Pam Wilsky CPPB.
Procurement Manager
TECHNICAL SERVICES
Shaira Resto, CPPB
Procurement Manager
CONSTRUCTION SERVICES
Tabatha Freedman, CPPB, MBA
Procurement Analyst II
Inga Fegley
Procurement Analyst II
Ron Falanga
Procurement Analyst I
Jennifer Distlear, CPPB, MBA
Procurement Analyst II
Kathy Williams, CPPB, MBA
Procurement Analyst II
Becki Bishop C.P.M
Procurement Analyst II
Andrew Kokitus, MBA
Procurement Analyst I
Vlad Opreanu, CPPB
Procurement Analyst I
Denise Lewis
Procurement Specialist
Vacant
Procurement Analyst
Norma Rosales
Office Assistant IV
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Who Are You?
You are an essential element in meeting
Volusia County’s needs.
We recognize that without YOU, we could
not meet the needs of our citizens.
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How Do I Get Started?
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Registering with the County is an excellent first step.
The County now has a Vendor Self Service program
(VSS) www.volusia.org/purchasing.
If you have registered with the County in the past, it is
important to visit the VSS site to activate and update
information.
At this time registration is not required to bid, and it is
not a guarantee of work, but it’s the best way we’ve
found to get the word out to potential vendors.
It is the vendors’ responsibility to update all information
relating to their company (address, contact, remittance,
and commodity codes).
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Vendor Requirements
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Proper Professional Licenses.
Business Tax Receipt (if a Volusia County
business or local preference applies).
Insurance - specific to each solicitation.
Bonds, if required
Registered as a vendor in the State of
Florida through Sunbiz (www.sunbiz.org).
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Insurance
Each vendor must have the capability of
obtaining insurance as required in the
solicitation. The county does not require any
vendor to purchase additional insurance as a
requisite to submit a bid/proposal. Vendors
must simply show the ability to obtain
insurance levels as required and be able to
furnish proof of insurance once a
recommendation of award is made.
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What does the County Buy?
For Fiscal Year 2012/2013 the County has
issued 254solicitations for goods and
services. The solicitations are broken
down on the next slides showing the
breakout of solicitations for technology
items, consultants, construction, services
and commodities.
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Breakdown of solicitations
Commodities - 66%
(such as aggregates, janitorial supplies,
auto parts, office supplies, maintenance
parts).
 Construction / A&E Consulting- 24%
(such as roofing, road projects, trails, and
vertical construction).
 Services - 10%
(Technology and software, commercial
leasing, studies, community assistance).
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Solicitations
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RFQ: Request for Quotation
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ITB:
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RFP: Request for Proposals
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RSQ: Request for Statement of Qualifications
Professional Services
Invitation to Bid
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Request for Quotation
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Can be formal or informal, depending upon the
complexity of the project. Less than $25,000 is
more informal.
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If it exceeds $25,000 but is less than $50,000, or
it is a complex project, it will be quoted by
Purchasing & Contracts.
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Awarded to the lowest responsive and
responsible bidder ( including local preference)
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Invitation to Bid
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Always a formal process requiring sealed bids by
a specified date and time.
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Utilized when we know exactly what we need.
ex: generators, aggregates, chairs, auto parts.
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Always awarded to the lowest responsive and
responsible bidder (including local preference)
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Evaluated by Staff.
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Request for Proposals
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Always a formal process requiring sealed
proposals by a specified date and time.
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Utilized when we know where we want to end
up, but not how to get there - a solution or
services contracts. ex. ERP system, parking
systems, trash collection.
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Awarded to the top ranked firm based on the
evaluation criteria published in the RFP.
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For this solicitation an evaluation committee
made up of County staff is utilized to
recommend a choice to the County Council.
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Request for Statement of Qualifications
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The preferred solicitation method used to procure
professional services based on qualifications.
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Price may be a factor in selecting the most
qualified consultant. Ex. Auditors, Appraisers,
Consultants (not ccna).
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Awarded to the top ranked firm or firms through
an evaluation process.
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Request for Statement of Qualifications
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Professional Service procured under the
Consultant’s Competitive Negotiation Act
(CCNA, FS 287.055).
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Utilized for procuring professional architectural,
engineering, landscape architectural, surveying,
and mapping services.
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Selection is based on qualifications and
experience only.
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Awarded to the top ranked firm or firms through
a two-step evaluation process.
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Tips on responding to a
solicitation
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Read the documents carefully.
Talk to your insurance agent, what is the cost to
meet the requirements.
If an attorney will be involved in contracting,
may be a good idea to have them review prior.
Attend the pre bid meetings.
Ask questions for clarification- submit prior to
closing.
Give yourself plenty of time for review, and to
react to any addendums issued. Do not wait until
the last minute to complete the submittal
package.
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Tips continued
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Make sure all documents that require a signature
are signed by an authorized person of the
company.
Volusia County has a local preference policy,
which means that if you are a vendor located in
Volusia, Flagler, Seminole, Lake, Orange,
Brevard ,or Osceola County, you can receive a
3% bid preference; if there is a subcontracting
element that meets the local definition an
additional 2% bid preference, read this carefully
and complete all documentation.
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Do Not Be Late!
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All Formal Solicitations must be
received by the Closing Time listed.
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Late Bids/Proposals…
WILL NOT BE ACCEPTED!
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Going to Council
Any purchase for goods or services that exceeds
a cumulative value of over $50,000.00 must
have approval from the Volusia County
Council.
Items of this nature are generally heard as part
of the Consent Agenda at each County Council
meeting.
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Did you know?
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All submittals are considered a public
record under the Florida Sunshine Law.
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The opening of all solicitations is done
in a public forum. Except for
construction projects, per Florida
Statute, pricing will not be disclosed at
this time.
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Do I Need a Purchase Order?
A payment vehicle IS required
in order to receive Payment:
 Purchase Orders are primarily used for one-time
purchases for a specific quantity and specific delivery.
 Master Agreements are primarily used for indefinite
quantities with multiple delivery requirements.
All purchases over $3,000.00 require competition
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How Do I Get Paid?
• An invoice with the P.O., M.A., or Contract
number must be sent to the ordering division for
approval.
• The division will check for accuracy and forward
to Accounting for payment.
• The County’s standard terms are Net 45 days,
FOB Destination, freight allowed.
• Construction projects are per Florida Statute.
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I have a contract… what’s
next?
Upon award of a contract, or agreement
the vendor will work directly with the
project manager of that department.
 All issues or concerns shall be addressed
through the project manager.
 Understand the terms of your contract, and
follow the contract.
 If there is a breakdown with project
manager and vendor, call you procurement
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analyst.
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Contracting Authority
 What is it?
The authority to commit the County to a contract
or agreement.
 Who
has it?
ALL contracts and/or agreements requiring a
signature MUST go through Purchasing &
Contracts.
NO EXCEPTIONS
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Overcome the FEAR FACTOR!
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Submitting a Solicitation is not that hard. Let us
assist you.
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Attend pre-bid meetings when offered.
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Communication is key!
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Don’t let this be you. Ask for help!
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Visit www.volusia.org/purchasing
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Go Team!
Remember, we are BOTH part of a Team
and we are here to help you.
 We can’t be successful if you are not
successful.
 Communication is KEY!
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Working Together,
Volusia County and
Our Vendors
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Resources
www.volusia.org/purchasing
 www.volusia.org/bidlist
 www.sunbiz.org
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FAQ’s
The School Board is a separate entity with
their own Purchasing division.
 It is ok to approach the individual
departments prior to a solicitation being
issued.
 Collaboration as a prime and subcontractor
is encouraged, collusion is not and is illegal.
 I am a small company, how can I compete?
There are many small companies that do
business with the County and very
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successful.
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FAQ’s Cont.
The County does have a procurement card
program for small non reoccurring
purchases, please let departments know if
you can accept.
 Check your math, a mathematical error
may deem your hard work non-responsive.
 The County allows other municipalities to
piggyback off our contracts with the
permission of the vendor.
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Questions & Answers
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