Transcript Document

Statewide HUB Program
Texas Comptroller of Public Accounts
Procurement Cycle and Tips on
Doing Business with the State
Texas4Hubs.org
Agenda
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State Government Procurement Cycle
Centralized Master Bidders List (CMBL)
Vendor Profile
Research
– Internal
– The State
• The Pitch
– In Person
– Print Communication
• Track Your Outreach and Marketing
Efforts
• How to Download the HUB Coordinators
Contact List
Statewide HUB Program’s
Mission
The mission of the Statewide HUB
Program is to facilitate the use of HUBs in
state procurement, and to effectively
provide information on the state's
procurement process to minority and
woman-owned businesses.
Incentives To Become HUB Certified
• FREE of charge and valid for four (4)
years
• Listed on the state’s HUB Directory
• Agencies and universities are required
to make a “Good Faith Effort” to increase
contract awards to HUBs and report the
utilization of HUBs
• Increased exposure to prime contractors
($838M+ spent w/HUBs in
subcontracting opportunities)
• Increased opportunities for noncompetitive purchases ($61M+ was
spent w/HUBs through procurement
card)
The State’s Procurement
Process
Purchasing Enabling Legislation
• Texas Government Code, Title 10
– Chapter 403 - Comptroller of Public
Accounts
– Chapter 2155 - Purchasing: General
Rules and Procedures
– Chapter 2156 - Purchasing Methods
– Chapter 2157 - Purchasing: Purchase of
Automated Information Systems
– Chapter 2158 Purchasing: Miscellaneous
Provisions for Purchase of Certain Goods
and Services
– Chapter 2161 Historically Underutilized
Business
The State of Texas
Procurement Cycle
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Need Defined
Procurement Method Selected
Solicitation
Receipt of Bids
Evaluation and Award
Inspection and Acceptance
Contract Administration
Payment
Disposal of Property
Procurement Thresholds
• Non Competitive - up to $5,000
– Solicitations are not required
• Informal Solicitations - $5,000.01 to
$25,000
– Solicitations may be requested by
phone, fax or email to:
1) Minimum of three vendors (two must
be HUBs) and
2) Registered on the Centralized Master
Bidders List (CMBL).
• Formal Solicitations - Over $25,000
– Have terms/conditions,
– Indicate opening time and place,
– Notifications are sent to CMBL vendors,
and
– Posted on the Electronic States
Business Daily (ESBD).
Centralized Master Bidders List
(CMBL)
Centralized Master Bidders List
(CMBL)
Why Register?
– The CMBL is an automated
registration system used by state
agencies. Once a state entity has
determine the need to solicit vendors
for commodities or services they will
develop a mailing list from the CMBL
to distribute notifications of bid
opportunities.
– Used by other purchasing entities
(public & private) as well as prime
contractors.
Note: The CMBL is not an approved vendors list.
Enabling Legislation
The Centralized Master Bidders List is
administered in accordance with:
• Texas Government Code,
Chapter 2155.263-270, and
• Texas Administrative Code, Title 34,
Part 1, Chapter 113, Subchapter C
Rule 20.34
96 vendors found where class code (1) is '620', item code (1) is '79' or 'all',
district flag (1) is '14' or 'all' sorted by name. (Inactive vendors listed in italics)
57 vendors found where class code (1) is '620', item code (1) is '79' or 'all',
district flag (1) is '14' or 'all' sorted by name. (Inactive vendors listed in italics)
Centralized Master Bidders List
(CMBL)
How to Register!
– Annual registration/renewal fee is
$70.00 and may be paid on-line by
credit/debit card or check debit (US
addresses only).
– The profile may be printed after
entered online and mailed with a
check or money order (US dollars).
Mailed applications incur a longer
processing time.
Electronic State Business Daily
(ESBD)
• State agencies are required to advertise
solicitations over $25,000 on the ESBD
• Posting Requirements
- 14 days - When all solicitation
documents are available on the ESBD
- 21 days – When all solicitation
documents are not available on the
ESBD (i.e. Blue Prints, Project
Manuals, etc.)
• Search for bid opportunities or awards by
– agency, requisition number,
city/county, NIGP code or by keyword
http://esbd.cpa.state.tx.us/
Vendor Profile
• Ensure your company
information is always current:
– Email
– Class and Item Codes
– Business Description
Research – Internal
• Step 1
Take a honest look at your business
and clearly identify what your
business provide.
• Step 2
What are some alterative uses for the
product or service you provide.
Research – The State
• Step 1
– Read the Vendor Guide
• Step 2
– Search the HUB Report
Vendor Guide
The Comptroller’s Vendor Guide is
available online and helps vendors better
understand the state of Texas
purchasing process.
The HUB Report
• Provides Semi and Annual Report of
the expenditures of State Agencies
and Universities
• Assist to identify entities to target
marketing efforts
• Identify Potential Allies/Partners
Note: These are
not Class and Item
Codes
The Pitch
• Be Confident
– Establish yourself as an authority in
your area
• Be Clear
– What are you able to provide
• Be Concise
– In one sentence, what do you
provide?
• Be Compelling
– What are some “Attention Getter”
words within your industry that you
are able to provide?
• Ex: Industry- Janitorial
“Attention Getter” Green Products
– Are there alterative uses
The Pitch – In Person
• You are a successful business 1st and
HUB Vendor 2nd
• Build a rapport with the entity’s
contact
• Have a Game Plan
– What are your main points about
your company
– What do you really want to know
from that representative
The Pitch - Print Communication
• Business Card
– Include an indicator of what your
business provide
– Include an email address
• Email
– Focus on one topic
– What action do you want them to
take?
– Is it error free?
• Mailings
Track Your Outreach and Marketing
Efforts
Agency
Name
Contract or
Important Dates,
e.g. contract
Spot Purchases
expiration
The State HUB Coordinators
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The HUB Coordinator is the HUB vendor’s
door into doing business with a state agency
or university
This page will provide general
description of an HUB
Coordinator. Below the first
paragraph is a hyperlink titled
“HUB Coordinator List”
This will provide a list of state
agencies and universities
Their profile will indicate the
contact information for
several positions, including
Agency Head.
If you scroll down you will
find the HUB Contacts
To download the complete
HUB Coordinator list, Choose
the hyperlink “Click here for
download versions
Choose the file hubcords.dat
From you browser choose
save as.
Save the document as an Text
File
Open an next excel document
and open the file you save.
Ensure you look in all files.
For step 1 of 3 of the Text
Import Wizard simply choose
next
For step 2 of 3, select the
comma field under delimiter
and then choose finish
This will provide a complete
database of the HUB
Coordinators and other
contacts.
Questions
Statewide HUB Program
Contact Information
• Paul Gibson
Program Manager
(512) 305-9071
• Rachel Snell
Marketing Coordinator
(512) 463-6958
• Suzette Ballenger
Operations Support
Specialist
(512) 463-3364
• Ric Perez
Certification Technical
Lead
(512) 463-0294
• Allen Roberts
Compliance Technical
Lead
(512) 36140
Toll Free
(888) 863-5881
Fax
(512) 936-2482
Website
Texas4HUBS.org