2. 3/5/2014 1 Working Together: Volusia County & Our Vendors County of Volusia Presented by the Purchasing and Contracts Division Doing Business with Volusia County

3. COMMUNICATION COMMUNICATION Communication is the key to success. You may ask where do I start? Who do I call? www.volusia.org/purchasing 3/5/2014 2 Doing Business with Volusia County

4. 3/5/2014 3 Purchasing & Contracts Jeaniene Jennings, CPPB Director of PURCHASING & CONTRACTS Pam Wilsky CPPB. Procurement Manager TECHNICAL SERVICES Tabatha Freedman, CPPB, MBA Procurement Analyst II Inga Fegley Procurement Analyst II Ron Falanga Procurement Analyst I Andrew Kokitus, MBA Procurement Analyst I Denise Lewis Procurement Specialist Norma Rosales Office Assistant IV Shaira Resto, CPPB Procurement Manager CONSTRUCTION SERVICES Jennifer Distlear, CPPB, MBA Procurement Analyst II Kathy Williams, CPPB, MBA Procurement Analyst II Becki Bishop C.P.M Procurement Analyst II Vlad Opreanu, CPPB Procurement Analyst I Vacant Procurement Analyst Connie Newport Staff Assistant II Doing Business with Volusia County

5. 3/5/2014 4 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. Doing Business with Volusia County

6. 3/5/2014 5 How Do I Get Started? Registering with the County is an excellent first step. The County now has a Vendor Self Service program (VSS) www.volusia.org/purchasing.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). Doing Business with Volusia County

7. 3/5/2014 6 Vendor Requirements 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). Doing Business with Volusia County

8. 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. 3/5/2014 7 Doing Business with Volusia County

9. 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. 3/5/2014 8 Doing Business with Volusia County

10. 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). 3/5/2014 9 Doing Business with Volusia County

11. 3/5/2014 10 Solicitations RFQ: Request for Quotation ITB: Invitation to Bid RFP: Request for Proposals RSQ: Request for Statement of Qualifications Professional Services Doing Business with Volusia County

12. 3/5/2014 11 Request for Quotation Can be formal or informal, depending upon the complexity of the project. Less than $25,000 is more informal. If it exceeds $25,000 but is less than $50,000, or it is a complex project, it will be quoted by Purchasing & Contracts. Awarded to the lowest responsive and responsible bidder ( including local preference) Doing Business with Volusia County

13. 3/5/2014 12 Invitation to Bid Always a formal process requiring sealed bids by a specified date and time. Utilized when we know exactly what we need. ex: generators, aggregates, chairs, auto parts. Always awarded to the lowest responsive and responsible bidder (including local preference) Evaluated by Staff. Doing Business with Volusia County

14. 3/5/2014 13 Request for Proposals Always a formal process requiring sealed proposals by a specified date and time. 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. Awarded to the top ranked firm based on the evaluation criteria published in the RFP. For this solicitation an evaluation committee made up of County staff is utilized to recommend a choice to the County Council. Doing Business with Volusia County

15. 3/5/2014 14 Request for Statement of Qualifications The preferred solicitation method used to procure professional services based on qualifications. Price may be a factor in selecting the most qualified consultant. Ex. Auditors, Appraisers, Consultants (not ccna). Awarded to the top ranked firm or firms through an evaluation process. Doing Business with Volusia County

16. 3/5/2014 15 Request for Statement of Qualifications Professional Service procured under the Consultant’s Competitive Negotiation Act (CCNA, FS 287.055). Utilized for procuring professional architectural, engineering, landscape architectural, surveying, and mapping services. Selection is based on qualifications and experience only. Awarded to the top ranked firm or firms through a two-step evaluation process. Doing Business with Volusia County

17. Tips on responding to a solicitation 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. 3/5/2014 16 Doing Business with Volusia County

18. Tips continued 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. 3/5/2014 17 Doing Business with Volusia County

19. 3/5/2014 18 Do Not Be Late! All Formal Solicitations must be received by the Closing Time listed. Late Bids/Proposals… WILL NOT BE ACCEPTED! Doing Business with Volusia County

20. 3/5/2014 19 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. Doing Business with Volusia County

21. 3/5/2014 20 Did you know? All submittals are considered a public record under the Florida Sunshine Law. 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. Doing Business with Volusia County

22. 3/5/2014 21 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 Doing Business with Volusia County

23. 3/5/2014 22 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. Doing Business with Volusia County

24. 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 analyst. 3/5/2014 23 Doing Business with Volusia County

25. 3/5/2014 24 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 Doing Business with Volusia County

26. 3/5/2014 25 Overcome the FEAR FACTOR! Submitting a Solicitation is not that hard. Let us assist you. Attend pre-bid meetings when offered. Doing Business with Volusia County

27. 3/5/2014 26 Communication is key! Don’t let this be you. Ask for help! Visit www.volusia.org/purchasing Doing Business with Volusia County

28. 3/5/2014 27 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! Working Together, Volusia County and Our Vendors Doing Business with Volusia County

29. Resources www.volusia.org/purchasing www.volusia.org/bidlist www.sunbiz.org 3/5/2014 28 Doing Business with Volusia County

30. 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 successful. 3/5/2014 29 Doing Business with Volusia County

31. 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. 3/5/2014 30 Doing Business with Volusia County

32. 3/5/2014 31 Questions & Answers Doing Business with Volusia County