HOW TO DO BUSINESS WITH THE CITY OF ATLANTA Department of Procurement Presented by: Keith O. Brooks, CPPO

Department of Procurement Keith O. Brooks, CPPO Deputy Chief Procurement Officer Watershed Mgt./Public Works/Quality of Life /General Fund Adam L. Smith, Esq., CPPO, CPPB Chief Procurement Officer David A. Chapman, Esq. Deputy Chief Procurement Officer General Fund Commodities A. Girard Geeter Deputy Chief Procurement Officer Aviation W HO W E A RE

Office of the Chief Procurement Officer Provides leadership, administrative oversight and management to the operations of the divisions that comprise the Department of Procurement. General Fund Commodity Division The General Fund/Procurement Division manages and oversees the process of soliciting relating to goods. Brief Overview of Department of Procurement Divisions

Watershed Management/Public Works/Quality of Life Fund/General Fund This division oversees the process of soliciting and issuing contracts within the Departments of Watershed Management, General Fund Departments, and Public Works including the Quality of Life Program. Aviation Division The Aviation Division manages and oversees the process of soliciting and issuing of contracts in support of Hartsfield-Jackson Atlanta International Airport. Brief Overview of Department of Procurement Divisions

iSupplier System Online registration: The iSupplier System allows suppliers the ability to manager their accounts. The iSupplier System provides suppliers the opportunity to monitor deliveries, payments and invoices on line. You must register your company with the City’s iSupplier System to take advantage of this new application. You must have a valid account to begin the registration process.

SMALL PURCHASES  Administered by User Agencies  Under $20,000  Request for Quotes

PROJECTS OUT FOR BID

What are projects out for bid? What are projects out for bid? Projects out for bid are formally advertised requests for the procurement of goods or services administered by the Department of Procurement on behalf of user agencies within the City of Atlanta.

ADVERTISEMENT “Where to Go”

 Doing Business  How to do Business with the City  Click “Procurement Home Page”  Click “Bid Opportunities”

LOCAL BIDDER PREFERENCE

Section Local Preference  Applies to Bids Only  Does not apply to:  Proposals  Federally funded projects  Small purchases  Sole Source Procurement  Emergency Procurement  Professional and Consultant Services

L OCAL B IDDER P REFERENCE To be certified as a Local Bidder, the Contractor must satisfy two (2) of the following criteria: Verify that the Contractor’s principal place of business is located in the City or that the Contractor has held a valid City business license for at least one (1) year prior to the date of the application. Verify that a majority of the full time employees, chief officers, and managers of the Contractor have regularly conducted work and business in the City for at least one (1) year prior to the date of application.

L OCAL B IDDER P REFERENCE To be certified as a Local Bidder, the Contractor must satisfy two (2) of the following criteria: Verify that a majority of the employees based at the Contractor’s location(s) in the City have been residents of the City for at least one (1) year prior to the date of application. Provide references or other means of verification acceptable to the DOP that the services the Contractor offers to the City have been provided by the Contractor in the City for at least one (1) year prior to the date of application.

PROCUREMENT PROCESS

Solicitation Phase REQUEST REQUEST The procurement process begins with a request from a user department for goods or services. SOLICITATION DOCUMENT SOLICITATION DOCUMENT Specifications for the goods or services is provided by the user department and a solicitation document (BID or RFP) is prepared. ADVERTISEMENT ADVERTISEMENT A project schedule is prepared and published on the website and print media as required by law.

P ROCUREMENT P ROCESS Pre-Bid/Pre-Proposal Meeting INFORMATION INFORMATION COA representatives will provide an overview of project scope, the procurement process, discuss OCC and Risk Management requirements and answer questions INSTRUCTIONS/TIMELINE INSTRUCTIONS/TIMELINE Bidders will receive instructions or submittal requirements, deadlines and other pertinent information related to the submittal of the bid or proposal.

THE VENDOR/CONTRACTOR’S BID/PROPOSAL SUBMITTAL The contractor's bid submittals are due to DOP in accordance with the bid/proposal timeline. The bids are publicly opened and amounts read by DOP staff. (Bid Opening) For proposals, the names of the proponents are read publicly. (Proposal Reading)

P ROCUREMENT P ROCESS Evaluation and Award REVIEW REVIEW Bids and Proposals received are reviewed by the City to ensure that the submittals are Responsive and Responsible.  EVALUATION Bids and Proposals are evaluated by qualified COA evaluators to determine the most Responsive and Responsible bidder/proponent.

RESPONSIVENESS  Complete and Accurate Required Submittals  Compliance to Solicitation Format  Contractor Affidavit (E-verify Form)   Systematic Alien Verification of Entitlements (S.A.V.E.)

PROCUREMENT PROCESS RECOMMENDATION RECOMMENDATION. The evaluation team submits a recommendation of award to the Chief Procurement Officer for final approval. LEGISLATIVE PROCESS LEGISLATIVE PROCESS Legislation is prepared and submitted to City Council for final approval of the award.

P ROCUREMENT P ROCESS AGREEMENT PREPARATION 1. The agreement is prepared and forwarded to Prime Contractor for signature. 2. The Contractor returns the signed agreement to COA within 10 calendar days with the appropriate documents such as bonding, insurance, immigration compliance forms, signatory authority, etc. 3. The returned signed agreement is routed through COA’s signature process and officially sealed by the Municipal Clerk for execution.

PROCUREMENT PROCESS POST AWARD/NTP MEETING Contracts are distributed or a Notice to Proceed (NTP) meeting is held with the Prime Contractor, DOP, User Agency, and OCC to discuss start dates, work schedules, milestones, reporting requirements and other major steps.

Thank you for your interest in doing business with the City of Atlanta