1. Working Together: Volusia County & Our Vendors
11/16/2018
Working Together: Volusia County & Our Vendors
County of Volusia
Presented by the
Purchasing and Contracts
Division
Introductions
Presented November 7th & 8th, 2017
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Working Together, Volusia County & Our Vendors

2. COMMUNICATION Communication is the key to success.
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COMMUNICATION
Communication is the key to success.
You may ask where do I start?
Who do I call?
To say communication is key to a successful relationship with County Government is an understatement.
Distribute hand-out of Staff Responsibilities.
Get to know the Procurement Analyst who handles the products or services that you desire to supply.
Don’t be afraid to pick up the phone to ask a question!
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3. 11/16/2018
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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Working Together, Volusia County & Our Vendors

4. 11/16/2018
How Do I Get Started?
Registering with the County is an excellent first step. The County now has a Vendor Self Service program (VSS)
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).
Vendor self service, refer to Heidi or Ron
Please remember to register with the proper commodity codes. This will ensure you are notified when a solicitation is released in which you may have interest.
The County follows NIGP commodity codes, a complete listing is here and on our VSS- register for as many as you feel fit your business.
It is imperative that all vendors update their VSS profile, and if you are a vendor that has done business with Volusia County in the past, but has not gone into VSS and updated and activated your account, you will need to do so.
Doing Business with Volusia County
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Working Together, Volusia County & Our Vendors

5. Vendor Requirements Proper Professional Licenses.
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Vendor Requirements
Proper Professional Licenses.
Business Tax Receipt (if a Volusia County business or if local preference applies).
Insurance - specific to each solicitation.
Bonds, if required.
Registered as a vendor in the State of Florida through Sunbiz (
All vendors are required to maintain the proper professional and occupational licenses as required by Volusia County and the State of Florida.
Insurance requirements vary but these are the minimum insurance requirements for doing business with the County. Each individual solicitation will list specific requirements.
The County requires vendors that are awarded contracts or agreements to list the County as an additional insured in regards to General Liability Insurance.
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Working Together, Volusia County & Our Vendors

6. 11/16/2018
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.
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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7. What does the County Buy?
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What does the County Buy?
The County has issued an average of 197 solicitations annually for goods and services. The solicitations are outlined on the next slides showing the delineation of solicitations for technology items, consultants, construction, services and commodities.
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8. Breakdown of Solicitations
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Breakdown of Solicitations
Commodities - 62% (such as aggregates, janitorial supplies, auto parts, office supplies, maintenance parts).
Construction / A&E Consulting - 28% (such as roofing, road projects, trails, and vertical construction).
Services - 10% (Technology and software, commercial leasing, studies, community assistance).
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9. Solicitations RFQ: Request for Quotation ITB: Invitation to Bid
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Solicitations
RFQ: Request for Quotation
ITB: Invitation to Bid
RFP: Request for Proposals
RSQ: Request for Statement of Qualification (Professional Services)
We will talk more in depth about each of these in a little bit, but we'd like to take a moment to specifically address bid, as the majority of the solicitations are bids.
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10. 11/16/2018
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).
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11. 11/16/2018
Invitation to Bid
Always a formal process requiring sealed bids by a specified date and time.
Utilized when we know exactly what we need (e.g.: generators, aggregates, chairs, auto parts.)
Always awarded to the lowest responsive and responsible bidder (including local preference).
Evaluated by Staff.
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12. 11/16/2018
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 which in turn recommends to the County Council for selection.
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13. Request for Statement of Qualifications
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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. (e.g.: Auditors, Appraisers, Consultants - not CCNA).
Awarded to the top ranked firm or firms through an evaluation process.
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14. Request for Statement of Qualifications
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Request for Statement of Qualifications
Professional Service procured under the Consultant’s Competitive Negotiation Act (CCNA, FS ).
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.
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15. Tips on responding to a solicitation
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Tips on responding to a solicitation
Read the documents carefully.
Talk to your insurance agent about 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 proposal prior to closing.
Give yourself plenty of time for review, and to react to any addenda issued. Do not wait until the last minute to complete the submittal package.
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16. 11/16/2018
Tips… continued
Make sure all documents that require a signature are signed by an someone authorized to sign for the company.
Volusia County has a local preference policy, which means that if you are a vendor located in Volusia, Seminole, Lake, Orange 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. Supplemental documentation will be required to obtain this preference.
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17. 11/16/2018
Do Not Be Late!
All Formal Solicitations must be received by the Closing Time listed.
Late Bids/Proposals CANNOT BE ACCEPTED!
Regardless of what type of solicitation is used, the County must receive your bid/Proposal at the time listed on the document or related addendum. Late Bids will not be accepted.
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Working Together, Volusia County & Our Vendors

18. Did you know? All submittals are considered a
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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 time of the opening.
When you submit a proposal/bid etc… these are public records accessible by all.
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Working Together, Volusia County & Our Vendors

19. Did you know? (part 2)
Volusia County is unique in that we purchase for the following groups:
Airport
Mass Transit (Votran)
Convention Center
Sheriff’s Department
Beach
EVAC
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20. Do I Need a Purchase Order?
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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 of goods or services require a payment vehicle; generally a Purchase Order or a Master Agreement.
Explain how Master Agreements are issued and that they expire. If you are issued a master agreement, call the Procurement Analyst who’s name is on the agreement.
All purchases over $3, require competition
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21. How Do I Get Paid?
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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; and freight allowed.
Construction projects are per Florida Statute.
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Working Together, Volusia County & Our Vendors

22. I have a contract… What’s next?
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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 analyst.
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23. Contracting Authority
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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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24. Frequently Asked Questions
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Frequently Asked Questions
The School Board is a separate entity with its 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 very successfully.
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25. Frequently Asked Questions... Part 2
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Frequently Asked Questions... Part 2
The County does have a procurement card program for small non-recurring 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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26. Overcome the FEAR FACTOR!
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Overcome the FEAR FACTOR!
Submitting a Solicitation is not that hard. Let us assist you.
Attend pre-bid meetings when offered.
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11/16/2018
Working Together, Volusia County & Our Vendors

27. Communication is Key! Don’t let this be you. Ask for help!
11/16/2018
Communication is Key!
Don’t let this be you. Ask for help!
Visit
Please contact us with any questions or issues you might have. We want to work with you.
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11/16/2018
Working Together, Volusia County & Our Vendors

28. Working Together, Volusia County and Our Vendors
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
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29. Resources www.volusia.org/purchasing www.volusia.org/bidlist
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30. Questions & Answers 11/16/2018 Any additional questions?????
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Working Together, Volusia County & Our Vendors