Working Together Volusia County Our Vendors County

Working Together: Volusia County & Our Vendors County of Volusia Presented by the Purchasing and Contracts Division 1 3/15/2018

COMMUNICATION Communication is the key to success. You may ask where do I start? Who do I call? 2 3/15/2018

Who are we? Purchasing & Contracts Jeaniene Jennings, CPPB Director of PURCHASING & CONTRACTS Connie Newport Staff Assistant II Pam Wilsky CPPB. Procurement Manager TECHNICAL SERVICES Tabatha Freedman, CPPB, MBA Procurement Analyst II Inga Fegley Procurement Analyst II Becki Bishop C. P. M Procurement Analyst II Ron Falanga Procurement Analyst I Shaira Resto, CPPB Procurement Manager CONSTRUCTION SERVICES Jennifer Distlear, CPPB, MBA Procurement Analyst II Kathy Williams, CPPB, MBA Procurement Analyst II Tony Recktenwald Procurement Analyst I Vlad Opreanu Procurement Analyst I Denise Lewis Procurement Specialist Lynne Bates Procurement Specialist Norma Rosales Office Assistant IV 3 3/15/2018

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 4 3/15/2018

Overview l We are here to assist you in successfully putting the pieces of the puzzle together Bid process Do I need a P. O. ? YOU Who do I talk to? Payment How do I get started? Requirements Approval process 5 3/15/2018

How Do I Get Started? l l 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) 6 3/15/2018

Vendor Requirements l l Proper Professional Licenses Volusia County Business Tax Receipt (if a Volusia County business) Insurance - specific to each solicitation. Bonds, if required. * Registered as a vendor in the State of Florida through Sunbiz (www. sunbiz. org) 7 3/15/2018

Insurance Each vendor must be able to have the capability of obtaining insurance as required in the solicitation. The county does not required 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. 8 3/15/2018

What does the County Buy? From January 2010 to June 2011 the County has put out 289 solicitations for goods and services. The solicitations are broken down on the next slide showing the number of solicitations for technology items, consultants, construction, services and commodities. 9 3/15/2018

Breakdown of solicitiations Commodities 142 - 49. 1% ( such as aggregates, janitorial supplies, auto parts, office supplies, maintenance parts) l Construction 52 - 18. 1% ( such as roofing, road projects, trails and vertical construction) l Services 41 - 14. 2% ( residential waste removal, banking, community assistance) l 10 3/15/2018

Solicitations continued Consulting Services 39 - 13. 5% (such as engineering, efficiency studies, insurance brokerage services) • Technology/IT 15 - 5. 1% (such as software solutions) • 11 3/15/2018

Solicitations l RFQ: Request for Quotation l ITB: l RFP: Request for Proposals l RSQ: Request for Statement Qualifications Professional Services Invitation to Bid 12 3/15/2018

Request for Quotation l Can be formal or informal, depending upon the complexity of the project. Less than $25, 000 is more informal l If it exceeds $25, 000 but is less than $50, 000, or it is a complex project, it will be quoted by the division or Purchasing & Contracts l Awarded to the lowest responsive and responsible bidder 13 3/15/2018

Invitation to Bid l Always a formal process requiring sealed bids by a specified date and time l Utilized when we know exactly what we need l Always awarded to the lowest responsive and responsible bidder l Evaluated by Staff 14 3/15/2018

Request for Proposals l Always a formal process requiring sealed proposals by a specified date and time l Utilized when we know where we want to end up, but not how to get there - a solution l Awarded to the top ranked firm based on the evaluation criteria published in the RFP l For this solicitation an evaluation committee, typically consisting of County staff and a Council member, is utilized to recommend a choice to the County Council 15 3/15/2018

Request for Statement of Qualifications l The preferred solicitation method used to procure professional services based on qualifications l Price may be a factor in selecting the most qualified consultant l Awarded to the top ranked firm or firms through an evaluation process 16 3/15/2018

Request for Statement of Qualifications l Professional Service procured under the Consultant’s Competitive Negotiation Act (CCNA, FS 287. 055) l Utilized for procuring professional architectural, engineering, landscape architectural, surveying, and mapping services l Selection is based on qualifications and experience only l Awarded to the top ranked firm or firms through a two-step evaluation process 17 3/15/2018

Do Not Be Late! l All Formal Solicitations must be received by the Closing Time listed l Late Bids/Proposals WILL NOT BE ACCEPTED! 18 3/15/2018

Selection Process RFQ: ITB: RFP: RSQ: Request for Quotation Invitation to Bid Request for Proposals Request for Statement of Qualifications Professional Services 19 3/15/2018

Going to Council Any purchase for goods or services that exceeds $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. 20 3/15/2018

Did you know? l All submittals are considered a public record under the Florida Sunshine Law l The opening of all solicitations is done in a public forum 21 3/15/2018

Do I Need a Purchase Order? A payment vehicle IS required in order to receive Payment: ü Purchase Orders are primarily used for one-time purchases for a specific quantity and specific delivery ü Master Agreements are primarily used for indefinite quantities with multiple delivery requirements All purchases over $3, 000. 00 require competition 22 3/15/2018

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 23 3/15/2018

Contracting Authority Ø What is it? The authority to commit the County to a contract or agreement Ø Who has it? ALL contracts and/or agreements requiring a signature MUST go through Purchasing & Contracts NO EXCEPTIONS 24 3/15/2018

Overcome the FEAR FACTOR! l Submitting a Solicitation is not that hard or scary. Let us assist you l Attend pre-bid meetings when offered 25 3/15/2018

Communication is key! l Don’t let this be you. Ask for help! l Visit www. volusia. org/purchasing 26 3/15/2018

Go Team! Remember, we are BOTH part of a Team and we are here to help l We can’t be successful if you are not successful l Communication is KEY! l Working Together, Volusia County and Our Vendors 27 3/15/2018

Questions & Answers 28 3/15/2018