HOW TO DO BUSINESS WITH THE CITY OF HALLANDALE BEACH January 12, 2015

The City of Hallandale Beach is dedicated to enhancing the quality of life in our community in a fiscally responsible manner by providing superior services that meet the needs of our community as well as plan for their future needs through continued communication. CITY MISSION 1

COMMISSION MEMBERS 2

 City is 4.4 square miles.  The City’s fiscal year is from October 1 and ends September 30.  The City is made up of a City Commission – City Manager form of government with Commission composed of a Mayor, Vice Mayor, and three Commissioners.  The City is a full service City including Police and Fire Protection.  The City has 15 departments. CITY OF HALLANDALE BEACH 3

 The Hallandale Beach Procurement Department administers the centralized purchasing of goods, equipment materials and services for all City departments. The Department oversees all purchasing for the City.  How does this process work. PROCUREMENT DEPARTMENT 4

 The City’s Procurement laws are followed in accordance with the Procurement Code.  To get access to the Procurement Code please visit the City’s website:  Look for the City Departments tab  Look for the Procurement Department tab  Click the Chapter 23 Procurement link PROCUREMENT CODE 5

To view the Procurement Department website, including any new formal solicitation released (bids, RFP) go to:   City Departments  Procurement Department  Solicitations Notifications CITY’S WEBSITE 6

HOW TO BECOME A CITY VENDOR  Vendor Self Service (VSS)  The City of Hallandale Beach is pleased to announce the implementation of Vendor Self Service. Vendor Self Service (VSS) provides vendors with web-based access to the City’s database for vendors to see their company’s information, such as listing of the vendor’s current 1099 data, purchase orders, invoices, and checks. Furthermore, VSS offers the ability to upload attachments related to the vendor’s files. The VSS provides the City with your vendor information. All vendors, current and new, must sign in to VSS and maintain their contact and remittance information, discount and payment terms, designated contact persons, and the list of commodity codes that represent the goods and services the vendor can provide. REGISTER AS A VENDOR 7

HOW TO SIGN ON TO BECOME A CITY VENDOR - continued   City Departments  Procurement  How to Become a Vendor  Then follow instructions  Very important – provide your firm’s commodity codes. REGISTER AS A VENDOR 8

 The term "cone of silence" for formal solicitations means a prohibition on: Any communication regarding a particular RFP, Bid, or any other advertised solicitation between a potential proposer, offeror, respondent, bidder, lobbyist or consultant and the City's staff including, but not limited to, the City Manager and his/her staff, City Commission, Evaluation Committee, and the Mayor. CONE OF SILENCE FOR FORMAL SOLICITATIONS – BIDS, RFPS, ETC. 9

 Quotes – Departments do the request for quotes.  - 3 written quotes are needed for $2,501 to $50,000.  - insurance is needed if vendor is coming on City premises.  Formal Bid - Procurement Department is in charge of releasing formal bid  - used when there is a clear scope of work for the services.  - budget for work is $50,000 or greater  - mostly requires firms to attend a mandatory pre-bid conference.  - references are checked.  - award of contract is to the low price (lowest responsible responsive bidder).  - insurance is required.  Request For Proposal (RFP) - Procurement Department is in charge of releasing formal RFP  - budget for work is $50,000 or greater.  - mostly requires firms to attend a mandatory pre-proposal conference.  - used when there is no clear scope of work and services.  - award of contract is based on Rating via the Evaluation Selection Committee that presents findings to the City Commission.  - insurance is required. HOW DOES THE CITY BUY 10

 $1 to $25,000 Professional Services Each Department is able to purchase through a non-formal process  $1 - $50,000 Goods and Services Each Department is able to purchase through a non-formal process- QUOTES  If your firm currently has a contract with another City Each Department is able to “piggyback” the contract up to $50,000 without going Commission approval.  $50,000 and greater Procurement Department releases a formal solicitation, Bid, RFP, etc. QUOTES VS. FORMAL SOLICITATION 11

Tier 1 City of Hallandale Beach (H.B.) Local Vendor Preference means a resident of H.B. and has a H.B. business. Tier 2 City of Hallandale Beach (H.B.) Local Vendor Preference means a H.B. business. Tier 3 City of Hallandale Beach (H.B.) Local Vendor Preference means a resident of H.B. business and has a non H.B. business. Application of the preference for bids : Tier 1 - if local firm price is within 10% of the lowest responsive bid, the local firm has the option to submit a bid price that matches the lowest responsive bid. Tier 2 - if local firm price is within 5% of the lowest responsive bid, the local firm has the option to submit a bid price that matches the lowest responsive bid. Tier 3 - if local firm price is within 2.5% of the lowest responsive bid, the local firm has the option to submit a bid price that matches the lowest responsive bid. CITY OF HALLANDALE BEACH LOCAL VENDOR PREFERENCE 12

Application of Hallandale Beach Local Vendor Preference for Request for Proposals (RFPs) Total project dollar cost ($) performed Total Points awarded Tier 1 Local Vendor 100 % to 50%10 Tier 2 Local Vendor 49% to 20%5 Tier 3 Local Vendor 19% to less than 5%2.5 LOCAL VENDOR PREFERENCE CONTINUED 13

The Procurement Department receives the submittal by your Firm in response to a formal solicitation, which includes the references requested. The Procurement Department s the reference questions to the references provided by your firm. * The Procurement Department requires a response from the references contacts within 5 business days. * REFERENCE CHECKS FOR FORMAL SOLICITATIONS –BID, RFP, ETC. 14

The City of Hallandale Beach utilizes two (2) processes to provide job opportunities to local residents and/or businesses. COMMUNITY BENEFIT PLAN Is a plan that may be required for certain projects if the project meets the feasibility threshold as established by Standard Operating Procedures. When a solicitation requires it, proposers must demonstrate and provide a proposed Community Benefit Plan which has identifiable and observable Community Benefits for the community surrounding the Project and the City. LOCAL VENDOR PREFERENCE Is a plan that provides direct job and business opportunities to local businesses. LOCAL JOB/LOCAL VENDOR OPPORTUNITIES 15

Ordinance Section Protests Procedures. Any party may present a written protest about the award of a contract as a result of a formal solicitation, bid, RFP, and etc. to the Procurement Director. Only award of contracts that exceed $50,000 are subject to protests. Time to Protest: written protests must be received no later than 10 calendar days after the Commission meeting that awarded the contract. Filing Fee: written protest must be accompanied by a filing fee in the form of a money order or cashier’s check in an amount of 1% of the contract value, but no greater than $5,000. Authority to resolve protests: The Procurement Director shall have the authority, subject to the approval of the City Manager and City Attorney, to settle and resolve any written protest within 30 days after receipt of the written protest. Any hearing shall be limited to two (2) hours per side, unless the special magistrate rules otherwise. This requirement is a jurisdictional prerequisite to the institution of any civil action regarding the same subject matter. PROTEST PROCEDURES 16

 Read the solicitation – bid, RFP, etc. which are posted on the City’s website. If there is a mandatory pre-bid meeting your firm must attend in order to be able to provide a response. The pre-bid meetings are designed to give the vendor the opportunity to review and examine the document.  Any questions your firm has in reference to the solicitation must be asked by the deadline set for questions.  Follow instructions and do not deviate from what is required in the solicitation.  Addendum – any changes to the solicitation and any questions asked are posted on the City’s website. Make sure your firm checks the City’s website before submitting a response to obtain any revisions that are available through addendum.  Response to the City- Due Date: Make sure that your carrier delivers the response to the solicitation in advance of the time due. HOW DOES MY BUSINESS RESPOND TO BIDS, RFPS, ETC. 17

 Bids are received by the due date at the City Clerk’s Office.  Bids for construction projects or repairs on a public building are opened publicly and the price is read.  The Procurement Department reviews all submissions, conducts reference checks and creates the tabulation sheets.  The tabulation sheets are forwarded to the user Department. The user Department prepares an agenda item for award of contract. OPENING BIDS 18

 Commission meetings are held at the Commission Chambers – 1st Wednesday of the Month at 6:30 P.M. 3rd Wednesday of the Month at 6:30 P.M. After Commission Awards Contract, the Procurement Department will send your firm a letter announcing the award and requesting the insurance and Payment and Performance Bond. This has to be provided within the time specified in the letter. COMMISSION AWARDS CONTRACT 19

The City’s preferred method of payment is listed below in order of preference: 1) E-payables – it is an electronic method of payment. Vendors are provided a credit card by the City’s bank, Suntrust. Invoice payments will be transferred/deposited to the credit card and the vendor will receive a remittance via . The Vendor is required to swipe the card to receive the funds. Invoice payments will be processed and issued upon invoice receipt. 2) PCard - Vendor must be able to accept Visa credit card payments. Invoice payments are processed and issued upon invoice receipt. 3) Automated Clearing House (ACH) payment - A direct bank draft to a vendor’s bank account. This method will only be authorized by the City if your firm provides a discount to the City for this payment method. Payments made within 30 days require a 1% discount. Payments made within 20 days require a 2% discount. Payments made within 10 days require a 3% discount. Invoice minimum amount is $500 to receive payment via ACH. 4) Check - Payment will not be issued earlier than 30 days from invoice receipt date. Payment will be mailed or available for pickup. 20 PAYMENT TERMS AND PCARDS

QUESTIONS…. 21