Do’s & Don’ts Procurement Services June 5, 2017

OCPS Vision To be the top producer of successful students in the nation OCPS Mission To lead our students to success with the support and involvement of families and the community

OCPS Goals Intense Focus on Student Achievement High-Performing and Dedicated Team Safe Learning and Working Environment Efficient Operations Sustained Community Engagement

District Profile 10th largest district in the nation 4th largest in Florida Over 188 schools Over 203,340 students Over 23,929 employees Approximately 270 Locations Purchasing - invests millions $$ locally

Procurement Services Department Procurement & Contracting Facilities & Construction Contracting Office of Business Opportunity Materials Management

Contract with the School Board Welcome future partners! Are you register with the School Board? School Board Procurement website: https://www.ocps.net/cms/One.aspx?portalId=54703&pageId=99740 School Board Office of Business Opportunities website: https://www.ocps.net/cms/One.aspx?portalId=54703&pageId=101544 Do Network - Make Yourself Known to Procurement Services:

https://www.ocps.net/cms/One.aspx?portalId=54703&pageId=99740

UPCOMING SOLICITATION ADVERTISEMENT -VENDORLINK -GO LIVE DATE IS MAY 1st

Contract with the School Board (continued) Don't make assumptions about opportunities: Do research what the School Board is really looking for Do follow current market conditions to build relationships with School Board Do identify what potential buyers want and show them you can provide what is relevant and important to them. Attend pre-bid conferences to network and build relationships with decision makers, while increasing your knowledge about School Board spends Do check the Office of Business Opportunity website for Networking Events https://www.ocps.net/cms/One.aspx?portalId=54703&pageId=200488 Be patient as securing your first contract can take months

School Board Small Business Programs Small Business Program Goals Do obtain small business certifications to gain opportunities: Minority and Women Business Enterprise (MWBE) Local Developing Business (LDB) Veteran Business Enterprise (VBE)

School Board Contracts Consultant Competitive Negotiation Act Selection (CCNA) Request for Qualifications (RFQ) Formal Bids - Sealed Bid and/or Hard Bid (Invitation to Bid - ITB) Requests for Proposals (RFP) Competitive quotes Purchase Orders Purchasing Cards Not all purchases go through the formal procurement process that typically requires posting bid solicitations.

Market School Board Identify if the School Board buys what you sell Identify what the School Board calls your product or service Make a list of contracts already awarded and research the types of companies that won them Identify where within the School Board is your product or service bought/used (schools or specific departments) Identify who makes the decision to buy Identify the process to introduce a new item. Is testing required? Identify if it it’s worth your time and effort to introduce the new item Obtain when will the next purchase occur Obtain how you can access the purchasing history

Working with the School Board Don't schedule meetings with the buyer until after reviewing the websites and researching the School Board’s needs Don't use any workers or staff members that might not pass the background checks for security clearance Do use energy-efficient equipment and products, and promote the fact that you do Don't try to bid on jobs that exceed the capabilities and qualifications of your firm

Working with the School Board (continued) Do allocate the appropriate resources for creating and implementing a robust compliance program Don't submit documentation without all the proper signatures, certifications, bonds or other required information Do offer value and quality services or goods in the line of business for which you are qualified Don’t seek or propose on more work than you can manage. Do be open and honest with the buyer about your firm's capabilities and experience Don't try to underbid what the job costs to secure the contract, as you will need to cover your overhead and still turn a profit in the end

Do A Trial Run Request a solicitation Are you competitive? Watch for the award and compare your pricing Always read ALL the procurement statue, policies and procedures that apply to the particular procurement opportunity Always follow the set procedures Directed questions to the Buyer

Be ready, Be responsive, Be responsible Read the solicitation carefully Note the date and time of bid opening Obtain clarification about any part of the solicitation you do not understand Get a copy of the specifications for the particular proposed purchase, conditions of purchase, delivery, and payment schedule Don’t submit an offer that differs from what was requested. (non-responsive) Attend pre-bid meetings Do a walk-through if possible (construction and service contracts)

Be Ready, Be Responsive, Be Responsible (continued) Do get all your key players involved in preparing your bid Don’t waste your time and the School Board’s on solicitations that your firm is not qualified to perform Do have someone unfamiliar with the solicitation proofread your proposal/bid (Does it make sense?) Do submit bid on time per the bid instruction

Teaming with Prime Contractors Do check School Board website for solicitations by prime contractors Do check the prime contractors’ website for their solicitations and Pre-bid and Bid-opening times and dates Do obtain signed teaming agreement prior to proposal submission

https://www2.ocps.net/cms/One.aspx?portalId=54703&pageId=99352

No Contact Period Don’t contact School board members and school board personnel from initial date of the advertisement through and include the date the Orange County School Board determination to approve or reject the final recommendations.

Track Bid After Submitted Document awarded successful bidder and contract price information: Winning bid information is recorded. Document the information

Following Compliance Don't forget to follow all recordkeeping requirements Do communicate with the School Board regularly to notify them of any changes and to keep them abreast of the status of the project or delivery dates Don't try to outsource or subcontract your contract without first seeking approval from the School Board Do regularly inspect the work as your firm progresses through the contract as you do not want to find out once you are finished that a part of it is not compliant with the contract. Although overwhelming, with some diligent effort and a solid plan in place, School Board contracting can be a great opportunity for any firm.

After Award Don’t attempt to sell or transfer your School Board contract without the School Board consent and agreement (assignment of claims, novation, and change of name.) Don’t overextend yourself financially, or otherwise (responsibility determination) As work progresses, do discuss problems that come up on the job with the School Board representative and provide solutions to problems that come up Do become familiar with School Board policy and regulations. Do have a quality assurance or control plan and do follow it Do inspect the work you perform frequently and make sure it is compliant with the contract specifications

HOW TO OBTAIN COPIES OF PRIOR TABULATIONS OR AWARD DOCUMENTS? https://www.ocps.net/cms/One.aspx?portalId=54703&pageId=103666

PURCHASING & CONTRACTING Contact Us! Procurement and Contracting 445 West Amelia Street Orlando, FL 32801-1129 Telephone: 407-317-3200 Fax: 407-317-3272 E-mail procurement@ocps.net Website https://www.ocps.net/cms/One.aspx?portalId=54703&pageId=99785

FACILITIES & CONSTRUCTION CONTRACTING E-mail Contractadmin@ocps.net Website https://www.ocps.net/cms/One.aspx?portalId=54703&pageId=99988

REMEMBER OCPS is committed to working with the small and diversely-owned businesses. OCPS encourages the use of minority/woman-owned, local-developing and veteran-owned businesses in all contracting.

THANK YOU We look forward to doing business with you!

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