ResourceLINK Team Business Development and Procurement Services Your Link to Doing Business with the City of Dallas Your Link to Doing Business with the City of Dallas Learning the Ropes

Todays Goal Overview of Citys Business Development and Procurement Services Department Overview of Citys Business Development and Procurement Services Department ResourceLINK Team (RLT) ResourceLINK Team (RLT) The Citys Business Inclusion and Development (BID) (GFE) Group & Policy The Citys Business Inclusion and Development (BID) (GFE) Group & Policy City of Dallas Business Inclusion goals and requirements City of Dallas Business Inclusion goals and requirements MWBE Certification Agencies MWBE Certification Agencies Procurement Procurement What does the City of Dallas purchase What does the City of Dallas purchase Tips on doing business with the City of Dallas Tips on doing business with the City of Dallas Upcoming Bids- See Handout Upcoming Bids- See Handout

ResourceLINK Team The City of Dallas developed a group of business development and procurement specialist called The ResourceLINK Team to connect your business with the resources needed to do business with the City of Dallas. The City of Dallas developed a group of business development and procurement specialist called The ResourceLINK Team to connect your business with the resources needed to do business with the City of Dallas.

How does the ResourceLINK Team help me? Assists with online vendor registration Assists with online vendor registration Explains the contracting process Explains the contracting process Offers one-on-one support to vendors Offers one-on-one support to vendors Conducts vendor trainings Conducts vendor trainings Participate in chambers, advocacy and industry group events Participate in chambers, advocacy and industry group events Assists with M/WBE certification if applicable Assists with M/WBE certification if applicable Assists with compliance of the Business Inclusion and Development policy and forms Assists with compliance of the Business Inclusion and Development policy and forms Coordinate meetings between vendors and departments Coordinate meetings between vendors and departments Business Development (continue)

Business Inclusion and Development Plan On October 22, 2008 Dallas City Council approved the name change from GFE Plan to the Business Inclusion and Development (BID) Plan to reflect both inclusion and developing M/WBE On October 22, 2008 Dallas City Council approved the name change from GFE Plan to the Business Inclusion and Development (BID) Plan to reflect both inclusion and developing M/WBE It is policy of the City of Dallas to use qualified Minority and Women-Owned Business Enterprises (M/WBEs) to the greatest extent feasible on the Citys construction, procurement and professional services contracts It is policy of the City of Dallas to use qualified Minority and Women-Owned Business Enterprises (M/WBEs) to the greatest extent feasible on the Citys construction, procurement and professional services contracts

Business Development (continue) Business Inclusion and Development Goals Construction = 25% Construction = 25% Architectural & Engineering = 25.66% Architectural & Engineering = 25.66% Other Professionals = 36.30% Other Professionals = 36.30% Other Services = 23.80% Other Services = 23.80% Goods = 18% Goods = 18%

M/WBE certification Minority/Women Business Enterprise (M/WBE) certification is a review process designed to ensure that a business is actually owned, controlled and operated by an ethnic minority or woman. The City of Dallas accepts certification from the following agencies: Minority/Women Business Enterprise (M/WBE) certification is a review process designed to ensure that a business is actually owned, controlled and operated by an ethnic minority or woman. The City of Dallas accepts certification from the following agencies: North Central Texas Regional Certification Agency (No cost for this certification) North Central Texas Regional Certification Agency (No cost for this certification) (817) Dallas/Fort Worth Minority Supplier Development Council ($ fee for this certification) Dallas/Fort Worth Minority Supplier Development Council ($ fee for this certification) (214) (214) The Women's Business Council –Southwest ($ fee for this certification) The Women's Business Council –Southwest ($ fee for this certification) (817) (817) The certification application can be downloaded from the agencies website. If you need assistance in completing the application, please contact a ResourceLINK Team specialist at The certification application can be downloaded from the agencies website. If you need assistance in completing the application, please contact a ResourceLINK Team specialist at

Decentralized / Centralized Vendor Departments Procurement City Attorney Risk Management City Auditor Vendor Procurement Departments City Attorney Risk Management City Auditor

Procurement Opportunities City of Dallas in 2009 Purchased over $900 million in goods and services during Purchased over $900 million in goods and services during fiscal year 2009 (October 08 – September 09) Over $178 million spent with local and non-local M/WBE businesses combined Over $178 million spent with local and non-local M/WBE businesses combined Spent $30 million or 29% above our M/WBE participation goal. Spent $30 million or 29% above our M/WBE participation goal.

What does the City of Dallas buy? Architectural services Police cars ConcreteIce FlagsBooks Marketing consultants Janitorial supplies ShoesRodents Oil & gas Catering Paper Sports bras Tires Traffic & street supplies Drafting services Gifts & novelties Consulting services Plumbing fixtures AmmunitionClothing Police & fire specialties Industrial supplies

Purchasing Terminology A bid is for goods and services awarded to the lowest, responsive, responsible bidder. A best value bid is awarded to the bidder who provides goods or services at the best value for the municipality. Examples: purchase pricepurchase price quality of bidders goods and servicesquality of bidders goods and services extent to which the goods and services meet the municipalitys needsextent to which the goods and services meet the municipalitys needs total long-term costtotal long-term cost A proposal is for goods or services of a highly technical or professional nature awarded based on a variety of factors, not just price.

Purchasing Terminology Informal bids are for the purchase of goods and/or services that cost the City less than $25,000. (Can be bid electronically and does not require a bid Security) Formal bids are for the purchase of goods and/or services that cost the City more than $25,000. (Requires a sealed bid and a bid security) Bid Security is a guarantee that the vendor has submitted a response in good faith. $100 submitted in the form of a personal, business, or cashier check.

Types of Solicitations Informal Bid (RFQ) – Less than $25K – Low Bid Informal Bid (RFQ) – Less than $25K – Low Bid Formal Bid (RFB) – Greater than $25K – Low Bid Formal Bid (RFB) – Greater than $25K – Low Bid Best Value (RFB) – Greater than $25K – Best Value Best Value (RFB) – Greater than $25K – Best Value Proposal (RFP) – Greater than $25K – Most advantageous – Professional Services Proposal (RFP) – Greater than $25K – Most advantageous – Professional Services – Request For Competitive Sealed Proposal (RFCSP) – Great than $25K - Most advantageous – High Tech goods or services

Purchasing Terminology Master and Service Agreements are contracts entered into by the City and Vendor to provide goods or services over a defined period of time at a predetermined price schedule. Pre-bid meeting / Pre-proposal conferences are the assembly of vendors, procurement buyer and City department representative(s) to discuss the bid or proposal requested. This enables you to clarify, ask questions and meet your competitors.

Purchasing Terminology Scope of Work is a description of what is being requested. It can also determine the scopes of work for subcontracting opportunities in the bid or project in consideration for the Business Inclusion requirements. Specifications define how the City of Dallas expects the work to be done. Make sure your service or product meets City specification requirements.

Putting Your Best Bid Forward Read bid instructions Read bid instructions Make sure your product, service, delivery meets specification requirements Make sure your product, service, delivery meets specification requirements Attend pre-bid meetings Attend pre-bid meetings –Meet the department and ask questions regarding the bid specifications –Identify subcontracting opportunities and potential subcontractors –Meet your competitors / network

Putting Your Best Bid Forward Keep up with bid schedule and addenda Keep up with bid schedule and addenda pre-bid pre-bid addenda addenda closing date closing date Correct bid sheet Correct bid sheet quantity quantity unit & extended cost unit & extended cost unit of measure unit of measure check the math check the math

Putting Your Best Bid Forward Bonding & Insurance requirements Bonding & Insurance requirements Amount of coverage needed Amount of coverage needed Meet bonding/insurance requirements Meet bonding/insurance requirements Terms and conditions Terms and conditions Complete & submit all bid documents Complete & submit all bid documents Make a competitive bid Make a competitive bid

Whats Next? Keep your vendor information up to date: phone, address, address, commodity codes at Keep your vendor information up to date: phone, address, address, commodity codes at This information is used to This information is used to contact you, contact you, notify you of bids and upcoming events and notify you of bids and upcoming events and More importantly to pay you More importantly to pay you If your company is minority or women owned business (51%) and is the controlling factor If your company is minority or women owned business (51%) and is the controlling factor It is recommended that you obtain M/WBE certification It is recommended that you obtain M/WBE certification Participate in the pre-bid meetings Participate in the pre-bid meetings Bid in the procurement process Bid in the procurement process

How do I get to participate in doing business with the City of Dallas? Keep your vendor information up to date: phone, address, address, commodity codes at Keep your vendor information up to date: phone, address, address, commodity codes at This information is used to This information is used to contact you, contact you, notify you of bids and upcoming events and notify you of bids and upcoming events and More importantly to pay you More importantly to pay you If your company is minority or women owned business (51%) and is the controlling factor If your company is minority or women owned business (51%) and is the controlling factor It is recommended that you obtain M/WBE certification It is recommended that you obtain M/WBE certification Participate in the pre-bid meetings Participate in the pre-bid meetings Bid in the procurement process Bid in the procurement process

Contact a ResourceLINK Team Contact a ResourceLINK Team specialist at Find out more and bid on the Citys upcoming projects at: