Procurement 101: “Learning the Ropes”

Goal Introduce  City of Dallas’ Business Development and Procurement Services (BDPS) department ■ ResourceLINK Team (RLT) ■ Business Development & Inclusion (BID) Group ■ Business Development & Inclusion goals and requirements ■ Minority/Women-owned Business Enterprises (M/WBE) certification agencies  Procurement process Review  City of Dallas website (  City of Dallas Vendor Self-Service System (VSS) online registration What does the City of Dallas purchase? Tips on doing business with the City of Dallas

Business Development & Procurement Services Business Development and Procurement Services (BDPS) includes:  ResourceLINK Team (RLT)  Business Development & Inclusion (BID Group)  Procurement Services

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

Business Development 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  Explains the contracting process  Offers one-on-one support to vendors  Conducts vendor trainings  Participate in chambers, advocacy and industry group events  Assists with M/WBE certification, if applicable  Assists with compliance of the BID Policy and forms  Coordinate meetings between vendors and departments

What is the BID Plan? The Business Inclusion & Development (BID) Plan is the City of Dallas’ mandated program to involve Minority and/or Women-Owned Business Enterprises (M/WBEs) to greatest extent feasible on the City’s construction, procurement and professional services contracts BID Compliance Group grants points for the significant inclusion of M/WBE firms in response to the evaluation of proposals including best value bids estimated at $250K and over BID Compliance Group reviews all contracts to ensure compliance of the BID Plan

What is the BID Plan? The BID Plan is used to encourage & increase participation of M/WBEs in city contracts and encourage bidders/proposers to create joint ventures when feasible to increase capacity and build stronger M/WBE firms in the market Only the first tier, local certified M/WBEs (within Dallas County) can be counted toward the BID goals Certified M/WBEs located outside of Dallas County will be considered as evidence of a business inclusion & development, but not counted towards the BID goal The BID Affidavit is required with the submittal of a bid or proposal BID forms are due to BDPS within five business days of the awarding department’s issuance of the notification of intent to award

BID Goals BID Goals Construction = 25% Architectural & Engineering = 25.66% Other Professionals = 36.30% Other Services = 23.80% Goods = 18%

M/WBE Certification Minority/Women-owned 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 and/or woman. The City of Dallas accepts certifications from the following agencies:  North Central Texas Regional Certification Agency (No cost for this certification) (817)  Dallas/Fort Worth Minority Business Council ($ fee for this certification) (214)  The Women's Business Council –Southwest ($ fee for this certification) (817) The certification application can be downloaded from the agencies website. If you need assistance in completing the application, please contact a ResourceLINK Team member at

Procurement Services Buying goods and services for the City Develop specifications jointly with City departments Work in conjunction with the ResourceLINK Team (RLT) and Business Inclusion & Development (BID) Group to involve qualified Minority and Women-Owned Business Enterprises (M/WBEs)

Procurement Opportunities City of Dallas in 2009  Purchased over $900 million in goods and services during fiscal year 2009 (September)  Over $134 million spent with local M/WBE businesses (Dallas County)  Over $177 million spent with local and non-local M/WBE businesses combined

What does the City of Dallas buy? Architectural Services Police carsConcreteIce FlagsBooksMarketing Consultants Janitorial Supplies ShoesRodentsOil & GasCatering Paper Sports BrasTires Traffic & Street supplies Drafting Services Gifts & Novelties Consulting Services Plumbing fixtures AmmunitionClothingPolice & Fire specialties Industrial Supplies

Procurement 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 price  quality of bidder’s goods and services  extent to which the goods and services meet the municipality’s needs  total 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

Procurement Terminology (cont.) 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 is to be submitted in the form of a personal, business, and/or cashier’s check 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

Procurement Terminology (cont.) 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 or ask questions and meet your competitors 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 BID requirements Specifications define how the City of Dallas expects the work to be done; make sure your service or product meets City specification requirements

Types of Solicitations Informal Bid (IFS) = Less than $25K (Low Bid) Formal Bid (RFB) = Greater than $25K (Low Bid) Best Value (RFB) = Greater than $25K (Best Value) 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)

Bid Numbers B (single letter) = Informal bid (<$25,000) (B01434) B01 (two number) = Identify the Buyer (B01434) BJ (two letters) = Formal bid (>$25,000) (BJ0416) BJ (two letters) = Identify the Buyer (BJZ0412) BJZ (third letter) = Proposal (BJZ0412) CI - Construction = (CIZ0434) HU - Housing Repairs = (HU0424)

Putting Your Best Bid Forward Read bid instructions Make sure your product, service, delivery meets specification requirements Attend pre-bid meetings  Meet the department and ask questions regarding the bid specifications  Identify subcontracting opportunities and potential subcontractors  Meet your competitors/network Keep up with bid schedule and addenda  Pre-bid meeting  Addenda  Closing date

Putting Your Best Bid Forward Correct bid sheet  quantity  unit & extended cost  unit of measure  check the math Bonding & Insurance requirements  Amount of coverage needed  Meet bonding/insurance requirements  Terms and conditions  For assistance call Chandra Marshall-Henson, (214) Complete & submit all bid documents Make a competitive bid

How do I get to do business with the City of Dallas?  Register online as a vendor at the City website,  Select commodity codes that best describe your product or services  Keep your vendor information up to date (i.e. phone, address, e- mail address, commodity codes at  Contact information is used to  contact you,  notify you of bids, upcoming events, and  more importantly, to pay you

How do I get to do business with the City of Dallas?  If your company is minority and/or women owned business (51%); and, he or she is the controlling entity  It is recommended that you obtain MWBE certification  Check M/WBE certified if applicable  Participate in the pre-bid meetings  Bid in the procurement process

Upcoming Events February 2010: Construction, Architectural & Engineering Roundtable & Current Special Projects April 2010: Procurement 101: Learning the Ropes & Goods, Professional & Other Services Forum

ResourceLINK Team Is your LINK to Doing Business with the City of Dallas Contact a ResourceLINK Team member at (214)