3. COMMUNICATION Communication is the key to success. You may ask where do I start? Who do I call? www.volusia.org/purchasing 4/14/2016 2 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

4. 4/14/2016 3 Purchasing & Contracts Doing Business with Volusia County – Workshops, April 26 & 27, 2016 Jeaniene Jennings, CPPO, CPPB Director of PURCHASING & CONTRACTS Pam Wilsky, CPPB Procurement Manager Ronald Falanga, CPPB Procurement Analyst II Tabatha Freedman, MBA, CPPO, CPPB Procurement Analyst II Kendrick Thomas Procurement Analyst I Shaira Resto, MBA, CPPB, FCCM Procurement Manager Rebecca (Becki) Bishop, C.P.M. Procurement Analyst II Jennifer Ditslear, MBA, CPPO, CPPB Procurement Analyst II Inga Fegley, CPPB Procurement Analyst II Norma Rosales Office Assistant IV Kathy Williams, MBA, CPPO, CPPB Procurement Manager Vikky Bertling Procurement Analyst I John Duckworth Procurement Analyst I Andrew Kokitus, MBA Procurement Analyst II Denise Lewis Sr. Staff Assistant Heidi Ott Staff Assistant I

5. Who Are You? We recognize that without YOU, we could not meet the needs of our citizens. 4/14/2016 4 You are an essential element in meeting Volusia County’s needs. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

6. 4/14/2016 5 How Do I Get Started? Registering with the County is an excellent first step. The County now has a Vendor Self Service program (VSS) www.volusia.org/purchasing. 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). Doing Business with Volusia County – Workshops, April 26 & 27, 2016

7. 4/14/2016 6 Vendor Requirements Proper Professional Licenses. Business Tax Receipt (if a Volusia County business or if local preference applies). Insurance - specific to each solicitation. Bonds, if required. Registered as a vendor in the State of Florida through Sunbiz (www.sunbiz.org). Doing Business with Volusia County – Workshops, April 26 & 27, 2016

8. Insurance Each vendor must have the capability of obtaining insurance as required in the solicitation. The county does not require 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. 4/14/2016 7 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

9. What does the County Buy? The County has issued an average of 185 solicitations annually for goods and services. The solicitations are outlined on the next slides showing the delineation of solicitations for technology items, consultants, construction, services and commodities. 4/14/2016 8 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

10. Breakdown of solicitations Commodities - 66% (such as aggregates, janitorial supplies, auto parts, office supplies, maintenance parts). Construction / A&E Consulting - 24% (such as roofing, road projects, trails, and vertical construction). Services - 10% (Technology and software, commercial leasing, studies, community assistance). 4/14/2016 9 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

11. 4/14/2016 10 Solicitations RFQ: Request for Quotation ITB: Invitation to Bid RFP: Request for Proposals RSQ: Request for Statement of Qualification (Professional Services) Doing Business with Volusia County – Workshops, April 26 & 27, 2016

12. 4/14/2016 11 Request for Quotation Can be formal or informal, depending upon the complexity of the project. Less than $25,000 is more informal. If it exceeds $25,000 but is less than $50,000, or it is a complex project, it will be quoted by Purchasing & Contracts. Awarded to the lowest responsive and responsible bidder (including local preference). Doing Business with Volusia County – Workshops, April 26 & 27, 2016

13. 4/14/2016 12 Invitation to Bid Always a formal process requiring sealed bids by a specified date and time. Utilized when we know exactly what we need (e.g.: generators, aggregates, chairs, auto parts.) Always awarded to the lowest responsive and responsible bidder (including local preference). Evaluated by Staff. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

14. 4/14/2016 13 Request for Proposals Always a formal process requiring sealed proposals by a specified date and time. Utilized when we know where we want to end up, but not how to get there - a solution or services contracts. ex. ERP system, parking systems, trash collection. Awarded to the top ranked firm based on the evaluation criteria published in the RFP. For this solicitation an evaluation committee made up of County staff is utilized to recommend a choice to the County Council. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

15. 4/14/2016 14 Request for Statement of Qualifications The preferred solicitation method used to procure professional services based on qualifications. Price may be a factor in selecting the most qualified consultant. (e.g.: Auditors, Appraisers, Consultants - not CCNA). Awarded to the top ranked firm or firms through an evaluation process. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

16. 4/14/2016 15 Request for Statement of Qualifications Professional Service procured under the Consultant’s Competitive Negotiation Act (CCNA, FS 287.055). Utilized for procuring professional architectural, engineering, landscape architectural, surveying, and mapping services. Selection is based on qualifications and experience only. Awarded to the top ranked firm or firms through a two-step evaluation process. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

17. Tips on responding to a solicitation Read the documents carefully. Talk to your insurance agent about the cost to meet the requirements. If an attorney will be involved in contracting, may be a good idea to have them review prior. Attend the pre-bid meetings. Ask questions for clarification - submit proposal prior to closing. Give yourself plenty of time for review, and to react to any addenda issued. Do not wait until the last minute to complete the submittal package. 4/14/2016 16 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

18. Tips… continued Make sure all documents that require a signature are signed by an someone authorized to sign for the company. Volusia County has a local preference policy, which means that if you are a vendor located in Volusia, Seminole, Lake, Orange or Osceola County, you can receive a 3% bid preference. If there is a subcontracting element that meets the “local” definition, an additional 2% bid preference. Supplemental documentation will be required to obtain this preference. 4/14/2016 17 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

19. 4/14/2016 18 Do Not Be Late! All Formal Solicitations must be received by the Closing Time listed. Late Bids/ Proposals… WILL NOT BE ACCEPTED! Doing Business with Volusia County – Workshops, April 26 & 27, 2016

20. 4/14/2016 19 Going to Council Any purchase for goods or services that exceeds a cumulative value of over $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. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

21. 4/14/2016 20 Did you know? All submittals are considered a public record under the Florida Sunshine Law. The opening of all solicitations is done in a public forum. Except for construction projects, per Florida Statute, pricing will not be disclosed at time of the opening. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

22. 4/14/2016 21 Do I Need a Purchase Order? A payment vehicle IS required in order to receive Payment: Purchase Orders are primarily used for one-time purchases for a specific quantity and specific delivery. Master Agreements are primarily used for indefinite quantities with multiple delivery requirements. All purchases over $3,000. 00 require competition Doing Business with Volusia County – Workshops, April 26 & 27, 2016

23. 4/14/2016 22 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. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

24. I have a contract… what’s next? Upon award of a contract, or agreement the vendor will work directly with the project manager of that department. All issues or concerns shall be addressed through the project manager. Understand the terms of your contract, and follow the contract. If there is a breakdown with project manager and vendor, call you procurement analyst. 4/14/2016 23 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

25. 4/14/2016 24 Contracting Authority  What is it? The authority to commit the County to a contract or agreement.  Who has it? ALL contracts and/or agreements requiring a signature MUST go through Purchasing & Contracts. NO EXCEPTIONS Doing Business with Volusia County – Workshops, April 26 & 27, 2016

26. FAQ’s The School Board is a separate entity with its own Purchasing division. It is OK to approach the individual departments prior to a solicitation being issued. Collaboration as a prime and subcontractor is encouraged, collusion is not and is illegal. I am a small company, how can I compete? There are many small companies that do business with the County very successfully. 4/14/2016 25 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

27. FAQ’s... Cont. The County does have a procurement card program for small non-recurring purchases; please let departments know if you can accept. Check your math; a mathematical error may deem your hard work non-responsive. The County allows other municipalities to piggyback off our contracts with the permission of the vendor. 4/14/2016 26 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

28. 4/14/2016 27 Overcome the FEAR FACTOR! Submitting a Solicitation is not that hard. Let us assist you. Attend pre-bid meetings when offered. Doing Business with Volusia County – Workshops, April 26 & 27, 2016

29. 4/14/2016 28 Communication is key! Don’t let this be you. Ask for help! Visit www.volusia.org/purchasing Doing Business with Volusia County – Workshops, April 26 & 27, 2016

30. 4/14/2016 29 Go Team! Remember, we are BOTH part of a Team and we are here to help you. We can’t be successful if you are not successful. Communication is KEY! Working Together, Volusia County and Our Vendors Doing Business with Volusia County – Workshops, April 26 & 27, 2016

31. Resources www.volusia.org/purchasing www.volusia.org/bidlist www.sunbiz.org 4/14/2016 30 Doing Business with Volusia County – Workshops, April 26 & 27, 2016

32. 4/14/2016 31 Questions & Answers Doing Business with Volusia County – Workshops, April 26 & 27, 2016