1. Procurement Forum
February 14, 2013

2. Next Meeting March 14, 2013 10:00 – 11:30 am
University of Arkansas Cooperative Extension Auditorium
2301 South University Avenue
Little Rock

3. What’s the difference between the two?
RFP vs. RFQ
What’s the difference between the two?

4. Request for Proposal (RFP)
Utilized when the use of competitive sealed bidding is not practical or advantageous
Used when comparative, judgmental evaluation is required
Scored based on evaluation criteria set forth in the RFP
Price taken into consideration but not the most important evaluation criteria

5. Request for Proposal (RFP)
EXAMPLES:
Software or Data Management Systems
Large IT Procurements
Most Services

6. Request for Qualifications (RFQ)
Used when qualified vendors with specialized expertise for a specific scope of work or service are needed
Agency knows the qualifications the vendor must meet
Selection is based on the respondent’s qualifications
Price is not a consideration in selecting a vendor
Price becomes a factor only after qualified vendor is identified

7. Request for Qualifications (RFQ)
EXAMPLES:
Contracts in which the agency sets the rate
Contracts in which the agency needs all qualified vendors to provide statewide coverage
No cost to the State contracts

8. Request for Qualifications (RFQ)
EXAMPLES:
Advertising Campaigns
Architectural
Engineering
Legal Services

9. Professional and Consultant Services (PCS)

10. PCS Contacts Amber Furgerson Rebecca Kee
Rebecca Kee

11. What Are
PCS Contracts?

12. Technical/General Services Professional Services Consultant Services

13. Technical/General Services
Completion of an assigned task, not an entire project
Agency has control of how the service is performed (what will be done and how it will be done)

14. Technical/General Services
Skilled Individuals
Recurring Nature
Performance Based
Quality of Work
Results Produced

15. Technical/General Services
EXAMPLES:
Standard training program
Nursing and therapy
Data entry
Actuary
Computer & technology
Court reporting
Interpreter

16. Technical/General Services
EXAMPLES:
Equipment Maintenance
Lawn Care
Janitorial Services
Waste Removal Service
Pest Control Service

17. Professional Services
Professional in nature
Requires specialized training, education, knowledge, and skill
License or certification is needed

18. Professional Services
Requires judgment, discretion, decision-making, advice, opinions, recommendations and/or analysis
Minus agency managerial control
Control over results, not day- to-day activities

19. Professional Services
EXAMPLES:
Engineering
Architectural
Land survey
Medical doctor
Attorney or legal
Advertising Campaigns

20. Professional Services
EXAMPLES:
Financial Services
Marketing Analysis
Appraisal Services
Environmental Studies

21. Consultant Services
Review the current situation
Subject matter experts
Offer advice, opinions, and recommendations only

22. How do we know
Scope of Work

24. REPORTS, SUBMITTALS & NOTIFICATIONS

25. Reports, Submittals & Notifications
§ (14)(C) - Report filed annually with the Division of Legislative Audit procurements of exempt commodities or services used in research, education and treatment for diagnosis, cure and prevention of disease through a group purchasing entity serving public health institutions.
§ (14)(L) - Report to State Purchasing Director Livestock procured by an agency having an official.
Report to State Procurement Emergency procurements by agencies with an official .
R1: Report to State Procurement monthly Special procurements.

26. Reports, Submittals & Notifications
§ Report to State Procurement monthly commodity purchases involving a service with a total cost of $250,000 or more by agencies with an official.
§ Report benefit received from a contract which an employee has a financial interest to the Director of the Department of Finance and Administration.
§ Disclosure forms with a hit. The contract is with a member of the General Assembly, his or her spouse, person or his /her spouse is an officer, director or stockholder owning more than 10% of the stock in the business.
§ File with Secretary of State each year type of contract and amount of contract or benefits received during the previous year.

27. Reports, Submittals & Notifications
§ Annual registration of state-owned motor vehicle report of each vehicle with the Director of the Department of Finance and Administration.
§ – Report to Risk Management Division information necessary to analyze and manage risk of loss of state assets.
Minority participation monthly report by agencies with an official.
Sum of total procurement report quarterly to the Minority Business Advisory Council.
Shared Benefit Payment Fund monthly report to Chief Fiscal Officer of the State by agencies with an official.

28. Reports, Submittals & Notifications
§ Report to State Procurement for semiannual report purchase of recycled paper products.
Monthly DO reports for printing.
§ , § , § Submit information technology products or services procurements with an anticipated cost of $100,000 or more to DFA Intergovernmental Service for approval.
§ Submit procurements for technical services over 100,000 involving health, human services, educational service or software majorly modified or designed specifically for an agency for review by the Arkansas Legislative Council.

29. Reports, Submittals & Notifications
R1: (c) - Submit to State Procurement Director a letter signed by administrative head of an agency designating each employee who shall be a procurement agent.
R1: (a) - Submit to State Procurement Director a letter signed by administrative head of an agency designating an employee who shall be the procurement official.
§ Submit a request to lease a motor vehicle to the State Procurement Director.
§ Notify the Attorney General in writing when for any reason collusion is suspected among any bidders or offerors.

30. Marketing & Redistribution
Reports & Submittals
§ Report to Marketing and Redistribution by 10th of following month sale of surplus computers.
§ Report to Marketing and Redistribution commodities where the cost to transport would be prohibitive
§ Submit to M & R an Intrastate Agency Sale Form for commodities sold to another agency
§ Submit M & R a certificate of property disposal form for commodities that have no scrap or resale value
§ Submit to M & R request to donate surplus property
§ Submit to M & R a request to trade in equipment