1. Procurement Best Practices for Construction & General Services Support
A View from Two Counties
San Diego & Ventura
Jack Pellegrino, CPCM
Director
Department Purchasing & Contracting
Cliff Chroust, CPPO
Purchasing Agent
Manager, Procurement Services
April 17, 2019

2. Facts about San Diego County SanDiegoCounty.gov
2nd largest County in California by population
5th largest county in U.S. - over 3.2 million residents
4,261 square miles
Adopted Budget $6.27 Billion
Operates under County Charter - Five Elected Supervisors
Four Countywide Elected Officials
County Clerk; Treasurer/Tax Collector; District Attorney; Sheriff
2 of 20

3. Ventura County
General Law County policymaking, budget approval, and legislative authority, vested in a five-member Board of Supervisors
Established January 1, 1873, created as southeasterly portion of Santa Barbara County,1873 square miles, and bordered by 42 miles of coastline
Elected department heads are Assessor, Auditor-Controller, Clerk and Recorder, District Attorney, Sheriff, and Treasurer-Tax Collector
County has 9,213 full-time employees
Enterprise funds account for the operations of Medical Center, Health Care Plan, two airports, Channel Islands Harbor, Waterworks Districts, and Parks

4. Charter or General Law Counties
13 Charter Counties
Charter Counties
Population
Los Angeles County
10,163,507
San Diego County
3,337,685
Orange County
3,190,400
San Bernardino County
2,157,404
45 General Law Counties
General Law County
Population
Riverside County
2,423,266
Contra Costa County
1,147,439
Kern County
893,119
Ventura County
854,223
San Joaquin County
745,424

5. Governance Procurement governed by: Statutory Operational
Government Code
Public Contract Code
County Ordinance
Department Policy
Uniform Commercial Code
Operational
Service Model
Commodity Teams

6. County of San Diego Department of Purchasing & Contracting
What We BUY
County of San Diego Department of Purchasing & Contracting
Fiscal Year Spend
$1.15B
The County procures a wide variety of goods and services. Significant spending occurs in health and civic services, information technology, and construction.

7. Competitive Procurement Methods Used
Request for Information (RFI)
Market research invitation seeking industry feedback, best practices, etc.
Request for Quotation (RFQ)
Awarded either to lowest price or best value as established in the RFQ.
Request for Bid (RFB)
Awarded to lowest responsive bid.
Request for Statement of Qualifications (RFSQ)
Used as a first step to qualify Offerors leading to a second procurement action.
Request for Proposal (RFP)
Awarded based on best value to County as established in the RFP.

8. Ventura County Procurement
Annual Volume
$370 million
Annual
Transactions
21,421
14 Staff - commodity centered teams
28 Department and Agency customers
Solicitations – Quotes, Bids, Request for Proposal
Execute Contracts; Includes drafting, negotiation, dispute resolution & close-out
Procurement Card – Issue, train, administer
Copier Programs - Full service print and copy program
Training – Countywide training for credit cards, VCFMS as well as quarterly roundtable meetings
Community Outreach – “How to Do Business with the County” presentations
Surplus Property – Reuse and Sale
Job Order Contracting – Minor construction (substantial projects solicited and managed by Public Works)
Co-op Purchases
$71 million
PCards
$3 million

9. Operational Efficiency
Online Public solicitation systems – (Bonfire) Open and Accessible

10. County of San Diego DPC Customer Aligned and Focused organization
Aligned to support 5 Groups/48 Departments
53 Staff; 36 Procurement – 6 supporting DGS

11. Operational Efficiency
Delegated Authority
Evaluate where procurement adds value
Online Documentation
Defines rules and communicates expectations
Automated Insurance Tracking
Reduce paper and workload
Online Public solicitation systems
Reduce paper
Increase transparency
Vendor Portal
Construction & JOC
Enable project delivery

12. County of San Diego Procurement Authority & Philosophy
Philosophy (Charter; Admin. Code; A-81 & 87)
Purchasing Agent shall make all purchases for CoSD (Charter Section 705)
BOS Policy requires Competitive procurement of goods/services (A-87)
BOS approval of Sole/Single Source > $100k annual; RFPs > $1M (A-87)
Department Heads are responsible for contract administration (A-81)
Competition - Accountability
Procurement Methods
Simplified Competitive Processes
Formal & Competitively Negotiated Processes
P-Card
Request for Quote (RFQ)
Request for Bid (RFB)
Request for Proposal (RFP)
Request for Statement of Qualifications (RFSQ)
Reverse Auctions (RA)
$0 to $2,500
$2,500 to $250,000
DVBE - Small Business Enterprise
Over $250,000
$0 to $50,000
$0 to $100,000
9/2017

13. Operational Efficiency
Online Documentation and Resources - High return on effort

14. Focus on the Core
Track Cycle Times – Use them to set expectations

16. Service Delivery Focus Both Organizations
Customer engagement focus
Meet with Customer Departments
Understand requirements
Timing of procurement needs
Unique requirements
Survey our performance
Ask for regular feedback on services
Prioritize assignments and support

17. Customer Engagement RoundTable Meetings – Understand your customers!!!
(Share the Load: have guest presenters)

18. San Diego DGS Procurement Best Practices
Over 180 contracts supporting DGS
CoSD Contract Tools we use:
Design Build – Construction > $1M
3 on-going
Contract Manager at Risk (CMR)
3 on-going; 4 in planning
As-Needed contracts
Architectural; Civil Engineering; Special Inspections; Construction Management; Mechanical Engineering Plumbing
Job Ordering Contract (JOC)
14 Contracts in 11 service areas
$4.5M ceiling per contract
85 Task Orders

20. Contacts Cliff Chroust – Purchasing Agent
(805) /
Boyd Donavon – Assistant Purchasing Agent (805) /
Ernie Griego – Principal Buyer, Supervisor
(805) /
Jody Howard - Principal Buyer, Supervisor
(805) /

21. Questions/Discussions Best Practice Procurement Supporting General Services