1. State Contracting 101 – How Michigan Businesses Can Win State Awards Elise Lancaster Director of Purchasing Operations

2. DMB, Acquisition Services 2 Business Resources Doing Business Website –www.michigan.gov/doingbusiness Entrepreneurship Website –www.michigan.gov/beyourownboss Procurement Technical Assistance Centers (PTACs) –www.michigantac.org Small Business & Technology Development Centers (SBTDCs) –www.misbtdc.org

3. DMB, Acquisition Services 3 Who Buys What? Who?What? Michigan Department of Management & Budget Purchasing Operations Goods and Services Valued at $25,000+ Implements state purchasing policy Individual State AgenciesGoods and Services Valued at less than $25,000 Direct and Human Services Michigan Department of Management & Budget Print & Graphic Services Most printing and graphic design contracts Michigan Department of Management & Budget Office of Facilities Buildings and Land Michigan Department of TransportationRoad and Bridges Maintenance and New Construction Michigan Department of Management & Budget Strategic Asset Management Leases

4. DMB, Acquisition Services 4 Who We Are – Purchasing Operations We handle a diverse portfolio of more than 2,200 contracts valued at more than $11.6 billion (yes, billion) We act on behalf of state agencies to buy goods and services We provide guidance regarding competitive bidding to state agencies We report to the legislature regarding statutory purchasing requirements We recruit and maintain a diverse, large pool of potential vendors

5. DMB, Acquisition Services 5 What We Buy in Purchasing Operations Commodities Services Information Technology General Rule –Orders of $25,000 or more are handled by Purchasing Operations –Orders of less than $25,000 are handled by each state agency

6. DMB, Acquisition Services 6 Business Opportunities Contracting / State Vendors –Michigan based businesses succeed as state vendors –Small businesses succeed as state vendors –Today’s purchasing is open and accessible –All vendors have a fair and equal chance to win state business Subcontracting with Prime Vendors –Vendor / Sub Fairs in 2006 –Future web enhancements to link primes and subs

7. DMB, Acquisition Services 7 MiDEAL – Expanding Your Client List MiDEAL = Michigan Delivering Extended Agreements Locally Voluntary program that allows local units of government to buy off of state contracts Typical contract = 1 vendor + 1 client MiDEAL contract = 1 vendor + 2,661 clients –Townships –Cities & Villages –Counties –Road Commissions –Non-profit Hospitals –Colleges –Universities –School Districts

8. DMB, Acquisition Services 8 Where Michigan Firms Fit In Your registration as a vendor expands and diversifies our pool of potential vendors Your research and your visits to our website (www.michigan.gov/doingbusiness) get you prepared to bidwww.michigan.gov/doingbusiness Your preparation and planning lead to a thorough, complete bid response Your competitive bids can win contract awards and help save taxpayer $$$ Your feedback helps us improve

9. DMB, Acquisition Services 9 Doing Business With Michigan Step One: Register as a Vendor Step Two: Find an Opportunity through Purchasing Operations ($25,000 or more) Step Three: Review, Plan, Prepare Step Four: Submit Be Competitive – Be Complete – Be Timely Step Five: Evaluate and Debrief Step Two: Find an Opportunity through Agency Buyers ($24,999 or less)

10. “When the opportunity presents itself, it’s too late to prepare.” -Coach Wooden

11. DMB, Acquisition Services 11 Research and Preparation Become familiar with contracts that you are interested in bidding on Visit our website: www.michigan.gov/doingbusiness Click on “For Vendors” on the left, then click on “Complete Contract List” –Excel spreadsheet that you can download –Gives contract value, current vendor, expiration dates, etc –Anticipate projects that you want to bid on

12. DMB, Acquisition Services 12 Example of how to use current contract list to research opportunities –Clean and Sweeps Janitorial Services, LLC Research and Preparation

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16. DMB, Acquisition Services 16 Contract/Purchase Order NumberAgencyBuyer NameTEAMVENDOR_NAME 071B5200027761AKMFACUNITED COMMERCIAL SERVICES INC –Contract/Purchase Order Number Identification number –Agency Agency the contract is created for –Buyer Name Buyer who oversees contract –Vendor Name Name of current vendor

17. DMB, Acquisition Services 17 –Description Contract description of goods/services –Amount Contract value –Expiration Date Contract expiration DescriptionAmountExpiration Date (A) JANITORIAL SERVICE DEQ CADILLAC OFC$60,180.0010/1/2007

18. DMB, Acquisition Services 18 Research and Preparation Review Past and Present Contracts – they are public information Freedom of Information Act (FOIA) allows you to obtain a copy FOIA area of website Acquisition Services’ FOIA contact –Mike Bliss –(517) 335-6544 –blissm@michigan.gov

19. DMB, Acquisition Services 19 Research and Preparation Public Documents Options to Obtain Through the Freedom of Information Act (FOIA) –Administrative Board bid tabulation –Existing contract –Joint Evaluation Committee Synopsis –Winning proposal

20. DMB, Acquisition Services 20 Ad Board Bid Tab

21. DMB, Acquisition Services 21 Contract Cover Sheet

22. DMB, Acquisition Services 22 Points Summary

23. DMB, Acquisition Services 23 Finding Current Solicitations Make Us Part of Your Weekly Routine! Bookmark Our Web Address – www.michigan.gov/doingbusiness Select “Bids & Proposals” Select “Commodities & Services” Review Invitations to Bid (ITBs)

24. DMB, Acquisition Services 24 Finding Current Solicitations Example of how to find a Invitations to Bid (ITBs) that apply to your company –Amusement and Carnival Services Search –Browse through list –If ITB # is known, type in search box View and Print Documents –“ITB Document” –“ITB Attachments”

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27. DMB, Acquisition Services 27 Invitation to Bid

28. DMB, Acquisition Services 28 Vendor Registration Registration is an important first step for businesses who want to be state vendors Visit our website: www.michigan.gov/doingbusiness Select “For Vendors” Select “How to Register as a Vendor” Follow the instructions to register online

29. DMB, Acquisition Services 29 Vendor Registration Allot 10-15 minutes Have business information and banking information handy Questions? –Contact the Vendor Registration Help Desk –(517) 373-4111 or (888) 734-9749 –Monday – Friday from 7:00 a.m. – 5:00 p.m.

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34. DMB, Acquisition Services 34 Submitting Winning Proposals Internal Environment –Know your business & know yourself –Be prepared to convey what makes you unique and qualified to win a contract award External Environment –Know your industry & know your competition –Be prepared to convey what makes you better and MORE qualified than your competitors

35. DMB, Acquisition Services 35 Submitting Winning Proposals Use FREE resources that are available to you! –Procurement Technical Assistance Centers (PTACs) www.michigantac.org www.michigantac.org –Small Business Technology & Development Centers www.misbtdc.org www.misbtdc.org Review the ENTIRE Invitation to Bid, with all attachments! –Attend mandatory pre-bid meetings and site visits –Review question and answers (posted with ITB) Ask questions, especially if specifications are tight

36. DMB, Acquisition Services 36 The Wrong Way Frills (such as fancy-schmancy binders and pretty extras) Offers to help the buyer write proposals during the bid process Offers to take buyers to lunch Offering gifts to buyers Contacting buying agencies after the Invitation to Bid has been posted

37. DMB, Acquisition Services 37 The Right Way Attend pre-bid meetings and site visits –These will be specified on the Invitation to Bid or the attachments on our website Follow Invitation to Bid directions completely Follow format requirements exactly Direct questions or concerns to Purchasing Operations’ buyer specified on the Invitation to Bid Be Competitive – Be Complete – Be Timely

38. DMB, Acquisition Services 38 Persevere! If at first you don’t succeed…. –Schedule a debriefing (follow-up meeting) with buyer –Determine areas that need improvement for your next bid response –Review other bid submissions –Freedom of Information Act information noted at the beginning of presentation

39. DMB, Acquisition Services 39 Persevere! Debriefing is the recommended first step If you still think we made a mistake with the award –Challenge the process with a formal protest –Protests must be in writing –Direct protests to Elise Lancaster, Director of Purchasing Operations

40. DMB, Acquisition Services 40 Celebrate! If you win… –Sign contract within 10 days of receipt –Make sure certifications and representations are on file

41. DMB, Acquisition Services 41 Purchasing Operations Integrity First Quality Service Daily Responsible Spending Always

42. DMB, Acquisition Services 42 Contact Purchasing Operations 2 nd Floor, Mason Building Lansing, MI 48909 Phone:517.335.0230 Fax:517.335.0046 Email:DMB-Outreach@michigan.gov www.michigan.gov/doingbusiness