1. CITY OF HALLANDALE BEACH PROCUREMENT PROCESS City Commission Workshop February 23, 2015

2. FACTS ABOUT THE PROCUREMENT PROCESS On average, the City releases approximately 17 formal solicitations per year. o No. of Request for Proposals (RFPs) = approximately14 o No. of Low Bids (no presentations) = approximately 3 o No. of Bids/RFPs rejected = 3 o No. of Bids/RFPs with 1 response = 2 o No. of Oral Presentations = 12 * The above information are averages for the following fiscal years: FY 12-13; FY 13-14; FY 14-15 to date. 2

3. DEFINITIONS o Procurement Code Definition of Request for Proposals (RFP) A solicitation for proposals to provide a solution to a problem or a course of action or a determination of data findings useful to the City. o Formal solicitations are issued for any project that exceeds the City Manager’s threshold authority. - $25,000 Professional Services. - $50,000 all other. RFP vs.Bid 3 o Used to solicit goods and services. o Presents preliminary requirements for the commodity or service, and may dictate to varying degrees the exact structure and format for vendors to respond. o Informs vendors of what the City is looking to accomplish and encourages vendors to propose their best approach. o Allows for negotiation of price and terms and conditions. o Award of the contract is made to the highest ranked responsive, responsible vendor. o A written offer for specific goods and services. o The response to a bid is for specific line unit item described in detail. o Used in formal solicitations for construction projects where each line item is known and described in the price sheet for vendors to respond to. o Awarded to the lowest responsive, responsible vendor. o Award of a contract is based on lowest price response for firm’s whose references are confirmed. o Presentation are not part of the bid process.

4. The City uses the following avenues to notify vendors of a release of a formal solicitation o Advertise 1 time in the Sun Sentinel: only construction project solicitations, per F.S. 255.0525. o Post in Demandstar: Demandstar is a site where vendors that pay a fee receive notification of solicitations. o Post in City’s website. o Email notice to vendors that have completed a Vendor Application for the specific commodity and/or service. o Post on the Chamber of Commerce website. 4 HOW ARE FORMAL SOLICITATIONS ADVERTISED

5. WHAT IS IN THE SOLICITATIONS o Cover page identifying the solicitation number and the service being requested; o Table of Content; o Purpose of Project/Scope of work and criteria for the project, including any Minimum; Qualification Requirements (MQRs), if any; o Price Sheet if it is a bid; o Instructions for Submittal of Proposals; o References Request; o Definitions; o All information pertaining to deadlines: a) due date; b) pre-bid conference; c) site inspection (if any); d) last day for questions; o Budget/funding available for project; o Bond requirements, if any; o Tentative Time Schedule of the project, from date of release; o City’s Terms and Conditions. These serve to educate the vendors about various City practices and rules such as: Cone of Silence, Domestic Partner Benefits Requirements, Lobbyist Registration, Public Records, Addenda and Modifications, Insurance requirements, Protest Procedures, Community Benefit Plan and Local Vendor Preference, and o All Forms that Firms must sign and submit, i.e. Payment Method, Public Entity Crime Form, Domestic Partnership Certification Form, Conflict of Interest Questionnaire, etc. 5

6. SELECTION PROCESS Selection Process - People with expertise in area of project - Subject Matter experts o Committee is appointed and provided with documents. o Evaluation Committee may meet various times depending on the project. o Pre-Ranking meeting to explain all criteria and documents. o Ranking is completed. o Results on Agenda. o Staff contacts only highest ranked When Oral Presentations are required o Only for RFP Process. o Conducted to allow Evaluation Committee to obtain clarification on any aspect of the proposals to help the Evaluation Committee rate the firm’s submittal. o Florida Statute 286.0113, adopted in 2011, exempts oral presentations from Florida Statute 286.011. F.S. 286.011 dictates the process for public meetings. 6

7. DEFINITION OF THE CONCERN(S) o Commissioners feel that they do not have enough time or an opportunity to review the vendor’s response prior to the meeting and therefore, they feel uncomfortable challenging staff’s ranking. o The limitations under the current cone of silence does not allow for Commissioners to have any discussions with vendors in the process. o Commissioners do not have access to vendor submission documents. 7

8. Next steps, direction? 8