Procurement 101: “Learning the Ropes”

Rev. 2 – 3/24/11 BDPS-MSD-301

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GoalGoal Introduce

City of Dallas’ Business Development and Procurement Services (BDPS) department

■ ResourceLINK Team (RLT)■ Business Development & Inclusion (BID) Group■ Business Development & Inclusion goals and requirements■ Minority/Women-owned Business Enterprises (M/WBE) certification

agencies Procurement process

Review City of Dallas website (www.bids.dallascityhall.org) City of Dallas Vendor Self-Service System (VSS) online registration

What does the City of Dallas purchase? Tips on doing business with the City of Dallas

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Business Development & Business Development & Procurement ServicesProcurement Services Business Development and Procurement

Services (BDPS) includes:

ResourceLINK Team (RLT)

Business Development & Inclusion (BID Group) Procurement Services

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Decentralized/CentralizedDecentralized/Centralized

Vendor

Vendor

Vendor

Vendor

VendorVendor

DepartmentsProcurement

City Attorney

Risk Management

City Auditor Vendor

Vendor

VendorVendor

Vendor

Procurement

DepartmentsCity

Attorney

Risk Management

City Auditor

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Business DevelopmentBusiness Development

The City of Dallas developed a group ofbusiness development andprocurement specialist called “TheResourceLINK Team” to connect yourbusiness with the resources needed todo business with the City of Dallas

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How does the ResourceLINK How does the ResourceLINK Team help me?Team help me?

Assists with online vendor registration Explains the contracting process Offers one-on-one support to vendors Conducts vendor trainings Participate in chambers, advocacy and industry

group events Assists with M/WBE certification, if applicable Assists with compliance of the BID Policy and

forms Coordinate meetings between vendors and

departments

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What is the BID Plan?What is the BID Plan? The Business Inclusion & Development (BID) Plan is the

City of Dallas’ mandated program to involve Minority and/or Women-Owned Business Enterprises (M/WBEs) to greatest extent feasible on the City’s construction, procurement and professional services contracts

BID Compliance Group grants points for the significant inclusion of M/WBE firms in response to the evaluation of proposals including best value bids estimated at $250K and over

BID Compliance Group reviews all contracts to ensure compliance of the BID Plan

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What is the BID Plan?What is the BID Plan? The BID Plan is used to encourage & increase participation of M/WBEs in city

contracts and encourage bidders/proposers to create joint ventures when feasible to increase capacity and build stronger M/WBE firms in the market

Only the first tier, local certified M/WBEs (within Dallas County) can be counted toward the BID goals

Certified M/WBEs located outside of Dallas County will be considered as evidence of a business inclusion & development, but not counted towards the BID goal

The BID Affidavit is required with the submittal of a bid or proposal

BID forms are due to BDPS within five business days of the awarding department’s issuance of the notification of intent to award

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BIDBID GoalsGoals

Construction = 25%

Architectural & Engineering = 25.66%

Other Professionals = 36.30%

Other Services = 23.80%

Goods = 18%

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M/WBE CertificationM/WBE Certification Minority/Women-owned Business Enterprise (M/WBE) certification is a review process designed to

ensure that a business is actually owned, controlled and operated by an ethnic minority and/or woman.

The City of Dallas accepts certifications from the following agencies:

North Central Texas Regional Certification Agency (No cost for this certification) http://www.nctrca.org/ (817) 640-0606

Dallas/Fort Worth Minority Business Council ($270.00 fee for this certification)http://www.dfwmbdc.com/

(214) 630-0747 The Women's Business Council –Southwest ($270.00 fee for this certification)

http://www.wbcsouthwest.org/ (817) 299-0566

The certification application can be downloaded from the agencies website. If you need assistance in completing the application, please contact a ResourceLINK Team member at 214-670-3326.

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Procurement ServicesProcurement Services Buying goods and services for the City

Develop specifications jointly with City departments

Work in conjunction with the ResourceLINK Team (RLT) and Business Inclusion & Development (BID) Group to involve qualified Minority and Women-Owned Business Enterprises (M/WBEs)

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Procurement OpportunitiesProcurement Opportunities

City of Dallas in 2010

Purchased over $700 million in goods and services during fiscal year 2010 (September)

Over $122 million spent with local M/WBE businesses (Dallas County)

Over $154 million spent with local and non-local M/WBE businesses combined

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What does the City of Dallas buy?

Architectural Services

Police cars Concrete Ice

Flags Books Marketing Consultants

Janitorial Supplies

Shoes Rodents Oil & Gas Catering

PaperSports

Bras TiresTraffic &

Street supplies

Drafting Services

Gifts & Novelties

Consulting Services

Plumbing fixtures

Ammunition Clothing Police & Fire specialties

Industrial Supplies

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ProcurementProcurement TerminologyTerminology A bid is for goods and services awarded to the lowest, responsive,

responsible bidder

A best value bid is awarded to the bidder who provides goods or services at the best value for the municipality

Examples: purchase price quality of bidder’s goods and services extent to which the goods and services meet the municipality’s needs total long-term cost

A proposal is for goods or services of a highly technical or professional nature awarded based on a variety of factors, not just price

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ProcurementProcurement Terminology Terminology (cont.)(cont.) Informal bids are for the purchase of goods and/or services that cost the

City less than $25,000 (Can be bid electronically and does not require a bid security)

Formal bids are for the purchase of goods and/or services that cost the City more than $25,000 (Requires a sealed bid and a bid security)

Bid Security is a guarantee that the vendor has submitted a response in good faith. $100 is to be submitted in the form of a personal, business, and/or cashier’s check

Master and Service Agreements are contracts entered into by the City and vendor to provide goods or services over a defined period of time at a predetermined price schedule

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ProcurementProcurement Terminology Terminology (cont.)(cont.)

Pre-bid meeting/Pre-proposal conferences are the assembly of vendors, procurement buyer and City department representative(s) to discuss the bid or proposal requested; this enables you to clarify or ask questions and meet your competitors

Scope of Work is a description of what is being requested; it can also determine the scopes of work for subcontracting opportunities in the bid or project in consideration for the BID requirements

Specifications define how the City of Dallas expects the work to be done; make sure your service or product meets City specification

requirements

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Types of SolicitationsTypes of Solicitations Informal Bid (IFS) = Less than $25K (Low Bid)

Formal Bid (RFB) = Greater than $25K (Low Bid)

Best Value (RFB) = Greater than $25K (Best Value)

Proposal (RFP) = Greater than $25K (Most advantageous – Professional Services) Request for Competitive Sealed Proposal (RFCSP) = Great

than $25K (Most advantageous – High Tech goods or services)

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Bid NumbersBid Numbers B (single letter) = Informal bid (<$25,000) (B311434) B01 (two number) = Identify the Buyer (B311434) BJ (two letters) = Formal bid (>$25,000) (BJ1116) BJ (two letters) = Identify the Buyer (BJZ1112) BJZ (third letter) = Proposal (BJZ1112) CI - Construction = (CIZ1134) HU - Housing Repairs = (HU1124)

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Putting Your Best Bid ForwardPutting Your Best Bid Forward Read bid instructions

Make sure your product, service, delivery meets specification requirements

Attend pre-bid meetings Meet the department and ask questions regarding the bid specifications Identify subcontracting opportunities and potential subcontractors Meet your competitors/network

Keep up with bid schedule and addenda Pre-bid meeting Addenda Closing date

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Putting Your Best Bid ForwardPutting Your Best Bid Forward Correct bid sheet

quantity unit & extended cost unit of measure check the math

Bonding & Insurance requirements Amount of coverage needed Meet bonding/insurance requirements Terms and conditions For assistance call Carolyn McKnight-Bray, (214) 671-9277

Complete & submit all bid documents Make a competitive bid

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How do I get to do business How do I get to do business with the City of Dallas?with the City of Dallas?

Register online as a vendor at the City website, www.bids.dallascityhall.org

Select commodity codes that best describe your product or services

Keep your vendor information up to date (i.e. phone, address, e-mail address, commodity codes at www.bids.dallascityhall.org)

Contact information is used to contact you, notify you of bids, upcoming events, and more importantly, to pay you

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How do I get to do business How do I get to do business with the City of Dallas?with the City of Dallas?

If your company is minority and/or women owned business (51%); and, he or she is the controlling entity

It is recommended that you obtain MWBE certification

Check M/WBE certified if applicable

Participate in the pre-bid meetings

Bid in the procurement process

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Upcoming EventsUpcoming Events

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ResourceLINK Team ResourceLINK Team

Is your LINK to

Doing Business with the City of Dallas

Contact a ResourceLINK Team member at (214) 670-3326

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www.bids.dallascityhall.org www.bids.dallascityhall.org