City of Dallas Office of Procurement Services PreProposal

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City of Dallas Office of Procurement Services Pre-Proposal Meeting 8/6/2020 BKZ 20 -00014045 City

City of Dallas Office of Procurement Services Pre-Proposal Meeting 8/6/2020 BKZ 20 -00014045 City Paid Life and AD&D Insurance Request For Competitive Sealed Proposal (RFCSP)

Introductions • Office of Procurement Services Staff Doug Shelton, Sr. Buyer • Office of

Introductions • Office of Procurement Services Staff Doug Shelton, Sr. Buyer • Office of Business Diversity Staff Deonicio Villalon, Sr. Contract Compliance Administrator Human Resources Cheryl Mayo-Williams, HR Budget and Contracts Administrator Janelle Norris, Contract Data Specialist • Guests

Pre-Solicitation Meeting • This is your opportunity to review the solicitation process and ask

Pre-Solicitation Meeting • This is your opportunity to review the solicitation process and ask the Department questions. • During this meeting, please write down any questions you ask and submit through Bonfire. • Following this meeting, all communications will be with the Buyer only through Bonfire.

Procurement Process RFB RFCSP RFQ/RFP only Timeline (approx. ) 3 months 6 -9 months

Procurement Process RFB RFCSP RFQ/RFP only Timeline (approx. ) 3 months 6 -9 months When to use Straightforward goods (i. e. power tools, janitorial supplies, etc. ) Insurance, technology, general services Certain professional services (architects, bond counsel) Revenue contracts; contracts that do not require a competitive process Lowest Responsive & Responsible Bidder Most Advantageous Proposer Most Qualified Proposer Most Advantageous Proposer Not Allowed Evaluation Negotiations

Procurement Process Buyer review, including insurance by Office of Risk Management (ORM) and MWBE

Procurement Process Buyer review, including insurance by Office of Risk Management (ORM) and MWBE (OBD) review 1 -3 weeks Negotiations and formal contract preparation (CAO); Supplier shall sign contract before it is presented to Council 4 -6 weeks Solicitation advertisement (pre-proposal meeting; written questions and answers) 4 -6 weeks Council Agenda Process (Agenda Office) & Approval; OBD discusses minority participation goals with recommended Suppliers 4 -8 weeks Evaluation, including supplier presentations 2 -4 weeks Fully execute contract with stamped resolution from City Secretary’s Office (CSO) and enter information into City’s financial system 1 -3 weeks

Online Solicitation Portal The City migrated to Bonfire as of March 1, 2019. Please

Online Solicitation Portal The City migrated to Bonfire as of March 1, 2019. Please submit all bids, proposals, questions, and correspondence through the online solicitation portal. • • • Please check Bonfire often. Please ensure your Bonfire profile contact information is upto-date. Please note that Bonfire does not issue vendor numbers. Must register with the City in order to receive a vendor number. Supplier names should be consistent with State registration. https: //dallascityhall. bonfirehub. com/projects/view/30119

Solicitations & Questions QUESTIONS DUE DATE 12: 00 PM CT on 08/13/2020 SOLICITATION SUBMISSION

Solicitations & Questions QUESTIONS DUE DATE 12: 00 PM CT on 08/13/2020 SOLICITATION SUBMISSION DUE DATE 02: 00 PM CT on 09/03/2020 • Submissions may be updated, until the submission due date and time. • Please review and complete all required forms in Bonfire. • Other forms may be requested by City staff. • Start submission early and please submit before the due date.

Project Considerations & Requirements • Updated General Terms & Conditions • Living Wage •

Project Considerations & Requirements • Updated General Terms & Conditions • Living Wage • Insurance/Bonding

Office of Business Diversity (OBD) Required Forms • Affirmative Action • OBE-FRM-623 • Ethnic

Office of Business Diversity (OBD) Required Forms • Affirmative Action • OBE-FRM-623 • Ethnic Composition Report (OPS- FRM-627)

OBD Accepted Certifications • North Central Texas Regional Certification Agency (NCTRCA) • Dallas Fort

OBD Accepted Certifications • North Central Texas Regional Certification Agency (NCTRCA) • Dallas Fort Worth Minority Supplier Diversity Council (DFWMSDC) • Women’s Business Enterprise Council (WBCSW) • Native American Business- Tribal Certification Card

Office of Business Diversity (OBD) Accepted Certifications • • North Central Texas Regional Certification

Office of Business Diversity (OBD) Accepted Certifications • • North Central Texas Regional Certification Agency (NCTRCA) Dallas Fort Worth Minority Supplier Diversity Council (DFWMSDC) Women’s Business Enterprise Council (WBCSW) Native American Business- Tribal Certification Card OBD Required Form • Pre-Bid/Proposal Form (OBD-FRM-623)

City of Dallas Human Resources

City of Dallas Human Resources