DOING BUSINESS WITH VOLUSIA COUNTY Volusia County Purchasing

DOING BUSINESS WITH VOLUSIA COUNTY Volusia County Purchasing and Contracts Division Presented November 13 th and 14 th, 2019 Doing Business with Volusia County 1

WE ARE NOT AFFILIATED WITH VOLUSIA COUNTY SCHOOLS • Please visit www. vcsedu. org/purchasing. • Or contact Maria Kraft at mrkraft@volusia. k 12. fl. us. Doing Business with Volusia County 2

WORKING TOGETHER • Vendors are an essential element in meeting Volusia County’s needs. • The County recognizes that without quality Vendors, the needs of citizens will not be met. • Communication is the key to success. • The Purchasing Division is here to help. • Visit www. volusia. org/purchasing. Doing Business with Volusia County 3

GETTING STARTED • • • Register using the Vendor Self Service program (VSS) www. volusia. org/purchasing. Current registrants should visit the VSS site and verify information is current (address, contact, remittance, & commodity codes). Registration is not required to bid or a guarantee of work. Doing Business with Volusia County 4

DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM • • • Administered by the Department of Economic Development. Designed to assure disadvantaged, minority, women -owned businesses (DBE’s) equal access to providing goods and services to the County Council set a goal of 10% of the County’s annual expenditures to DBE’s. The process is self-certified Federal Grant Projects 5 Doing Business with Volusia County 10/20/2021

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COMMODITY CODES • VSS is the best way to be notified of bid opportunities by selecting commodity codes. 1 1 Doing Business with Volusia County 10/20/2021

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VENDOR REQUIREMENTS • Proper Professional Licenses. • Business Tax Receipt (if a Volusia County business or if local preference applies). • Insurance - specific to each solicitation. • Bonds, if required. • Registered as a vendor in the State of Florida (www. sunbiz. org). Doing Business with Volusia County 1 5

INSURANCE • Vendors must have the capability of obtaining insurance as required in the solicitation. • It is not required to purchase additional insurance to submit a bid/proposal. Simply provide proof of ability to obtain it • Vendor shall provide proof of insurance after recommendation of award and award. Doing Business with Volusia County 1 6

COUNTY PURCHASES • The County has issued an average of 176 solicitations annually for goods and services. • Examples include solicitations for technology, consultants, construction, services, and commodities. Doing Business with Volusia County 1 7

VARIOUS SOLICITATIONS • Commodities (aggregates, janitorial supplies, auto parts, office supplies, maintenance parts). • Construction / A&E Consulting (roofing, road projects, trails, and vertical construction). • Services (Technology and software, commercial leasing, studies, community assistance). Doing Business with Volusia County 1 8

SOLICITATIONS • RFQ: Request for Quotation • ITB: Invitation to Bid • RFP: Request for Proposals • RSQ: Request for Statement of Qualification (Professional Services) Doing Business with Volusia County 1 9

REQUEST FOR QUOTATION (RFQ) • Can be formal or informal, depending upon the complexity of the project. Less than $25, 000 is more informal. • If it exceeds $25, 000 but is less than $50, 000, or it is a complex project, it will be quoted by Purchasing & Contracts. • Evaluated by staff and awarded to the lowest responsive and responsible bidder (including local preference). • Great way to get your foot in the door. Doing Business with Volusia County 2 0

INVITATION TO BID (ITB) • A formal process requiring sealed bids by a specified date and time. • Utilized when exactly what is needed is known (generators, aggregates, chairs, auto parts. ) • Awarded to the lowest responsive and responsible bidder (including local preference). • Evaluated by Staff. Doing Business with Volusia County 21

REQUEST FOR PROPOSALS (RFP) • A formal process requiring sealed proposals by a specified date and time. • Solicits proposals for goods or services. Price is usually not a primary evaluation factor but is considered. • Evaluation criteria is published in the RFP. • An evaluation committee is made up of County staff. • Awarded to the top firm(s) based on published criteria. • Results in a solution or services contracts (e. g. Inmate healthcare, parking systems, trash collection, JMS system). Doing Business with Volusia County 22

REQUEST FOR STATEMENT OF QUALIFICATIONS (RSQ) • The solicitation method used to procure professional services based on qualifications. • Awarded to the top ranked firm or firms through an evaluation process. • Price may be a factor in selecting the most qualified consultant. (e. g. : auditors, appraisers, consultants, lobbyists - not CCNA). Doing Business with Volusia County 23

REQUEST FOR STATEMENT OF QUALIFICATIONS (RSQ) • Professional Service procured under the Consultant’s Competitive Negotiation Act (CCNA, FS 287. 055). • Utilized for procuring professional architectural, engineering, landscape architectural, surveying, and mapping services. • Selection is based on qualifications and experience only. • Awarded to the top ranked firm or firms through a two-step evaluation process. Doing Business with Volusia County 24

RESPONDING TO SOLICITATIONS • Read the documents carefully and start preparing submittal. • Confirm with insurance agent any costs to meet requirements. • If an attorney will be involved in contracting, have them review early on. • Ask questions for clarification. • Attend pre-bid meetings. • React to any addenda issued. • Confirm all documents requiring a signature are signed by an authorized agent for the company. Doing Business with Volusia County 25

RESPONDING TO SOLICITATIONS • Mathematical errors may deem submittals nonresponsive. • Submit proposal prior to closing date/time. Do not wait until the last minute to complete the submittal package. • LATE BIDS/PROPOSALS CAN NOT BE ACCEPTED. • Purchasing Analysts can provide assistance. Doing Business with Volusia County 26

IMPORTANT POINTS • All submittals are considered public record under the Florida Sunshine Law. • The opening of all solicitations is done in a public forum. • Per Florida Statute, pricing will not be disclosed at time of opening (except for public works projects). • All proposals are held for thirty (30) days or until posting of the recommendation of award. • Volusia County has a local preference policy, vendors located in Volusia, Seminole, Lake, Orange or Osceola County, can receive a 3% bid preference. An additional 2% preference is available if a subcontracting element meets the “local” definition. Supplemental documentation is required to obtain local preference. Doing Business with Volusia County 27

IMPORTANT POINTS VOLUSIA COUNTY PURCHASES FOR: • Beach and Coastal • Emergency Mgmt. Services (EVAC) • Parks • Fire Services • Library Services • Property Appraiser • Ocean Center • Sheriff’s Office • Daytona Beach International Airport • Corrections • Public Works Supervisor of Elections Office • Transit (VOTRAN) • Circuit Court System (partial) • Doing Business with Volusia County 28

PURCHASE ORDERS / MASTER AGREEMENTS • All purchases over $3, 000. 00 require competition. • A payment vehicle is required in order to receive payment. • Purchase Orders are primarily used for one-time purchases for a specific quantity and specific delivery, or for annual automatic payments (i. e. lease payments). • Master Agreements are primarily used for indefinite quantities with multiple delivery requirements. Doing Business with Volusia County 29

THE PAYMENT PROCESS • An invoice with the P. O. , M. A. , or Contract number must be sent to the ordering division for approval. • Invoices must be accurate for payment processing. • The division will submit accurate invoices to Accounting for payment. • The County’s standard terms are: Net 45 days and FOB Destination, freight allowed. • Construction projects follow Florida Statute. Doing Business with Volusia County 30

CONTRACT RELATIONSHIPS • Awarded vendors will work directly with the County Project Manager assigned upon award of a contract/agreement. • Understand the terms of the contract, and follow the contract. • Issues or concerns shall be addressed through the County Project Manager as soon as possible. • If there is a breakdown, call the procurement analyst. Doing Business with Volusia County 31

CONTRACTING AUTHORITY • Authority to bind the County to a contract/agreement: Ø The Director of Purchasing; Ø County Manager; and Ø County Council Chair. • ALL contracts/agreements requiring a signature MUST go through Purchasing & Contracts. • No exceptions. Doing Business with Volusia County 32

FREQUENTLY ANSWERED QUESTIONS • The School Board is a separate entity with its own Purchasing division. • It is OK to approach the individual departments prior to a solicitation being issued. • Collaboration as a prime and subcontractor is encouraged, collusion is not and is illegal. • The County utilizes a procurement card program for small nonrecurring purchases; advise departments if credit cards are accepted. • The County allows other municipalities to piggyback off our contracts with the permission of the vendor. • There are many small companies that do business with the County and are very successful. Doing Business with Volusia County 33

WORKING TOGETHER • Visit www. volusia. org/purchasing • The Purchasing Department is here to help. • The County needs quality Vendors in order to provide services citizens desire. Doing Business with Volusia County 34

RESOURCES • www. volusia. org/purchasing • www. volusia. org/bidlist • www. sunbiz. org Doing Business with Volusia County 35

WHAT QUESTIONS DO YOU HAVE? Doing Business with Volusia County 36