DOING BUSINESS WITH VOLUSIA COUNTY Volusia County Purchasing

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

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 2

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. VSS is the best way to be notified of bid opportunities by selecting commodity codes. Doing Business with Volusia County 3

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 4

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 5

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 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 7

BREAKDOWN OF SOLICITATIONS • Commodities - 60% (aggregates, janitorial supplies, auto parts, office supplies, maintenance parts). • Construction / A&E Consulting - 20% (roofing, road projects, trails, and vertical construction). • Services – 20% (Technology and software, commercial leasing, studies, community assistance). Doing Business with Volusia County 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 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). Doing Business with Volusia County 1 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 11

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 12

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 13

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 14

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 15

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 16

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 17

IMPORTANT POINTS VOLUSIA COUNTY PURCHASES FOR: • Beach Services • Emergency Mgmt. Services (EVAC) • Convention Center • Property Appraiser • Daytona Beach Int’l. Airport • Sheriff’s Office • Transit • Circuit Court System (partial) • Supervisor of Elections Office Doing Business with Volusia County 18

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 19

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 20

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 21

CONTRACTING AUTHORITY • Authority to bind the County to a contract/agreement: Ø The Director of Purchasing; Ø County Manager; and Ø County Council Chairperson. • ALL contracts/agreements requiring a signature MUST go through Purchasing & Contracts. • No exceptions. Doing Business with Volusia County 22

FREQUENTLY ASKED 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 23

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 24

RESOURCES • www. volusia. org/purchasing • www. volusia. org/bidlist • www. sunbiz. org Doing Business with Volusia County 25

WHAT QUESTIONS DO YOU HAVE? Doing Business with Volusia County 26