Seminole County Public Schools How To Do Business

Seminole County Public Schools How To Do Business 2018 /Seminole. County. Schools www. scps. us @SCPSinfo

Seminole County Public Schools www. scps. us Agenda • • About SBSC Purchasing Staff • • • Staff Commodity/Services Responsibility Mission, Business Hours, Policies & Procedures…. What the School District Buys Getting Started as a Vendor Procurement Process Approved Purchasing Methods – PCard, Solicitation Methods SBSC’s MWBE, Disadvantaged and Veteran Participation Efforts SBSC Website, Vendor Registration, Locating Bid Opportunities Federally Funded Purchasing Questions and Answers 2

Seminole County Public Schools www. scps. us About SBSC • SCPS is the 12 th largest school district in Florida and is 60 th nationally. Student enrollment for 2016 -2017 is more than 67, 000. • Operating revenue sources come from state (59%), local (40%), and federal (1%) sources. Recent reports from the Florida Department of Education indicate that SCPS has one of the lowest administrative costs state-wide and was ranked among the best in the state for energy and transportation efficiency. • Instructional Staff • • • 46% of SCPS teachers have advanced degrees. • 98% of our teachers are designated as “Highly Qualified. ” The average experience of a SCPS teacher is 12. 38 years. The estimated average cost (salary and benefits) of a SCPS teacher for 2016 -2017 is $63, 875. 96. 3

Seminole County Public Schools www. scps. us About SBSC • Vision Statement • Seminole County Public Schools will be the premier school district in the State of Florida and will be recognized nationally for high standards, academic performance and offering students customized educational pathways 24/7/365. • • Every student will graduate from high school prepared for the future as a lifelong learner and a responsible citizen. All staff members will demonstrate high expectations for student’s learning and achievement. Highly qualified, diverse, innovative, and enthusiastic, teachers, administrators and support personnel will embody a growth mindset and be dedicated to the mission. Mission Statement • The mission of the Seminole County Public Schools is to ensure that all students acquire the knowledge, skills, and attitudes to be productive citizens. 4

Seminole County Public Schools www. scps. us SBSC Points of Pride • • “A” Rated District 1 st in Central Florida • SCPS 2016 High School SAT scores exceeded the state and national averages for the 39 th consecutive year. • SCPS ranked #1 in the state in STEM (Science, Technology, Engineering, & Math) in the state. • SCPS is the top district, out of Florida’s largest school districts, in highest number of students taking and passing Algebra 1 at the 7 th and 8 th grade level from spring 2016. 1 st of 17 Largest Districts 4 th of 67 Districts in the State SCPS grad rate for 2015 -2016 was 86%, which is 9% above the state average of 77%. 5

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Seminole County Public Schools www. scps. us Mission, Business Hours, Policies and Procedures, Solicitation Advertisement on Web “It’s Easy to Do Business With Seminole County Public Schools” – Handout Web page introduction – https: //www. scps. k 12. fl. us/district/departments/purchasing/ 7

Seminole County Public Schools www. scps. us What We Buy [Apples to Zucchini] A~ Art supplies, audio visual equipment, a/c equipment… to Z~ Windows, testing equipment, telecommunications equipment & services, science equipment & supplies, uniforms… “Staff Commodity/Services Responsibility List” - Handout 8

Seminole County Public Schools www. scps. us Who Buys Schools • • Principal Authority Purchases With Separate School Funds Schools & Departments • • Purchasing Card District Centralized Purchasing • Internal & Federal Funds 9

Seminole County Public Schools www. scps. us Competitive environment Agencies and suppliers are being asked to do more… with less Risks Lowering margins to enter game

Seminole County Public Schools www. scps. us Step 1: Is Your Business Ready? • • Sun. Biz, Bylaws, Articles of Incorporation Are you a Small Business? (Use the training resources at places like the Small Business Development Center) • • Commercial Business Momentum? Business Plan/Marketing Tools What are Your Financial Controls? Can you obtain insurance coverage for work you are bidding? Is Your Business Bondable? How do You Measure Quality? Safety? Do you Have a Business Plan? Develop references through your good work!

Seminole County Public Schools www. scps. us Getting Started As A Vendor • • • Vital information on Purchasing’s website to assist you: • https: //www. scps. k 12. fl. us/district/departments/purchasing/ • • • Steps to Become a Vendor Application – Do not need to register until after award W-9 Form Purchasing Staff Responsibility List Competitive Solicitations & Contracts Sales Tax Exemption Certificate Policies & Procedures Registered at the State of Florida – This is a requirement to do business http: //search. sunbiz. org/Inquiry/Corporation. Search/By. Name Registering in Vendorlink and/or Demand. Star • • Demand. Star - https: //www. demandstar. com/ Vendorlink - https: //www. myvendorlink. com/common/default. aspx 12

Seminole County Public Schools www. scps. us Locating Bid Opportunities • The School Board of Seminole County utilizes Vendor. Link to post all solicitation notifications. This is a free service to vendors wanting to do business with the District. • Vendor. Link https: //www. myvendorlink. com/common/default. aspx “Vendor. Link is a user-friendly Internet portal where businesses can sign-up to register and receive electronic email notification of upcoming solicitations as they become available. This online registration service allows suppliers to provide basic information about their business and to select specific commodity codes for the goods and services they provide. When a solicitation matching those selections becomes available, the Vendor. Link system automatically sends an email notification to the email address provided during the registration process. The email notification contains the link and information necessary for the solicitation to be viewed and downloaded from any computer. Just complete the registration information to receive announcements about business opportunities from registered agencies. ” 13

BREVARD FLAGLER LAKE ORANGE Demand. Star vendor registration; bid descriptions posted on County webpage http: //www. brevardcounty. us/Central. Services/Purcha sing vendor registration; webpage http: //www. flaglercounty. o rg/purchasing Register on www. lakecountyfl. gov. https: //www. lakecountyfl. gov/departments/fiscal_a nd_administrative_service s/procurement_services/ http: //www. orangecountyf l. net/ Register on: https: //apps. ocfl. net/VRS/ Search. asp OSCEOLA SEMINOLE SUMTER VOLUSIA Vendor registration: https: //vendorlink. osceola. org/ vendor/common/default. aspx ; Vendor. Link portal hosted by the Osceola County Board of County Commissioners and The School District of Osceola County these services are free. Vendor registration: Vendor. Link https: //pcdlink. seminolecountyf l. gov/vendorlink/common/defa ult. aspx Seminole County Schools: Demandstar; http: //www. scps. k 12. fl. us/purch asing/Home/Staff. Directory. asp x Demand. Star http: //flsumtercounty. civicplus. com/in dex. aspx? NID=64 Vendor registration: AMS Advantage http: //www. volusia. org/service s/financial-andadministrativeservices/purchas ing/vendor-self-service. stml Registering to Do Business My. Florida. Market. Place Vendor Information Portal https: //vendor. myfloridamarketplace. com/vmsweb/spring/login? execution=e 1 s 1 State & Counties Within the Small Business Development at the SBDC at the University of Central Florida Area

Seminole County Public Schools www. scps. us Additional Things to Do • • Look close to home Track contract end dates for contracts Know the government spending cycle Research • professional organizations, partners, consortia, journals, lobbyists and consultants

Seminole County Public Schools www. scps. us Things to Do – and Not Do • Create awareness - MARKETING • Marketing opportunities, e. g. , FAPPO tradeshows, Central Florida NIGP, visiting agencies, internet blogs, advertising • Supplier registration using commodity codes • NIGP/NAICS/UNSPPC/D-U-N-S Codes • Demand. Star, Vendor. Link, My. Florida. Marketplace, SAM, newspapers (Sanford Herold) • Understand the government ethics standards • Get established • • Go after those small purchases to develop a record. “PCard is your friend. ” Pick your battles – unseating incumbents can be challenging

Seminole County Public Schools www. scps. us Areas of Focus on Bids & Proposals to Be Successful! • To bid or not to bid? (Incumbent assessment, margin of profit, contract management costs) • Open Records review of previous bids and contracts to assess opportunity • Review Scope/Statements of Work, Qualifications, Evaluation Criteria (Mandatory & Scored) • Care in the details – proposals are lost over the missing of one entry or answer

Seminole County Public Schools www. scps. us Marketing to Government • Understand who your customers are: Procurers, influencers, & end-users and their needs and motivations • Market how you can help the entity • Use the power of references • • Buyer rarely wants to be the “first”; government typically lags Sponsoring and attending events regularly creates a relationship…selling to government successfully is not “hit and run”

Seminole County Public Schools www. scps. us Procurement Process Solicitation Process Solicitation Released on Vendor. Link Question and Answer Phase Response Evaluation Process Responses Opened and Determination Made for Responsive and Responsible Submittals Contract Award Process Board Approval of Award Responses Reviewed by Selection Committee Based on Selection Criteria Presentations (fro RFPs)/ Negotiations With Best Respondents Contract Management Process Contractor Onboarding Contractor Goes Live End User Manages Contract Issue Award Letters Addenda Issued Contractor Obtains Performance Feedback Notify Purchasing of Any Unresolved Issues Recommendation for Award (NOI) Solicitation Response Submitted Preparation for Board Meeting Schedule Contract Kick-off Meetings Resolution of Contracts Issues Close Out the Contract 19

Seminole County Public Schools www. scps. us Approved Purchasing Methods Purchasing [P-Card] Purchase Order [PO] • • • Legal contract giving a vendor authority to ship and invoice for goods and services • • Issued only by Purchasing • Goods/service should not be provided until the vendor has PO in hand Works like credit card Used to make low dollar value purchases • Authorized for use by the named cardholder only • Monthly and single transaction limits imposed • Certain categories of purchases are restricted Once goods/services delivered and invoice received, payment is made to vendor 20

Seminole County Public Schools www. scps. us Beware! PO’s Required • School Board Policy and State Board of Education Rules prohibit confirmation transactions that have been created without encumbering funds and the financial obligation in advance and receiving the Purchasing and Distribution Services Department prior approval to issue a purchase order before materials or services have been delivered. • Always ask for a Purchase Order before providing the goods, equipment or services… Don’t put yourself at risk! 21

Seminole County Public Schools Reminders • Submit responses on time • Complete Required Forms – Mandatory and sign as noted • Contractor and Sub. Contractor Affidavits • • References • Insurance/Bonding Requirements Anti-Collusion, Bribery and Debarment Statements www. scps. us • General Terms and Conditions [Apply to all solicitations] • Special Terms & Conditions [Apply to individual solicitations]; Take care to adhere to any Federal requirements • Pre-Proposal/Pre-Bid Meeting May Be Mandatory 22

Seminole County Public Schools www. scps. us P-Card Purchases • Benefits - • • • Immediate Payment Less Administrative Cost; no invoicing and waiting for payment Merchant category restrictions Service Charge and Convenience Fee Restrictions No Sales Tax 23

Seminole County Public Schools www. scps. us Solicitations Methods • • • Quotations Invitation to Bids (ITB) Request for Proposal (RFP) Sole Source Contracts Emergency Contracts Request for Information (RFI) Request for Qualifications (RFQ) Cooperative Contracts – “Piggybacking” Statewide Contracts 24

Seminole County Public Schools www. scps. us Quotations – Purchasing Thresholds • • • Purchases $1, 000 or More and Less Than $10, 000 – • Approval of POs under $10, 000 is subject to obtaining one written quote. Purchasing has the discretion to utilize existing an solicitation, term contract, state contract, piggyback, sole source, or other exemption as specified herein. Purchases is $10, 000 or Greater and Less Than $50, 000. Must obtain a minimum of three (3) written quotes or utilize an existing solicitation, term contract, state contract, piggyback, sole source, or other exemption; awarded to lowest, responsive and responsible vendor. Purchases $50, 000 or Greater – • Competitive Solicitations shall be utilized for the purchases of like commodities or contractual services which aggregate $100, 000. 00 or greater per year. Board approval of Competitive Solicitations is required. Reference: “Quick Reference Guide For Competition Requirements and Contract Signature Authority For District and Internal Accounts” (Handout) 25

Seminole County Public Schools www. scps. us Invitation to Bid (ITB) • • Clear, concise and detailed specifications • • Sealed Bids. Negotiation not allowed Each vendor is bidding on the same commodity or service (‘apples to apples”) Award is to the lowest, responsive, and responsible bidder meeting specifications • Responsive = Submitted bid that conforms to requirements of the ITB (Completed, signed and returned all documents; compliant with specifications , etc. ) • Responsible = Capacity and ability to successfully provide goods and/or services (financial stability, experience, references) 26

Seminole County Public Schools www. scps. us Submitting Bids • • Read and Return All Pages Provide Pricing and Quantities as Requested • • • Do not alter Cost Schedule, e. g. , units of measure Do not alter Quantities Bidder’s Checklist – Provided for your Benefit Bid Must Be Signed Submit Any Samples That Are Required Late Bids Not Accepted 27

Seminole County Public Schools www. scps. us Request for Proposals (RFP) • • Proposer provides a solution to the need identified • • • Cost is not the overriding factor Pre-proposal conferences help clarify requirements Structured review and selection process by evaluation committee Proposal evaluated on organizational qualifications and experience, personnel, methodology, and total solution proposed, etc. Negotiation is allowed Award is made based on best value 28

Seminole County Public Schools www. scps. us Submitting RFPs • • Opportunity to Present Solutions to Problems, Technologies and Innovation • Pay Attention to: Be Clear in Transmitting Your Understanding of the RFP Requirements Demonstrate Your Qualification and Ability to Provide a Complete Solution What Makes You and Your Solution Better Than Other Competitors? Strengths? Creativity? • • • Proposal Formats Requirements for Implementation Plans, Milestones, Schedules Keep Cost Proposal Separate and Sealed Abide by Page Limitations 29

Seminole County Public Schools www. scps. us Request for Information (RFI) • A Request for Information (RFI) is a proposal requested from a potential seller or a service provider to determine: • What products, services or solutions are potentially available in the marketplace to meet a buyer's needs • RFIs are commonly used on major procurements, where a requirement could potentially be met through several alternate means and the agency is trying to understand the market offerings • Opportunity to shine

Seminole County Public Schools www. scps. us Intent to Negotiate (ITN) • • A competitive solicitation utilized for complex procurements. • Usually results in simultaneous negotiations with two or more topranked firms. It is utilized when the District intends to negotiate the scope of services and pricing in order to obtain best value 31

Seminole County Public Schools www. scps. us Professional Services - Request for Statements of Qualification • Method is used for the solicitation of Construction Managers, Engineers, Architects, Land Surveyors and Landscape Architects in accordance with Florida State Statute Section 287. 055, the Consultant’s Competitive Negotiations Act (CCNA). • An RFQ will be advertised and evaluated by a selection committee as needed for these services. 32

Seminole County Public Schools www. scps. us Direct Negotiation • State Board of Education Rule 6 A-1. 012(14) & (15) list types of purchases which may be made through the Direct Negotiation process in lieu of seeking competitive solicitations. • According to these rules, purchases such as Information Technology, Insurance of all types, Entering into Risk Management Programs and Contracting with Third Party Administrators may be exempt from the competitive solicitation process. • Superintendent or School Board approval shall be obtained depending on the dollar value after negotiations are completed and the contract is finalized. 33

Seminole County Public Schools www. scps. us Bids Waived • State Board of Education Rule - • • 6 A-1. 012 (11)(a) waives the competitive solicitation process for the purchase by District School Boards of professional services which shall include, without limitation, artistic services; academic program reviews; lectures by individuals; auditing services not subject to Section 218. 391, F. S. ; legal services, including attorney, paralegal, expert witness, court reporting, appraisal or mediator services; and health services involving examination, diagnosis, treatment, prevention, medical consultation or administration; and 6 A-1. 012 (11) (b) waives the purchase by District School Boards of educational services and any type of copyrighted materials including, without limitation, educational tests, textbooks, printed instructional materials, computer software, filmstrips, videotapes, dvds, disc or tape recordings, digital recordings, or similar audio-visual materials, and for library and reference books, and printed library cards where such materials are purchased directly from the producer or publisher, the owner of the copyright, an exclusive agent within the state, a governmental agency or a recognized educational institution 34

Seminole County Public Schools www. scps. us Cooperative Purchases • Purchases from other governmental agency contracts and 3 rd party cooperative contracts • Contracts must have been established using guidelines equivalent to or more stringent than those utilized by SBSC “State Board of Education Rule 6 A-1. 012 (6) affords School Districts the right to make purchases at or below the specified prices from contracts approved by other governmental agencies throughout Florida, School Districts, community colleges, federal agencies, public or governmental agencies of any state, or from state university system cooperative bid agreements without seeking our own bids provided that parties abide by all the terms and conditions established in their original bid documents or contracts and the vendors agree to extend the bid or contract for our use. ” 35

Seminole County Public Schools www. scps. us State of Florida Contracts – • State Contracts / State Purchasing Agreements State Board of Education Rule 6 A-1. 012(2) & (5) affords School Districts the right to purchase from State Contracts / Agreements issued by the Florida Department of Management Services, Purchasing Division, (DMS) without seeking School District competitive bids. • State School Board approval is required for the original request to purchase from State Contracts, when the purchase exceeds the competitive bid threshold. 36

Seminole County Public Schools www. scps. us Sole Source and Emergency Purchases Sole and Single Source Emergency • Goods or services acquired from the only qualified vendor or supplier that possesses the unique ability or available capacity to provide them • • Sole source letter from vendor and justification required Used when goods or services needed due to an unexpected and urgent request where health, safety or the conservation of public resources is at risk • • Buyer must post to Vendor. Link for 7 business days per FL Administrative Code Purchase price must be reasonable under circumstances State Board of Education Rule 6 A-1. 012 (12) (d) State Board of Education Rule 6 A-1. 012 (12) (e) and School Board Policy 7. 70 X. E. provides guidelines for emergency purchase situations 37

Seminole County Public Schools www. scps. us Small Business/Local Business/Veteran Owned/Minority Program 38

Seminole County Public Schools www. scps. us Small Business/Local Business/Veteran Owned/Minority Program Section 288. 703, Florida Statutes Section 287. 0943, Florida Statutes • • African-American (MBE) • Native-American Woman (CMWBE) Asian-American Woman (CMWBE) • • • Native-American (MBE) Hispanic-American Woman (CMWBE) • Non-Ethnic Woman (WBE) • • • Hispanic-American (MBE) African-American Woman (CMWBE) Asian-American (MBE) American Woman Section 295. 187, Florida Statutes • Service Disabled Veteran Business Enterprise (CSDVBE) • Local Vendor (Local) 39

Seminole County Public Schools www. scps. us MWBE, LDB & VBE Certification • SBSC does not certify MWBEs. We do accept MWBE certificates from other public agencies or special authorities for example below: • • City of Orlando Greater Orlando Aviation Authority (GOAA) Orange County Government State of Florida State Minority Supplier Development Council National Minority Supplier Development Council (NMSDC) Women in Business Women Business Enterprise National Council (WBENC) 40

Seminole County Public Schools www. scps. us Categories • • • Small Business CMBE - Certified Minority-owned Business Enterprise CMWBE - Certified Minority Women-owned Business Enterprise CSDVBE - Certified Service Disabled Veteran-owned Business Enterprise CWBE - Certified Women-owned Business Enterprise LDB - Local Disadvantaged Business Local - Local Business MBE - Minority-owned Business Enterprise MWBE - Minority Women-owned Business Enterprise SDVBE - Service Disabled Veteran-owned Business Enterprise WBE - Women-owned Business Enterprise 41

Seminole County Public Schools www. scps. us Federally Funded Purchases 42

Seminole County Public Schools Selling to the Federal Government • Register as a Government Contractor • • Apply for a D-U-N-S number Register in System for Award Management (SAM) • Get a Contract Vehicle, e. g. , GSA Schedule or become a Subcontractor • Identify Your Target Market • Get Bidding opportunities from Fed. Biz. Opps. gov www. scps. us

Seminole County Public Schools www. scps. us System of Award Management (SAM): The Federal Database for Government • Required to register in SAM before you can sell anything to “the Feds. ” • Online repository for information about vendors that supply goods and services to federal agencies. • Designed to streamline the acquisition process for both the agencies and the suppliers. Submit it online once vs. paper to all agencies. • To register you will need your: • • DUNS number, tax identification number information about your business Electronic Funds Transfer (EFT) information for invoice payments.

Seminole County Public Schools www. scps. us Quotations – Federal Purchasing Thresholds • • Micro-Purchases - Acquisition of supplies or services, the aggregate dollar amount of which does not exceed $10, 000 Small Purchases - Small purchase procedures are those relatively simple and informal procurement methods for securing services, supplies and other property that do not cost more than ($10, 000$49, 999; solicit three (3) or more vendors for written quotes) Sealed Bids - ($50, 000 or greater) Award recommendation shall be made to the lowest responsive, responsible bidder; price is a major factor). Bids are publically solicited and a firm-fixed-price contract (lump sum or unit price) is awarded to the responsible bidder whose bid is deemed to be the lowest, responsive and responsible bid and conforms Competitive proposals (Greater than or equal to $50, 000, utilized when other factors, other than price, need to be a factor in the evaluation and award process. 45

Seminole County Public Schools www. scps. us In the new Uniform Guidance, there are five General Standards: 1. The organization must maintain written policies and procedures over procurement that meet the following standards and any other applicable laws and regulations. 2. Costs incurred must be necessary and cost-effective. 3. All procurement transactions must provide full and open competition. 4. The organization must maintain written standards of conduct covering conflicts of interest. 5. The organization must maintain documentation addressing cost and price analysis, and vendor selection, as applicable for selected method of procurement (discussed next). 46

Seminole County Public Schools www. scps. us Major Points for Federal Grant Solicitations Full and Open Competition: All procurement transactions will be conducted in a manner providing full and open competition consistent with the standards of the Uniform Guidance 200. 319. Some of the situations considered to be restrictive of competition include, but are not limited to: 1. Placing unreasonable requirements on firms in order for them to qualify to do business 2. Requiring unnecessary experience and excessive bonding 3. Noncompetitive pricing practices between firms or between affiliated companies. 4. Noncompetitive awards to consultants that are on retainer contracts 5. Organizational Conflicts of Interest 6. Specifying only a "brand name" product instead of allowing "an equal" product to be offered and describing the performance or other relevant requirements of the procurement; and 7. Any arbitrary action in the procurement process 47

Seminole County Public Schools www. scps. us No Geography Preference When using Federal funds, the SBSC will conduct procurement in a manner that prohibits the use of statutorily or administratively imposed in-state or local geographic preference in the evaluation of bids or proposals, except in those cases where applicable Federal statues expressly mandate or encourage geographic preference. Using the Most Restrictive Procedures The School Board of Seminole County FL must follow Federal procurement procedures for grant expenditures when they are more restrictive than our State, Board and local procurement practices 48

Seminole County Public Schools www. scps. us SBSC Website • Purchasing and Distribution Services • • How to Do Business with the School Board • • • https: //www. scps. k 12. fl. us/district/departments/purchasing/ven dor-info/how-to-do-business-with-the-school-boa. stml Register in System for Award Management (SAM)* Register at the State’s Sunbiz. com • • https: //www. scps. k 12. fl. us/district/departments/purchasing/ This is a requirement in order to do business with the District Register with Vendor. Link and/or Demand. Star 49

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Seminole County Public Schools www. scps. us Ethics and Conflicts of Interest • Department personnel shall practice good stewardship of funds whether they are district funds, school funds or grant funds and shall avoid the appearance of: • • • Giving preferential treatment to any person or organization Losing complete independence or impartiality Making an official decision outside of official channels Affecting adversely public confidence in the district, school or grant funded program in particular and The School Board of Seminole County, FL in general No employee, officer or agent of SBSC shall participate in selection, or in the award or administration of a contract if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when: • • • Using his or her official position for private gain The employee, officer, or agent, Any member of his or her immediate family, His or her partner, or An organization, which employs or is about to employ any of the above, has a financial or other interest in the firm selected for award. SBSC Board members, officers, employees, or agents will neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors, or parties to sub agreements. 51

• Questions & Answers Tim Gibney, Sr. Purchasing Agent Thank you for your attention! Good Selling to you. 52