Vendor Fair March 28 2019 VENDOR TRAINING AND

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Vendor Fair March 28, 2019 VENDOR TRAINING AND PRESENTATION “Ensuring Success for All: Avoiding

Vendor Fair March 28, 2019 VENDOR TRAINING AND PRESENTATION “Ensuring Success for All: Avoiding Procurement Pitfalls & Other FAQs” Purchasing and Contracts Division Seminole County Board of County Commissioners

Submitting Effective and Successful Proposals to Achieve Success “The definition of insanity is doing

Submitting Effective and Successful Proposals to Achieve Success “The definition of insanity is doing the same thing over and expecting a different result. ” - Albert Einstein

Common Procurement Terms • IFB/ITB (Invitation for Bid/ Invitation to Bid): A solicitation document

Common Procurement Terms • IFB/ITB (Invitation for Bid/ Invitation to Bid): A solicitation document used in Sealed Bid procurements. Contractor’s signed bid may result in a contract. Awarded to lowest, responsive, responsible bidder(s). • RFP (Request for Proposal): A solicitation used in negotiated procurements to communicate requirements to vendors and to solicit proposals. Can be Best Value or Low Price Technically Acceptable. Cost is not the only determining factor…. just one of several evaluation factors that is usually stated in the solicitation.

Common Procurement Terms • RFQ (Request for Quotation): Informal/formal quoting. Designed for quick/small dollars

Common Procurement Terms • RFQ (Request for Quotation): Informal/formal quoting. Designed for quick/small dollars purchases with the intent to issue a purchase order in response to a supplier’s quotation. • RFQ (Request for Qualifications); PS (Professional Services): Designed for the selection of companies through the Competitive Consultants Negotiations Act (CCNA) F. S. 287. 055. Price competition is not allowed if CCNA. Also utilized for purchases where price is not a factor in the award and competition will be obtained after prequalification. • Purchase Card (P-Card): Usually small dollar (<$1 K) purchases that are on a non-regular basis. Used as a more efficient means of purchasing rather than a Purchase Order.

Common Procurement Terms • Responsible: The ability (capacity) of the vendor to perform the

Common Procurement Terms • Responsible: The ability (capacity) of the vendor to perform the contract. Deals with financial, resources, personnel, facilities, integrity and overall capability to perform. • Responsive: The contractor responded to the solicitation exactly the way they were instructed. To be less than responsive, is to be non-responsive. • Bid Opening (IFB/ITB): An official act of opening bids to determine who the lowest, responsive, responsible bidder. • RFP Closing (RFP): An official act of announcing the vendor’s proposals that were received.

Questions and Answers

Questions and Answers

Successful Steps to Win Contracts and Purchase Orders • Be informed of potential solicitations.

Successful Steps to Win Contracts and Purchase Orders • Be informed of potential solicitations. Bidder list, vendor registration policy, service provider, internet, websites, register on Vendor. Link, etc. • Obtain a copy of the solicitation and READ it. Review the scope of work/specifications first. Most solicitations are available on the internet. • Check for a pre-proposal meeting (could be mandatory). • Review Insurance requirements, they may be more stringent than other Agencies. • Take into consideration the total cost of providing the requested service when formulating your bid or proposal.

Successful Steps to Win Contracts and Purchase Orders • Bonds – Bid / Performance

Successful Steps to Win Contracts and Purchase Orders • Bonds – Bid / Performance / Payment • Manpower, Fuel, Overhead, mobilization cost, etc. • Don’t rely on previous bid amounts from other contractors for price determination • Think twice about submitting a bid that is below your total cost. An escalation cost increase is not part of our agreements • Check for the award criteria: price, technical, all or none and/or partial…. multiple awards. • Submit any questions during the solicitation phase. Review and acknowledge all addenda. If you do not understand the scope, submit questions via Vendor. Link.

Successful Steps to Win Contracts and Purchase Orders • Fill out ALL of the

Successful Steps to Win Contracts and Purchase Orders • Fill out ALL of the appropriate forms and submit the required information by the required date. • Follow the solicitation format, submit the information requested. Be sure you are in compliance with any page number restrictions. • Review the evaluation criteria. Build your proposal to address the various evaluation weight factors. • If an IFB/ITB, submit your bid for the requested scope. Alternate proposals are generally not accepted unless stated in the IFB/ITB (could be labeled as brand name or equal). If you have an equal, data must be provided in your submittal.

Successful Steps to Win Contracts and Purchase Orders • You are responsible for delivering

Successful Steps to Win Contracts and Purchase Orders • You are responsible for delivering your proposal on-time to the location stated on the solicitation. Plan for emergencies/the unexpected. You are still responsible regardless of what service you use i. e. postal, federal express, courier, etc. • Subcontractors: Check out the planholders list or pre-proposal attendees list for subcontracting opportunities that can be found on Vendor. Link.

Successful Steps to Win Contracts and Purchase Orders • If an IFB/ITB, attend the

Successful Steps to Win Contracts and Purchase Orders • If an IFB/ITB, attend the Bid opening and/or check the website for the tabulation…usually within three working days. If an RFP, check the website for the names of the companies that submitted proposals. • Understand/comply with the Agency’s contact rules (code of silence) during the solicitation and evaluation process. • Lastly, and a reminder…. . ask questions prior to bid submission. All questions are posted on-line via an addendum.

Questions and Answers

Questions and Answers

“How to Do Business” • Pick up a copy of the Vendor Guide and

“How to Do Business” • Pick up a copy of the Vendor Guide and lets review the guide • Register as a Vendor via Vendor. Link • Attend the various Procurement related events • Know the types of solicitations and ask any questions during the solicitation period • Code of Silence

Procurement Role • • Prepare & issue the solicitation/addenda. Performs cost/price analysis of bid/proposal

Procurement Role • • Prepare & issue the solicitation/addenda. Performs cost/price analysis of bid/proposal Acts as Technical Evaluation Team Facilitator Serves as Negotiation Team Leader and takes lead on cost/price related issues • Ensures contract is fully encumbered • Process amendments/change orders/work orders ensuring scope is maintained and price remains fair & reasonable. • Take the lead on resolving conflicts/disputes arising under the contract.

How to Introduce New Products in the Marketplace? • Free samples • Attend Vendor

How to Introduce New Products in the Marketplace? • Free samples • Attend Vendor Fairs and Tradeshows • Send/Bring Product Literature • Unsolicited Proposals • Provide Alternates or Equal along with supporting data

Piggybacks • State/Local Government Agencies Contracts • Many Cooperatives, U. S. Communities, • The

Piggybacks • State/Local Government Agencies Contracts • Many Cooperatives, U. S. Communities, • The Cooperative Purchasing Network (TCPN), • National Cooperative Purchasing Alliance (NCPA), and; • GSA Piggybacks are governed by Florida Statutes 287. 056

Piggyback Guidelines The piggybackable contract must have the following characteristics: • Must be current

Piggyback Guidelines The piggybackable contract must have the following characteristics: • Must be current • Must have the same scope/terms and pricing • The contract had to be competitively bid by the acquiring agency. • Cannot piggyback any agreement that was procured pursuant to the Consultant Competitive Negotiation Act (CCNA -287. 055) • Cannot be used under certain Federal Funding – Local Agency Programs (LAP).

Questions and Answers

Questions and Answers