Doing Business With Doing Business With Springs UtilitiesSprings Utilities

Wayne Wallace, ManagerSourcing & Contracts Section

Supply Chain ManagementJune 10, 2004

AgendaAgenda How Do We Buy Things?

What Are The Opportunities?

2004 Solicitation Opportunities

What Is Normally Requested In Solicitations?

What Is The Difference Between IFBs & RFPs?

Other Considerations

Web Site Addresses, SBA Contacts

Web Site Screen Prints

Staff Contacts

P-Card Typically under $5,000 Often tied to Blanket Agreements

Contracts & Blanket Contracts Common services, often includes option years Inventory items supporting O&M Construction Maintenance support (services, material) Mostly Releases, P-Card or Web Based Ordering

POs Items not yet on blankets, normally over $5K

How Do We Buy Things?How Do We Buy Things?

Depends on goods & services offered Review bid qualifications – good fit? Critical items must be qualified for use Review posted opportunities on our Website Perform work for our contractors / suppliers Awards noted on our Website, contact winner Register via the SBA Pronet database Ask if & how we acquire relevant items Bid / propose on upcoming blanket contract

What Are The Opportunities?What Are The Opportunities?

2004 Solicitation Opportunities2004 Solicitation OpportunitiesJune Slings Snow melt Meter parts & supplies

July Flanges, curb box & pipe tubing Safety & computer eyewear Gas service

September Meter covers Valves Snow removal Mats, mop and uniforms Soil testing Transformer pads J-Box subsurface Carpentry services

October Meters Boiler inspection services Welding supplies Water equipment parts

November Plumbing supplies Soil testing services

December Aggregate Steel materials Paging services Promotional products Safety items Credit reporting services Electric parts & supplies Pick up & remove scrap

appliances Pick up & remove scrap wood

poles Pick up & remove scrap plastic

& Porcelain Fleet mgmt – vehicle bids Printing contract newsletter

services

Preliminary List – See Colorado Springs Utilities

Website for Actual Solicitation Opportunities

Supplier data information, including W9 Information related to relevant experience and

qualifications, minimum requirements, relevant references, financial stability data

Detailed acknowledgement that all solicitation requirements will be met Technical, Schedule, Qualifications, Other business info Terms & Conditions, Standard Forms Acceptable Prices normally requested to include freight Payment Terms are Net 30 Days Bid Bonds required if for construction > $50K Contractor Safety & Health Forms (as required)

What is Normally Requested What is Normally Requested in Solicitations?in Solicitations?

Sealed bid Public bid opening Must include signed bid

forms, addendums, acceptance of all provisions (responsive)

Must show ability to perform (responsible)

Lowest apparent bidder normally the winner, but not always

Normally involves well defined needs

What is the Difference Between What is the Difference Between IFBs & RFPs?IFBs & RFPs?

Negotiated procurement Nature of need is complex,

difficult to attain like kind offers or make selection based on price alone

Considerations for award go beyond price and minimum qualifications

Cost of RFP process is higher for both buyer & seller

Normal focus is attaining best value

Contractor Safety Program Contractor Environmental Program Local & Diverse Businesses Service level requirements (response times) Relevant references, requisite performance Past experience by Springs Utilities Other relevant background & experience Ability to provide solutions beyond first sale,

including continuous improvement efforts

Other ConsiderationsOther Considerations

SafetySafetyIIF – Incident and Injury Free

The Values of Colorado Springs Utilities - Trust, Responsibility, People, Collaboration, Continuous Improvement - are the foundation and basis for success in achieving an incident and injury free work and life environment.

It is our unconditional expectation that we work

together to eliminate unsafe behaviors and conditions. We embrace a mind set and a fundamental commitment that values the safety, health and well-being of every employee. We will be satisfied only when no one is involved in an incident or injury.

Contractor Safety ProgramContractor Safety Program

The Contractor Safety Program establishes the minimum safety & health performance criteria for contractors working on Colorado Springs Utilities premises or projects. Although contractors remain responsible for the safety of their own employees they must also take precautions to protect the personnel, property and operations of Colorado Springs Utilities

Contractor Safety QualificationContractor Safety Qualification Each contractor, prior to contractor selection; must

complete a Contractor Safety Qualification form. Form provides us with your safety background, safety

experience and safety performance

Contractors must provide all requested information regarding safety, insurance and injury experience.

The qualification criteria examines both active safety programs and the contractor’s safety and injury experience.

Fully approved Contractors will now be approved for one year, contingent upon satisfactory ongoing safety performance reviews.

Contractor Safety QualificationContractor Safety Qualification

Safety qualification is only one criterion used in the selection of contractors.

Colorado Springs Utilities Safety & Health Office should be consulted for special precautions or other strategies to further reduce the risk to Colorado Springs Utilities and Contractor employees, assets, and operations.

If incidents or safety deviations occur during the course of a contract, the Safety and Health office may require a review of the contractor prior to additional work being performed for Colorado Springs Utilities.

Environmental VisionEnvironmental Vision

“At Colorado Springs Utilities, we believe that environmentalstewardship goes beyond just complying with regulations. Itmeans responsibly managing the many things we do in a waythat helps protect our air, water, land and natural resourcesnow and for future generations.

As we look to the future, we will continue to explore innovative ways to be environmental stewards, while providing reliable natural gas, electricity, water and wastewater services.”

Chief Executive Officer, Phil Tollefson, P.E. (Env. Report 2001)

Environmental StewardshipEnvironmental Stewardship

As part of our ongoing commitment to the environment,

Colorado Springs Utilities, Environmental Services

Department has implemented a proactive construction

support program to ensure that our operations meet or

exceed environmental laws and regulations and strive

to preserve and protect Wildlife, Wildlife habitat and

Wetlands.

What does this mean to What does this mean to prospective offerors?prospective offerors?

Our future participants will be requested to fill out a Contractor Environmental Management Survey during the solicitation process for designated jobs and sites

The survey will provide Springs Utilities with information regarding the interested company’s environmental management experience to make better sourcing decisions and to identify risk areas and mitigation plans prior to the start of a contract

We encourage our Contractors to:We encourage our Contractors to: Plan ahead and have foresight to help reduce the risk of not

having the appropriate environmental permits required for construction projects

Initiate Environmental review of project sites to determine in advance if any environmental conditions exist that may alter the design, time-lines or costs associated with any construction projects

Be aware of the the basic environmental permits conditions required and time-lines established to obtain specific environmental permits for construction projects

Be good Environmental Stewards

Main URL: http://www.csu.org URL For Accessing Sourcing & Contracts:

S&C Section: http://www.csu.org/business/sourcing/

URL for Bid Opportunities: http://www.csu.org/business/sourcing/competitive/index.html

PRO-Net and DOD's Central Contractor Registration (CCR) is being Merged: Information: http://pro-net.sba.gov/ Registration (Need DUNS #): http://www.ccr.gov/

Web Site Addresses (URLs)Web Site Addresses (URLs)

Sourcing & Contracts StaffSourcing & Contracts Staff

Strategic Projects TeamPat Morgan, Supervisor719-668-3857

Marie Bishop, Sr. Procurement Specialist719-668-3851

Scott Duncan, Sr. Procurement Specialist719-668-3865

Bernadette Harbert, Sr. Procurement Specialist719-668-3855

Kim Roland, Sr. Procurement Specialist719-668-3866

Aubree Lujan, Business Support719-668-3862

Wayne Wallace, Sourcing and Contracts Manager719-668-4471

S&C Support TeamKen Lavey, Supervisor719-668-3852

Jorie Hobden, Procurement Specialist719-668-3856

Walter Singleton, Procurement Specialist719-668-3863

Frank Ybarra, Sr. Analyst719-668-3597

Laurie Sanchez, Business Support719-668-3860

Marian Stone, Business Support719-668-3876

Capital Projects TeamJean Reed, Supervisor, 719-668-3853

Donna Flath, Contract Support Specialist719-668-4085

Kelly Valdez, Sr. Procurement Specialist719-668-7359