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Procurement 101: “Learning the Ropes”
GoalGoal Introduce
City of Dallas’ Business Development and Procurement Services (BDPS) department
■ ResourceLINK Team (RLT)■ Business Development & Inclusion (BID) Group■ Business Development & Inclusion goals and requirements■ Minority/Women-owned Business Enterprises (M/WBE) certification
agencies Procurement process
Review City of Dallas website (www.bids.dallascityhall.org) City of Dallas Vendor Self-Service System (VSS) online registration
What does the City of Dallas purchase? Tips on doing business with the City of Dallas
Business Development & Business Development & Procurement ServicesProcurement Services
Business Development and Procurement Services (BDPS) includes:
ResourceLINK Team (RLT)
Business Development & Inclusion (BID Group)
Procurement Services
Decentralized/CentralizedDecentralized/Centralized
Vendor
Vendor
Vendor
Vendor
VendorVendor
DepartmentsProcurement
City Attorney
Risk Management
City Auditor Vendor
Vendor
VendorVendor
Vendor
Procurement
DepartmentsCity
Attorney
Risk Management
City Auditor
Business DevelopmentBusiness Development
The City of Dallas developed a group ofbusiness development andprocurement specialist called “TheResourceLINK Team” to connect yourbusiness with the resources needed todo business with the City of Dallas
How does the ResourceLINK How does the ResourceLINK Team help me?Team help me?
Assists with online vendor registration Explains the contracting process Offers one-on-one support to vendors Conducts vendor trainings Participate in chambers, advocacy and industry
group events Assists with M/WBE certification, if applicable Assists with compliance of the BID Policy and
forms Coordinate meetings between vendors and
departments
What is the BID Plan?What is the BID Plan?
The Business Inclusion & Development (BID) Plan is the City of Dallas’ mandated program to involve Minority and/or Women-Owned Business Enterprises (M/WBEs) to greatest extent feasible on the City’s construction, procurement and professional services contracts
BID Compliance Group grants points for the significant inclusion of M/WBE firms in response to the evaluation of proposals including best value bids estimated at $250K and over
BID Compliance Group reviews all contracts to ensure compliance of the BID Plan
What is the BID Plan?What is the BID Plan?
The BID Plan is used to encourage & increase participation of M/WBEs in city contracts and encourage bidders/proposers to create joint ventures when feasible to increase capacity and build stronger M/WBE firms in the market
Only the first tier, local certified M/WBEs (within Dallas County) can be counted toward the BID goals
Certified M/WBEs located outside of Dallas County will be considered as evidence of a business inclusion & development, but not counted towards the BID goal
The BID Affidavit is required with the submittal of a bid or proposal
BID forms are due to BDPS within five business days of the awarding department’s issuance of the notification of intent to award
BIDBID GoalsGoals
Construction = 25%
Architectural & Engineering = 25.66%
Other Professionals = 36.30%
Other Services = 23.80%
Goods = 18%
M/WBE CertificationM/WBE Certification Minority/Women-owned Business Enterprise (M/WBE) certification is a review process designed
to ensure that a business is actually owned, controlled and operated by an ethnic minority and/or woman.
The City of Dallas accepts certifications from the following agencies:
North Central Texas Regional Certification Agency (No cost for this certification) http://www.nctrca.org/ (817) 640-0606
Dallas/Fort Worth Minority Business Council ($270.00 fee for this certification)http://www.dfwmbdc.com/
(214) 630-0747 The Women's Business Council –Southwest ($250.00 fee for this certification)
http://www.wbcsouthwest.org/ (817) 299-0566
The certification application can be downloaded from the agencies website. If you need assistance in completing the application, please contact a ResourceLINK Team member at 214-670-3326.
Procurement ServicesProcurement Services
Buying goods and services for the City
Develop specifications jointly with City departments
Work in conjunction with the ResourceLINK Team (RLT) and Business Inclusion & Development (BID) Group to involve qualified Minority and Women-Owned Business Enterprises (M/WBEs)
Procurement OpportunitiesProcurement Opportunities
City of Dallas in 2009
Purchased over $900 million in goods and services during fiscal year 2009 (September)
Over $134 million spent with local M/WBE businesses (Dallas County)
Over $177 million spent with local and non-local M/WBE businesses combined
What does the City of Dallas buy?
Architectural Services
Police cars Concrete Ice
Flags Books Marketing Consultants
Janitorial Supplies
Shoes Rodents Oil & Gas Catering
PaperSports
Bras Tires
Traffic & Street
supplies
Drafting Services
Gifts & Novelties
Consulting Services
Plumbing fixtures
Ammunition Clothing Police & Fire specialties
Industrial Supplies
ProcurementProcurement TerminologyTerminology
A bid is for goods and services awarded to the lowest, responsive, responsible bidder
A best value bid is awarded to the bidder who provides goods or services at the best value for the municipality
Examples: purchase price quality of bidder’s goods and services extent to which the goods and services meet the municipality’s needs total long-term cost
A proposal is for goods or services of a highly technical or professional nature awarded based on a variety of factors, not just price
ProcurementProcurement Terminology Terminology (cont.)(cont.)
Informal bids are for the purchase of goods and/or services that cost the City less than $25,000 (Can be bid electronically and does not require a bid security)
Formal bids are for the purchase of goods and/or services that cost the City more than $25,000 (Requires a sealed bid and a bid security)
Bid Security is a guarantee that the vendor has submitted a response in good faith. $100 is to be submitted in the form of a personal, business, and/or cashier’s check
Master and Service Agreements are contracts entered into by the City and vendor to provide goods or services over a defined period of time at a predetermined price schedule
ProcurementProcurement Terminology Terminology (cont.)(cont.)
Pre-bid meeting/Pre-proposal conferences are the assembly of vendors, procurement buyer and City department representative(s) to discuss the bid or proposal requested; this enables you to clarify or ask questions and meet your competitors
Scope of Work is a description of what is being requested; it can also determine the scopes of work for subcontracting opportunities in the bid or project in consideration for the BID requirements
Specifications define how the City of Dallas expects the work to be done; make sure your service or product meets City specification
requirements
Types of SolicitationsTypes of Solicitations
Informal Bid (IFS) = Less than $25K (Low Bid)
Formal Bid (RFB) = Greater than $25K (Low Bid)
Best Value (RFB) = Greater than $25K (Best Value)
Proposal (RFP) = Greater than $25K (Most advantageous – Professional Services) Request for Competitive Sealed Proposal (RFCSP) = Great
than $25K (Most advantageous – High Tech goods or services)
Bid NumbersBid Numbers
B (single letter) = Informal bid (<$25,000) (B01434)
B01 (two number) = Identify the Buyer (B01434)
BJ (two letters) = Formal bid (>$25,000) (BJ0416)
BJ (two letters) = Identify the Buyer (BJZ0412)
BJZ (third letter) = Proposal (BJZ0412)
CI - Construction = (CIZ0434)
HU - Housing Repairs = (HU0424)
Putting Your Best Bid ForwardPutting Your Best Bid Forward
Read bid instructions
Make sure your product, service, delivery meets specification requirements
Attend pre-bid meetings Meet the department and ask questions regarding the bid specifications Identify subcontracting opportunities and potential subcontractors Meet your competitors/network
Keep up with bid schedule and addenda Pre-bid meeting Addenda Closing date
Putting Your Best Bid ForwardPutting Your Best Bid Forward
Correct bid sheet quantity unit & extended cost unit of measure check the math
Bonding & Insurance requirements Amount of coverage needed Meet bonding/insurance requirements Terms and conditions For assistance call Chandra Marshall-Henson, (214) 671-9277
Complete & submit all bid documents
Make a competitive bid
How do I get to do business How do I get to do business with the City of Dallas?with the City of Dallas?
Register online as a vendor at the City website, www.bids.dallascityhall.org
Select commodity codes that best describe your product or services
Keep your vendor information up to date (i.e. phone, address, e-mail address, commodity codes at www.bids.dallascityhall.org)
Contact information is used to contact you, notify you of bids, upcoming events, and more importantly, to pay you
How do I get to do business How do I get to do business with the City of Dallas?with the City of Dallas?
If your company is minority and/or women owned business (51%); and, he or she is the controlling entity
It is recommended that you obtain MWBE certification
Check M/WBE certified if applicable
Participate in the pre-bid meetings
Bid in the procurement process
Upcoming EventsUpcoming Events
February 2010: Construction, Architectural & Engineering Roundtable & Current Special Projects
April 2010: Procurement 101: Learning the Ropes & Goods, Professional & Other Services Forum
ResourceLINK Team ResourceLINK Team
Is your LINK
to
Doing Business with the City of Dallas
Contact a ResourceLINK Team member at (214) 670-3326
www.bids.dallascityhall.org www.bids.dallascityhall.org