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Understanding Hallandale Beach Procurement Process

Learn about the procurement procedures followed by the Hallandale Beach City Commission, including solicitation types, advertising methods, and selection processes.

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Understanding Hallandale Beach Procurement Process

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  1. CITY OF HALLANDALE BEACHPROCUREMENT PROCESS City Commission Workshop February 23, 2015

  2. FACTS ABOUT THE PROCUREMENT PROCESS On average, the City releases approximately 17 formal solicitations per year. • No. of Request for Proposals (RFPs) = approximately14 • No. of Low Bids (no presentations) = approximately 3 • No. of Bids/RFPs rejected = 3 • No. of Bids/RFPs with 1 response = 2 • No. of Oral Presentations = 12 * The above information are averages for the following fiscal years: FY 12-13; FY 13-14; FY 14-15 to date. 2

  3. DEFINITIONS • Procurement Code Definition of Request for Proposals (RFP) A solicitation for proposals to provide a solution to a problem or a course of action or a determination of data findings useful to the City. • Formal solicitations are issued for any project that exceeds the City Manager’s threshold authority. - $25,000 Professional Services. - $50,000 all other. RFP vs. Bid • Used to solicit goods and services. • Presents preliminary requirements for the commodity or service, and may dictate to varying degrees the exact structure and format for vendors to respond. • Informs vendors of what the City is looking to accomplish and encourages vendors to propose their best approach. • Allows for negotiation of price and terms and conditions. • Award of the contract is made to the highest ranked responsive, responsible vendor. • A written offer for specific goods and services. • The response to a bid is for specific line unit item described in detail. • Used in formal solicitations for construction projects where each line item is known and described in the price sheet for vendors to respond to. • Awarded to the lowest responsive, responsible vendor. • Award of a contract is based on lowest price response for firm’s whose references are confirmed. • Presentation are not part of the bid process. 3

  4. HOW ARE FORMAL SOLICITATIONS ADVERTISED The City uses the following avenues to notify vendors of a release of a formal solicitation • Advertise 1 time in the Sun Sentinel: only construction project solicitations, per F.S. 255.0525. • Post in Demandstar: Demandstar is a site where vendors that pay a fee receive notification of solicitations. • Post in City’s website. • Email notice to vendors that have completed a Vendor Application for the specific commodity and/or service. • Post on the Chamber of Commerce website. 4

  5. WHAT IS IN THE SOLICITATIONS • Cover page identifying the solicitation number and the service being requested; • Table of Content; • Purpose of Project/Scope of work and criteria for the project, including any Minimum; Qualification Requirements (MQRs), if any; • Price Sheet if it is a bid; • Instructions for Submittal of Proposals; • References Request; • Definitions; • All information pertaining to deadlines: a) due date; b) pre-bid conference; c) site inspection (if any); d) last day for questions; • Budget/funding available for project; • Bond requirements, if any; • Tentative Time Schedule of the project, from date of release; • City’s Terms and Conditions. These serve to educate the vendors about various City practices and rules such as: Cone of Silence, Domestic Partner Benefits Requirements, Lobbyist Registration, Public Records, Addenda and Modifications, Insurance requirements, Protest Procedures, Community Benefit Plan and Local Vendor Preference, and • All Forms that Firms must sign and submit, i.e. Payment Method, Public Entity Crime Form, Domestic Partnership Certification Form, Conflict of Interest Questionnaire, etc. 5

  6. SELECTION PROCESS Selection Process - People with expertise in area of project - Subject Matter experts • Committee is appointed and provided with documents. • Evaluation Committee may meet various times depending on the project. • Pre-Ranking meeting to explain all criteria and documents. • Ranking is completed. • Results on Agenda. • Staff contacts only highest ranked When Oral Presentations are required • Only for RFP Process . • Conducted to allow Evaluation Committee to obtain clarification on any aspect of the proposals to help the Evaluation Committee rate the firm’s submittal. • Florida Statute 286.0113, adopted in 2011, exempts oral presentations from Florida Statute 286.011. F.S. 286.011 dictates the process for public meetings. 6

  7. DEFINITION OF THE CONCERN(S) • Commissioners feel that they do not have enough time or an opportunity to review the vendor’s response prior to the meeting and therefore, they feel uncomfortable challenging staff’s ranking. • The limitations under the current cone of silence does not allow for Commissioners to have any discussions with vendors in the process. • Commissioners do not have access to vendor submission documents. 7

  8. Next steps, direction? 8

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