DOING BUSINESS WITH VOLUSIA COUNTY

1. DOING BUSINESS WITH VOLUSIA COUNTY Presented by the Purchasing and Contracts Division Doing Business with Volusia County

2. Working together • Vendors are an essential element in meeting Volusia County’s needs. • The County recognizes that without quality Vendors, the needs of citizens will not be met. • Communication is the key to success. • The Purchasing Division is here to help. • Visit www.volusia.org/purchasing. Doing Business with Volusia County

3. Register using the Vendor Self Service program (VSS) www.volusia.org/purchasing. • Current registrants should visit the VSS site and verify information is current (address, contact, remittance, & commodity codes). • Registration is not required to bid or a guarantee of work. • VSS is the best way to be notified of bid opportunities by selecting commodity codes. Getting started Doing Business with Volusia County

4. Proper Professional Licenses. • Business Tax Receipt (if a Volusia County business or if local preference applies). • Insurance - specific to each solicitation. • Bonds, if required. • Registered as a vendor in the State of Florida (www.sunbiz.org). Vendor Requirements Doing Business with Volusia County

5. Vendors must have the capability of obtaining insurance as required in the solicitation. • It is not required to purchase additional insurance to submit a bid/proposal. Simply provide proof of ability to obtain it • Vendor shall provide proof of insurance after recommendation of award and award. INSURANCE Doing Business with Volusia County

6. The County has issued an average of 176 solicitations annually for goods and services. • Examples include solicitations for technology, consultants, construction, services, and commodities. COUNTY PURCHASES Doing Business with Volusia County

7. Commodities - 60% (aggregates, janitorial supplies, auto parts, office supplies, maintenance parts). • Construction / A&E Consulting - 20%(roofing, road projects, trails, and vertical construction). • Services – 20%(Technology and software, commercial leasing, studies, community assistance). BREAKDOWN OF SOLICITATIONS Doing Business with Volusia County

8. RFQ: Request for Quotation • ITB: Invitation to Bid • RFP: Request for Proposals • RSQ: Request for Statement of Qualification (Professional Services) Solicitations Doing Business with Volusia County

9. Can be formal or informal, depending upon the complexity of the project. Less than $25,000 is more informal. • If it exceeds $25,000 but is less than $50,000, or it is a complex project, it will be quoted by Purchasing & Contracts. • Evaluated by staff and awarded to the lowest responsive and responsible bidder (including local preference). Request for quotation (RFQ) Doing Business with Volusia County

10. A formal process requiring sealed bids by a specified date and time. • Utilized when exactly what is needed is known (generators, aggregates, chairs, auto parts.) • Awarded to the lowest responsive and responsible bidder (including local preference). • Evaluated by Staff. Invitation to bid (itb) Doing Business with Volusia County

11. A formal process requiring sealed proposals by a specified date and time. • Solicits proposals for goods or services. Price is usually not a primary evaluation factor but is considered. • Evaluation criteria is published in the RFP. • An evaluation committee is made up of County staff. • Awarded to the top firm(s) based on published criteria. • Results in a solution or services contracts (e.g. Inmate healthcare, parking systems, trash collection, JMS system). Request for proposals (rfp) Doing Business with Volusia County

12. The solicitation method used to procure professional services based on qualifications. • Awarded to the top ranked firm or firms through an evaluation process. • Price may be a factor in selecting the most qualified consultant. (e.g.: auditors, appraisers, consultants, lobbyists - not CCNA). Request for statement of qualifications (rsq) Doing Business with Volusia County

13. Professional Service procured under the Consultant’s Competitive Negotiation Act (CCNA, FS 287.055). • Utilized for procuring professional architectural, engineering, landscape architectural, surveying, and mapping services. • Selection is based on qualifications and experience only. • Awarded to the top ranked firm or firms through a two-step evaluation process. Request for statement of qualifications (rsq) Doing Business with Volusia County

14. Read the documents carefully and start preparing submittal. • Confirm with insurance agent any costs to meet requirements. • If an attorney will be involved in contracting, have them review early on. • Ask questions for clarification. • Attend pre-bid meetings. • React to any addenda issued. • Confirm all documents requiring a signature are signed by an authorized agent for the company. Responding to Solicitations Doing Business with Volusia County

15. Mathematical errors may deem submittals non-responsive. • Submit proposal prior to closing date/time. Do not wait until the last minute to complete the submittal package. • LATE BIDS/PROPOSALS CAN NOTBE ACCEPTED. • Purchasing Analysts can provide assistance. Responding to Solicitations Doing Business with Volusia County

16. All submittals are considered public record under the Florida Sunshine Law. • The opening of all solicitations is done in a public forum. • Per Florida Statute, pricing will not be disclosed at time of opening (except for public works projects). • All proposals are held for thirty (30) days or until posting of the recommendation of award. • Volusia County has a local preference policy, vendors located in Volusia, Seminole, Lake, Orange or Osceola County, can receive a 3% bid preference. An additional 2% preference is available if a subcontracting element meets the “local” definition. Supplemental documentation is required to obtain local preference. Important points Doing Business with Volusia County

17. IMPORTANT POINTSVOLUSIA COUNTY PURCHASES FOR: • Beach Services • Convention Center • Daytona Beach Int’l. Airport • Supervisor of Elections Office • Emergency Mgmt. Services (EVAC) • Property Appraiser • Sheriff’s Office • Transit • Circuit Court System (partial) Doing Business with Volusia County

18. All purchases over $3,000.00 require competition. • A payment vehicle is required in order to receive payment. • Purchase Orders are primarily used for one-time purchases for a specific quantity and specific delivery, or for annual automatic payments (i.e. lease payments). • Master Agreements are primarily used for indefinite quantities with multiple delivery requirements. Purchase Orders / Master Agreements Doing Business with Volusia County

19. An invoice with the P.O., M.A., or Contract number must be sent to the ordering division for approval. Invoices must be accurate for payment processing. The division will submit accurate invoices to Accounting for payment. The County’s standard terms are: Net 45 days and FOB Destination, freight allowed. Construction projects follow Florida Statute. The Payment process Doing Business with Volusia County

20. Awarded vendors will work directly with the County Project Manager assigned upon award of a contract/agreement. Understand the terms of the contract, and follow the contract. Issues or concerns shall be addressed through the County Project Manager as soon as possible. If there is a breakdown, call the procurement analyst. CONTRACT RELATIONSHIPS Doing Business with Volusia County

21. Authority to bind the County to a contract/agreement: • The Director of Purchasing; • County Manager; and • County Council Chairperson. • ALL contracts/agreements requiring a signature MUST go through Purchasing & Contracts. • No exceptions. Contracting Authority Doing Business with Volusia County

22. The School Board is a separate entity with its own Purchasing division. • It is OK to approach the individual departments prior to a solicitation being issued. • Collaboration as a prime and subcontractor is encouraged, collusion is not and is illegal. • The County utilizes a procurement card program for small non-recurring purchases; advise departments if credit cards are accepted. • The County allows other municipalities to piggyback off our contracts with the permission of the vendor. • There are many small companies that do business with the County and are very successful. FREQUENTLY ASKED QUESTIONS Doing Business with Volusia County

23. Visit www.volusia.org/purchasing • The Purchasing Department is here to help. • The County needs quality Vendors in order to provide services citizens desire. WORKING together Doing Business with Volusia County

24. www.volusia.org/purchasing • www.volusia.org/bidlist • www.sunbiz.org RESOURCES Doing Business with Volusia County

25. What Questions do you have? Doing Business with Volusia County