Tips on Doing Business with the City of Milwaukee

1. Tips on Doing Business with the City of Milwaukee Presented at the EBE Small Business Sustainability Conference July 16, 2009 Rhonda U. Kelsey City Purchasing Director

2. City of MilwaukeeBusiness Operations Division Comprised of Three Sections: • Document Services Section • Emerging Business Enterprise Program http://www.city.milwaukee.gov/EmergingBusinessEnte1389.htm • Procurement Services http://www.city.milwaukee.gov/ProcurementServices327.htm

3. City of MilwaukeeBusiness Operations Division • Mission: to acquire commodities and services in the most cost effective, efficient, transparent, and impartial manner within the appropriate guidelines. • Responsibility: Procurement of approximately $65,000,000 in goods and services annually.

4. Who Do We Serve? • Mayor’s Office • Common Council / City Clerk • Health Department • Department of Public Works • Milwaukee Police Department • Milwaukee Fire Department

5. What Do We Buy? • Light and heavy duty vehicles and equipment • Electrical / Traffic Supplies • Water related supplies • Replacement equipment and repair parts • Office supplies and equipment

6. Chemical • Chemicals and oil products • Police and fire equipment • Forestry products • IT related and communications equipment • Road materials • Health services and supplies

7. How Do I Get Started? Step 1: Register with the City’s E-Notify System • Go to http://www.city.milwaukee.gov/BidsPending336.htm • Click on the E-Notify logo

8. You will need: • Valid e-mail address • Select your bid notification categories • Sit back, relax, wait for bid notices to come directly to you! JohnDoe@NewBusiness.com

9. Step 2: Visit our “Bids Pending” page http://www.city.milwaukee.gov/BidsPending336.htm

10. Step 3: Get Registered As A Procard Vendor Requirements: • Be MasterCard capable • Sign and return the Supplier Commitment Form • Sign and return the Federal W-9 Form • Accept and process orders not to exceed $5,000 per transaction http://www.city.milwaukee.gov/Procard357.htm

11. Step 4: Ensure That You Adhere To The Bid Specification Requirements Common Mistakes Include the following: • Failure to submit Bid on time. • Failure to submit descriptive literature (if required). • Failure to bid all line items (if required) • Failure to comply with social and economic contracting requirements.

12. Denied What are the City’s Social & Economic Responsible Contracting Requirements • Emerging Business Enterprise (EBE) Requirements • Slavery Disclosure Requirements • Ethical Purchasing Requirements • Local Business Enterprise Contracting Program (Effective 8/2009) NOTE: Failure to comply with these provisions may result in bid rejection!

13. Step 7: Keep Communication Centralized • Do not contact the User/City Department • Contact the Purchasing Agent • Submit questions to the Purchasing Agent five (5) days before the bid closing date

14. If You Are Successfully Awarded A Contract • Submit invoices in timely manner • Submit to the user department (not to Procurement Services Section) • Payment received within payment terms

15. Summary of Key Tips: Register with E-Notify Review the City’s Website and Bids Pending Page Get Registered As A Procard Vendor Carefully Read Bid Instructions, Specifications & Forms If you have questions about Bidding Procedures contact the Procurement Services Section:414.286.3501

16. Questions?