Working Together: Volusia County & Our Vendors

1. Working Together: Volusia County &Our Vendors County of Volusia Presented by the Purchasing and Contracts Division

2. COMMUNICATION Communication is the key to success. You may ask where do I start? Who do I call?

3. Who are we? Purchasing & Contracts

4. Who Are You? You are an essential element in meeting Volusia County’s needs We recognize that without YOU, we could not meet the needs of our citizens

5. Overview • We are here to assist you in successfully putting the pieces of the puzzle together Bid process Do I need a P. O.? YOU How do I get started? Who do I talk to? Approval process Requirements Payment

6. How Do I Get Started? • Registering with the County is an excellent first step. The County now has a Vendor Self Service program (VSS) www.volusia.org/purchasing. • If you have registered with the County in the past, it is important to visit the VSS site to activate and update information. • At this time registration is not required to bid, and it is not a guarantee of work, but it’s the best way we’ve found to get the word out to potential vendors • It is the vendors’ responsibility to update all information relating to their company (address, contact, remittance, and commodity codes)

7. Vendor Requirements • Proper Professional Licenses • Volusia County Business Tax Receipt (if a Volusia County business) • Insurance - specific to each solicitation. Bonds, if required.* • Registered as a vendor in the State of Florida through Sunbiz (www.sunbiz.org)

8. Insurance Each vendor must be able to have the capability of obtaining insurance as required in the solicitation. The county does not required any vendor to purchase additional insurance as a requisite to submit a bid/proposal. Vendors must simply show the ability to obtain insurance levels as required and be able to furnish proof of insurance once a recommendation of award is made.

9. What does the County Buy? From January 2010 to June 2011 the County has put out 289 solicitations for goods and services. The solicitations are broken down on the next slide showing the number of solicitations for technology items, consultants, construction, services and commodities.

10. Breakdown of solicitiations • Commodities 142 - 49.1% ( such as aggregates, janitorial supplies, auto parts, office supplies, maintenance parts) • Construction 52- 18.1% ( such as roofing, road projects, trails and vertical construction) • Services 41- 14.2% ( residential waste removal, banking, community assistance)

11. Solicitations continued • Consulting Services 39- 13.5% (such as engineering, efficiency studies, insurance brokerage services) • Technology/IT 15- 5.1% (such as software solutions)

12. Solicitations • RFQ: Request for Quotation • ITB: Invitation to Bid • RFP: Request for Proposals • RSQ: Request for Statement Qualifications Professional Services

13. Request for Quotation • 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 the division or Purchasing & Contracts • Awarded to the lowest responsive and responsible bidder

14. Invitation to Bid • Always a formal process requiring sealed bids by a specified date and time • Utilized when we know exactly what we need • Always awarded to the lowest responsive and responsible bidder • Evaluated by Staff

15. Request for Proposals • Always a formal process requiring sealed proposals by a specified date and time • Utilized when we know where we want to end up, but not how to get there - a solution • Awarded to the top ranked firm based on the evaluation criteria published in the RFP • For this solicitation an evaluation committee, typically consisting of County staff and a Council member, is utilized to recommend a choice to the County Council

16. Request for Statement of Qualifications • The preferred solicitation method used to procure professional services based on qualifications • Price may be a factor in selecting the most qualified consultant • Awarded to the top ranked firm or firms through an evaluation process

17. Request for Statement of Qualifications • 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

18. Do Not Be Late! • All Formal Solicitations must be received by the Closing Time listed • Late Bids/Proposals WILL NOT BE ACCEPTED!

19. Selection Process RFQ: Request for Quotation ITB: Invitation to Bid RFP: Request for Proposals RSQ: Request for Statement of Qualifications Professional Services

20. Going to Council Any purchase for goods or services that exceeds $50,000.00 must have approval from the Volusia County Council. Items of this nature are generally heard as part of the Consent Agenda at each County Council meeting.

21. Did you know? • All submittals are considered a public record under the Florida Sunshine Law • The opening of all solicitations is done in a public forum

22. Do I Need a Purchase Order? 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 • Master Agreements are primarily used for indefinite quantities with multiple delivery requirements All purchases over $3,000.00 require competition

23. How Do I Get Paid? • An invoice with the P.O., M.A., or Contract number must be sent to the ordering division for approval • The division will check for accuracy and forward to Accounting for payment • The County’s standard terms are Net 45 days, FOB Destination, freight allowed • Construction projects are per Florida Statute

24. Contracting Authority • What is it? The authority to commit the County to a contract or agreement • Who has it? ALL contracts and/or agreements requiring a signature MUST go through Purchasing & Contracts NO EXCEPTIONS

25. Overcome the FEAR FACTOR! • Submitting a Solicitation is not that hard or scary. Let us assist you • Attend pre-bid meetings when offered

26. Communication is key! • Don’t let this be you. Ask for help! • Visit www.volusia.org/purchasing

27. Go Team! • Remember, we are BOTH part of a Team and we are here to help • We can’t be successful if you are not successful • Communication is KEY! Working Together, Volusia County and Our Vendors

28. Questions & Answers