Indiana State NAHRO

1. Indiana State NAHRO “How Agencies are presently using the NAHRO eProcurement System to their Benefit” NAHRO eProcurement System

2. Why do I need this Software? Communication Standardization Documentation Compliance Auditable NAHRO eProcurement System

3. Topics of Discussion • How to Get Started • How to Sign up your Local Vendors • How to Post RFQ/IFB’s, RFP’s, and QBS’s – Bid Preparation • How to Manage the Bid • How to Evaluate the Bid • How to Utilize the Private Catalog Area • How to Easily Keep Records / Have Access to Documents / Best Practice Information / Follow HUD Procurement Guidelines NAHRO eProcurement System

4. Transaction Fees Transaction Fee for Successful Bidders • Suppliers who are awarded a bid through the system may be responsible for paying a transaction fee. (In some cases the agency may elect to pay the transaction fee. The Supplier will be notified in the bid itself before you respond as to who will be responsible for the transaction fee.) The Transaction Fee will be billed based on awarded amounts and will be invoiced 90 days after the award is made. There are caps for awarded amounts. The fees for types of bids and the caps are listed below. The Transaction Fee is: Bids (RFQ's/IFB's): • 1% for each individual awarded bid of $10,000 or less • $100 cap for all bids up to $25,000 • $250 cap for $25,000-$50,000 • $500 cap for $50,000-$75,000 • $750 cap for $75,000-$100,000 • $900 cap for greater than $100,000 RFP's • $100 flat fee for each RFP/QBS up to $25,000 • $250 flat fee for $25,000-$50,000 • QBS’s flat fee of $250.00 for all award amounts. This fee is paid by the Housing Authority submitting the QBS. There are no fees assessed to winning vendors on a QBS. • Requirements Contract awards are figured by the same formula as Bids (RFQ’s/RFP’s) with the approximate quantity multiplied by the winning bid amount. (Example: 100 widgets times the winning bid of $50.00 equals $5,000.00. The $5,000.00 would then be measured against the RFQ/RFP Transaction Chart for a transaction fee of $50.00.) • Indefinite Quantity Contracts are figured by the same formula as Bids (RFQ’s/IFB’s), with the award amount being determined by multiplying the minimum quantity, by the winning bid price to determine the contract value, or by using the minimum dollar value on the contract which was filled out by the buyer. (Example: the minimum of 100 widgets times the winning bid of $50.00 equals $5,000.00. The minimum dollar value placed on the Indefinite Quantity Contract of $5,000.00 would be used in calculating when minimum dollar amounts are used. The $5,000.00 would then be measured against the RFQ/RFP Transaction Chart for a transaction fee of $50.00.) NAHRO eProcurement System

5. Communication Fees Annual Communication Fee – Exceptions • If your company grosses less the $100,000.00 per year, the communication fee is waived. • If you company elects to receive electronic bid notices and electronic response capabilities fromonly one agency (you choose the one agency and dedicate your company to that agency during registration), the communication fee is waived. • Suppliers who are members of NAHRO’s Manufacturers’ and Suppliers Council (MSC) pay ½ of the applicable Annual Communication Fee. To learn more about joining the MSC, visit the NAHRO web-site at www.nahro.org • If your company is a Minority Business Enterprise or Women Business Enterprise: the Annual Communication Fee is reduced by 1/3. (Example $600.00 = $400.00, $300.00 = $200.00, $150.00 = $100.00) Annual Communication Fee • The fees have been determined based upon the unique needs of the supplier community. You may choose one of the three communication fee options listed below: • (1) $150.00 per year to receive e-mail bid notification and electronic response from all participating agencies located in any one (1) NAHRO region. • (2) $300.00 per year to receive e-mail bid notification and electronic response from all participating agencies located within any three (3) NAHRO regions. • (3) $600.00 per year to receive e-mail bid notification and electronic response from all participating agencies nation-wide (all eight (8) regions) utilizing the NAHRO e-Procurement Marketplace. NAHRO eProcurement System

6. How Agencies Get Started • Home Page • Agencies on System • Suppliers on System • Sign-up Now • Login Button NAHRO eProcurement System

7. How to Sign up Your Local Vendors / Website (Your current website, or one we create free for you) • State the purpose of the discussion • Identify yourself NAHRO eProcurement System

8. How to Sign up Your Local Vendors / Supplier Website Link to Register your local vendors NAHRO eProcurement System

9. How to Sign up Your Local Vendors / Supplier fills out their Up to Date Company Information NAHRO eProcurement System

10. How to Sign up Your Local Vendors / Supplier checks commodity/service codes to receive future email bid notifications NAHRO eProcurement System

11. Bid Preparation / How to Post RFQ/IFB’s, RFP’s, and QBS’s NAHRO eProcurement System

12. Bid Preparation / Information Modules NAHRO eProcurement System

13. Bid Preparation / HUD Procurement Handbook Links NAHRO eProcurement System

14. Bid Preparation / “Ship To” and Terms & Conditions, Attachments NAHRO eProcurement System

15. Bid Preparation / Proposal Format NAHRO eProcurement System

16. Bid Preparation / Evaluation Criteria / Points Allocated NAHRO eProcurement System

17. Bid Preparation / Q&A – Line Items for Request NAHRO eProcurement System

18. How to Manage the Bid / No Fax – No Mail / No Vendor Pick-up NAHRO eProcurement System

19. How to Manage the Bid / Vendors Notified Electronically NAHRO eProcurement System

20. How to Manage the Bid / View Suppliers who have actually Viewed the Bid / Sealed Bid Functionality NAHRO eProcurement System

21. How to Evaluate the Bid / Some agencies can post bids on their website for download, but they probably can’t evaluate electronically NAHRO eProcurement System

22. How to Evaluate the Bid NAHRO eProcurement System

23. How to Evaluate the Bid / View each individual Bid Response NAHRO eProcurement System

24. How to Evaluate the Bid / Accept / Reject Line Items NAHRO eProcurement System

25. How to Evaluate the Bid / Evaluate Pricing NAHRO eProcurement System

26. How to Evaluate the Bid / Pre – Award Process NAHRO eProcurement System

27. How to Evaluate the Bid / Awarding Bid and sending Bid Summary NAHRO eProcurement System

28. How to Utilize the Private / Public Catalog Areas / For Pricing Contracts NAHRO eProcurement System

29. How to Utilize the Private / Public Catalog Area / Viewing Line Items NAHRO eProcurement System

30. How to Utilize the Private / Public Catalog Area / Ordering Commodities / Email Suppliers when Services Involved NAHRO eProcurement System

31. How to Utilize the Private / Public Catalog Area / Shipping Instructions NAHRO eProcurement System

32. How to Easily Keep Records / Reports NAHRO eProcurement System

33. How to Easily Keep Records / Best Practice Information NAHRO eProcurement System

34. How to Easily Keep Records / Have Access to Documents / / Document Archives NAHRO eProcurement System

35. How to Easily Keep Records / Have Access to Documents/ Document Archives NAHRO eProcurement System

36. How to Easily Keep Records / Sharing Bid Documents NAHRO eProcurement System

37. Why agencies choose not to use their individual eProcurement systems Hard to Change NAHRO eProcurement System

38. Why Agencies sooner or later Use their Systems It makes their jobs easier!!! NAHRO eProcurement System