Guide: How to Participate in the Pima County Procurement Process

1. Guide: How to Participate in the Pima County Procurement Process Purpose The purpose of this document is to provide Suppliers to Pima County with a basic understanding of the County’s Procurement processes, general requirements, and sources of information that might be useful in preparing a response to County solicitations for Materials and Services.

2. Guide: How to Participate in the Pima County Procurement Process General • Available procurement processes are defined by law • Procurement Department has two Divisions • Design & Construction – design, architectural and construction services • Use Contracts • Materials and Services – all other items • Typically use Purchase Orders; occasional contracts • This Guide developed using typical M & S Procurement

3. Guide: How to Participate in the Pima County Procurement Process Procurement Department website • The Procurement Department website provides access to applicable code, active solicitations and other procurement related information. The website address is: http://www.pima.gov/procure/ • The link to the Pima County Procurement Code is: http://www.pima.gov/procure/procode.htm

4. Procurement Department Website

5. Guide: How to Participate in the Pima County Procurement Process Typical Procurement Process • Requesting Department submits Requisition defining the Item(s)to be Procured & Procurement selects the appropriate Procurement Process • Invitation for Bid(IFB) 90-120 days; > $35,000 • Request for Quotation(RFQ) 30-40 days; < $35,000 • Request for Proposal(RFP) 90-120 days; Items that cannot be “quantified” • IFB/RFP Solicitations are advertised(Daily Territorial) and open solicitations are posted on the Procurement website http://www.pima.gov/procure/ifbrfp.htm • RFQ’s are issued directly to potential respondents

6. Guide: How to Participate in the Pima County Procurement Process Vendor Registration • All potential suppliers to the county are encouraged to register at: http://www.pima.gov/procure/venreg.htm • Buyers & Requesting Departments utilize this data to identify potential suppliers

7. Guide: How to Participate in the Pima County Procurement Process Submittal Preparation • Pre-Submittal Conference(IFB/RFP) • Attendance strongly encouraged; clarifications, pending addenda, Q & A • Historical Contracts • http://www.pima.gov/econtractsz/ • Web-page links to Buyer Contact and Commodity Assignment Information: • Contact Information:http://www.pima.gov/procure/empinfo/ • Buyer Commodity Assignments: http://www.pima.gov/procure/buyers.htm • ALL QUESTIONS MUST BE SUBMITTED IN WRITING

8. Guide: How to Participate in the Pima County Procurement Process Submittal Evaluation and Award • Evaluation criteria are defined by the solicitation; typically to the Low ‘Responsive’ and ‘Responsible’ (IFB/RFQ) or Highest Ranked(RFP) Submittal • “Responsive” & “Responsible” • Submittal is in compliance with solicitation documents; registered to do business in Arizona(ACC) • Supplier has capacity and competency to provide the requested items; For example, not disbarred, poor performance history, etc. • Double-check to assure all required documents are properly completed, signed & submitted

9. Guide: How to Participate in the Pima County Procurement Process Diversity (MWBE) Preference For Certified, Local, & Registered Firms: • When ranking submittals,to determine Low(IFB/RFQ) Bid or Highest Score(RFP), the submittal will be given a 5% preference; RFP will be given Point(s) preference • Submit certification document with submittal • Information regarding M/WBE Code, Disparity Studies, Utilization Reports, Brochures and MWBE Certification may be viewed at: http://www.pima.gov/procure/mwbe.htm

10. Guide: How to Participate in the Pima County Procurement Process Award Recommendation • Based on Solicitation documents and Submittal Evaluations, the Requesting Department & Procurement agree to whom award(s)should be made • Timing is dependent on the solicitation/testing • Recommendation for Award(IFB/RFP) is faxed to respondents and posted at:http://www.pima.gov/procure/awards/index.html • RFQ Awards not posted • Recommendation must be approved by Procurement Director(<$100,000) or Board of Supervisors

11. Guide: How to Participate in the Pima County Procurement Process Award • Upon Award, Procurement will issue Contract or Purchase Order documents and execute with the Supplier(s) • Subsequent to execution of Contract/PO Documents, the Requesting Department administers performance, receipt/acceptance documentation and payment • CAUTION: Payment may not be made for Items not on the executed PO/Contract. All Invoices shall reference the PO or Contract #, Line #/Description, and not exceed the agreement/item quantity or amount. • END OF PRESENTATION