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Procurement Forum

February 14, 2013. Procurement Forum. Next Meeting. March 14, 2013 10:00 – 11:30 am University of Arkansas Cooperative Extension Auditorium 2301 South University Avenue Little Rock. RFP vs. RFQ. What’s the difference between the two?. Request for Proposal (RFP).

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Procurement Forum

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  1. February 14, 2013 Procurement Forum

  2. Next Meeting • March 14, 2013 • 10:00 – 11:30 am • University of Arkansas Cooperative Extension Auditorium 2301 South University Avenue Little Rock

  3. RFP vs. RFQ What’s the difference between the two?

  4. Request for Proposal (RFP) • Utilized when the use of competitive sealed bidding is not practical or advantageous • Used when comparative, judgmental evaluation is required • Scored based on evaluation criteria set forth in the RFP • Price taken into consideration but not the most important evaluation criteria

  5. Request for Proposal (RFP) EXAMPLES: • Software or Data Management Systems • Large IT Procurements • Most Services

  6. Request for Qualifications (RFQ) • Used when qualified vendors with specialized expertise for a specific scope of work or service are needed • Agency knows the qualifications the vendor must meet • Selection is based on the respondent’s qualifications • Price is not a consideration in selecting a vendor • Price becomes a factor only after qualified vendor is identified

  7. Request for Qualifications (RFQ) EXAMPLES: • Contracts in which the agency sets the rate • Contracts in which the agency needs all qualified vendors to provide statewide coverage • No cost to the State contracts

  8. Request for Qualifications (RFQ) EXAMPLES: • Advertising Campaigns • Architectural • Engineering • Legal Services

  9. Professional and Consultant Services (PCS)

  10. PCS Contacts • Amber Furgerson • amber.furgerson@dfa.arkansas.gov • 501-371-6066 • Rebecca Kee • rebecca.kee@dfa.arkansas.gov • 501-371-6059

  11. What Are PCS Contracts?

  12. Technical/General Services Professional Services Consultant Services

  13. Technical/General Services • Completion of an assigned task, not an entire project • Agency has control of how the service is performed (what will be done and how it will be done)

  14. Technical/General Services • Skilled Individuals • Recurring Nature • Performance Based • Quality of Work • Results Produced

  15. Technical/General Services • EXAMPLES: • Standard training program • Nursing and therapy • Data entry • Actuary • Computer & technology • Court reporting • Interpreter

  16. Technical/General Services • EXAMPLES: • Equipment Maintenance • Lawn Care • Janitorial Services • Waste Removal Service • Pest Control Service

  17. Professional Services • Professional in nature • Requires specialized training, education, knowledge, and skill • License or certification is needed

  18. Professional Services • Requires judgment, discretion, decision-making, advice, opinions, recommendations and/or analysis • Minus agency managerial control • Control over results, not day-to-day activities

  19. Professional Services • EXAMPLES: • Engineering • Architectural • Land survey • Medical doctor • Attorney or legal • Advertising Campaigns

  20. Professional Services • EXAMPLES: • Financial Services • Marketing Analysis • Appraisal Services • Environmental Studies

  21. Consultant Services • Review the current situation • Subject matter experts • Offer advice, opinions, and recommendations only

  22. How do we know Scope of Work

  23. REPORTS, SUBMITTALS & NOTIFICATIONS

  24. Reports, Submittals & Notifications • §-19-11-203 (14)(C) - Report filed annually with the Division of Legislative Audit procurements of exempt commodities or services used in research, education and treatment for diagnosis, cure and prevention of disease through a group purchasing entity serving public health institutions. • §19-11-203 (14)(L) - Report to State Purchasing Director Livestock procured by an agency having an official. • Report to State Procurement Emergency procurements by agencies with an official . • R1:19-11-263 - Report to State Procurement monthly Special procurements.

  25. Reports, Submittals & Notifications • § 19-11-265 - Report to State Procurement monthly commodity purchases involving a service with a total cost of $250,000 or more by agencies with an official. • §19-11-706 - Report benefit received from a contract which an employee has a financial interest to the Director of the Department of Finance and Administration. • §19-11-264 - Disclosure forms with a hit. The contract is with a member of the General Assembly, his or her spouse, person or his /her spouse is an officer, director or stockholder owning more than 10% of the stock in the business. • §19-11-717 - File with Secretary of State each year type of contract and amount of contract or benefits received during the previous year.

  26. Reports, Submittals & Notifications • §19-11-264 - Annual registration of state-owned motor vehicle report of each vehicle with the Director of the Department of Finance and Administration. • §23-61-609 – Report to Risk Management Division information necessary to analyze and manage risk of loss of state assets. • Minority participation monthly report by agencies with an official. • Sum of total procurement report quarterly to the Minority Business Advisory Council. • Shared Benefit Payment Fund monthly report to Chief Fiscal Officer of the State by agencies with an official.

  27. Reports, Submittals & Notifications • §19-11-260 - Report to State Procurement for semiannual report purchase of recycled paper products. • Monthly DO reports for printing. • §19-11-204, §19-11-229, §19-11-230 - Submit information technology products or services procurements with an anticipated cost of $100,000 or more to DFA Intergovernmental Service for approval. • §19-11-265 - Submit procurements for technical services over 100,000 involving health, human services, educational service or software majorly modified or designed specifically for an agency for review by the Arkansas Legislative Council.

  28. Reports, Submittals & Notifications • R1:19-11-218(c) - Submit to State Procurement Director a letter signed by administrative head of an agency designating each employee who shall be a procurement agent. • R1:19-11-220(a) - Submit to State Procurement Director a letter signed by administrative head of an agency designating an employee who shall be the procurement official. • §22-8-102 - Submit a request to lease a motor vehicle to the State Procurement Director. • §19-11-242 - Notify the Attorney General in writing when for any reason collusion is suspected among any bidders or offerors.

  29. Marketing & Redistribution Reports & Submittals • §19-11-242 - Report to Marketing and Redistribution by 10th of following month sale of surplus computers. • §19-11-242 - Report to Marketing and Redistribution commodities where the cost to transport would be prohibitive • §19-11-242 - Submit to M & R an Intrastate Agency Sale Form for commodities sold to another agency • §19-11-242 - Submit M & R a certificate of property disposal form for commodities that have no scrap or resale value • §19-11-242 - Submit to M & R request to donate surplus property • §19-11-242 - Submit to M & R a request to trade in equipment

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