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City Purchasing Process & Proposal Submission

Learn about the purchasing process and proposal submission for the city of Weho. Find out how to receive public notices, submit bids, and evaluate proposals.

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City Purchasing Process & Proposal Submission

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Presentation Transcript

  1. June 27, 2017

  2. Presentation Overview Introduction & General Overview Purchasing Process Proposal Submission & Evaluation 1

  3. 1. Introduction and General Overview 2

  4. City Profile • Incorporated in 1984 • General Law City • 1.9 square mile area • 36,000 residents • 4,000 businesses • 25,000 jobs • 210 Regular Employees • 50 Seasonal Employees • 7 Departments; 29 Divisions 3

  5. FY17-18 Budget = $145M 4 4

  6. Contracts Overview • 500+ Active Contracts • Los Angeles County Sheriff ($19M) • Capital Maintenance Projects ($6M) • Social Service Contracts ($4.8M) • Other Contracted Services • Construction Contracts (Varies) • Professional & Contract Services ($12M) • Other Goods & Services Contracts ($2M) 5

  7. 2. Purchasing Process 6

  8. Contract Workflow Procurement Phase 7

  9. Why do we need bids and quotes? 8

  10. GOODS: If the cost is substantial (see table>>) SERVICES: Anytime a service is to be performedunless a contract is already in place When is a quote required? 9

  11. Government Contracting • Informal Quotes • Request for Qualifications (RFQ) • Request for Proposals (RFP) • Formal Bids 10

  12. Public Notice of RFP – Sign up SIGN UP to receive public notices by email RFPS are: 1. Always posted to City Clerk webpage http://www.weho.org/city-hall/city-clerk/public-notices/rfp-rfq-bid-notices 2. Often posted to PlanetBids http://www.weho.org/city-hall/city-departments/public-works/bids 11

  13. Public Notice of RFP – City Clerk RFPS are: 1. Always posted to City Clerk webpage http://www.weho.org/city-hall/city-clerk/public-notices/rfp-rfq-bid-notices 2. Often posted to PlanetBids http://www.weho.org/city-hall/city-departments/public-works/bids 12

  14. Public Notice of RFP – Planet Bids RFPS are: 1. Always posted to City Clerk webpage http://www.weho.org/city-hall/city-clerk/public-notices/rfp-rfq-bid-notices 2. Often posted to City’s PlanetBids Portal http://www.weho.org/city-hall/city-departments/public-works/bids 13

  15. 3. Proposal Submission & Evaluation 14

  16. RFP/Bid Elements RFPs typically include: • RFP Schedule / Key Dates • Table of Contents • Project Description • Required Deliverables • Project Schedule • Submission Requirements • Evaluation Process • Sample Agreement Contract Requirements: Specific terms and language Insurance provisions Indemnity Living Wage (for agreements $25K+) 15

  17. Vendor Responses to RFPs/Bids • Read Entire Packet • Respond Completely • Submit Response by Deadline • Reasonable Budget • Similar Experience • References 16

  18. Goal: Highest Quality for Lowest Cost • City selects the vendor who provides the highest quality for the lowest cost. • The City has a local preference option.(cost reduction of 4%, not to exceed $5,000) Example 17

  19. Is the proposal complete and on time? Is the scope of work responsive to the RFP? For services, does the work plan make sense? Are the deliverables clear? Is the proposed schedule or timeline achievable? Is the cost reasonable? What expertise and related experience does the vendor have? What do their references say? Does the vendor have sufficient insurance and financial resources to complete the job? How does the city evaluate proposals? 18

  20. Executed Agreement • Must be signed by Department Director, City Manager, and Vendor • City Council may have to approve the agreement • Must be accompanied by required documents, such as certificates of insurance, endorsements, waivers of subrogation, etc. 19

  21. * Endorsement(s) must include: Primary and non-contributory language, 30-day notice of cancellation Insurance Requirements 20

  22. Key Websites • Sign Up for Email Notifications • http://www.weho.org/city-hall/how-to-contact-us/email-subscriptions • Bid & RFP Notices (All) • http://www.weho.org/city-hall/city-clerk/public-notices/rfp-rfq-bid-notices • PlanetBids (All Public Works, Some Other) • http://www.weho.org/city-hall/city-departments/public-works/bids • Public Notices (All) • http://www.weho.org/city-hall/city-clerk/public-notices 21

  23. Questions 22

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