Procurement 101: “Learning the Ropes”

1. Procurement 101: “Learning the Ropes” Rev. 2 – 3/24/11 BDPS-MSD-301

2. Goal • Introduce • City of Dallas’ Business Development and Procurement Services (BDPS) department • ResourceLINK Team (RLT) • Business Development & Inclusion (BID) Group • Business Development & Inclusion goals and requirements • Minority/Women-owned Business Enterprises (M/WBE) certification agencies • Procurement process • Review • City of Dallas website (www.bids.dallascityhall.org) • City of Dallas Vendor Self-Service System (VSS) online registration • What does the City of Dallas purchase? • Tips on doing business with the City of Dallas Rev. 2 - 3/24/11 BDPS-MSD-301

3. Business Development & Procurement Services • Business Development and Procurement Services (BDPS) includes: • ResourceLINK Team (RLT) • Business Development & Inclusion (BID Group) • Procurement Services Rev. 2 - 3/24/11 BDPS-MSD-301

4. Decentralized/Centralized Vendor Vendor City Attorney Vendor Vendor Departments Vendor Vendor Risk Management Procurement Procurement Departments City Auditor Vendor Vendor City Attorney City Auditor Vendor Vendor Vendor Risk Management Rev. 2 - 3/24/11 BDPS-MSD-301

5. Business Development The City of Dallas developed a group of business development and procurement specialist called “The ResourceLINK Team” to connect your business with the resources needed to do business with the City of Dallas Rev. 2 - 3/24/11 BDPS-MSD-301

6. How does the ResourceLINK Team help me? • Assists with online vendor registration • Explains the contracting process • Offers one-on-one support to vendors • Conducts vendor trainings • Participate in chambers, advocacy and industry group events • Assists with M/WBE certification, if applicable • Assists with compliance of the BID Policy and forms • Coordinate meetings between vendors and departments Rev. 2 - 3/24/11 BDPS-MSD-301

7. What is the BID Plan? • The Business Inclusion & Development (BID) Plan is the City of Dallas’ mandated program to involve Minority and/or Women-Owned Business Enterprises (M/WBEs) to greatest extent feasible on the City’s construction, procurement and professional services contracts • BID Compliance Group grants points for the significant inclusion of M/WBE firms in response to the evaluation of proposals including best value bids estimated at $250K and over • BID Compliance Group reviews all contracts to ensure compliance of the BID Plan Rev. 2 - 3/24/11 BDPS-MSD-301

8. What is the BID Plan? • The BID Planis used to encourage & increase participation of M/WBEs in city contracts and encourage bidders/proposers to create joint ventures when feasible to increase capacity and build stronger M/WBE firms in the market • Only the first tier, local certified M/WBEs (within Dallas County) can be counted toward the BID goals • Certified M/WBEs located outside of Dallas County will be considered as evidence of a business inclusion & development, but not counted towards the BID goal • The BID Affidavit is required with the submittal of a bid or proposal • BID forms are due to BDPS within five business days of the awarding department’s issuance of the notification of intent to award Rev. 2 - 3/24/11 BDPS-MSD-301

9. BIDGoals • Construction = 25% • Architectural & Engineering = 25.66% • Other Professionals = 36.30% • Other Services = 23.80% • Goods = 18% Rev. 2 - 3/24/11 BDPS-MSD-301

10. M/WBE Certification • Minority/Women-owned Business Enterprise (M/WBE) certification is a review process designed to ensure that a business is actually owned, controlled and operated by an ethnic minority and/or woman. • The City of Dallas accepts certifications from the following agencies: • North Central Texas Regional Certification Agency (No cost for this certification) http://www.nctrca.org/ (817) 640-0606 • Dallas/Fort Worth Minority Business Council ($270.00 fee for this certification) http://www.dfwmbdc.com/ (214) 630-0747 • The Women's Business Council –Southwest ($270.00 fee for this certification) http://www.wbcsouthwest.org/ (817) 299-0566 • The certification application can be downloaded from the agencies website. If you need assistance in completing the application, please contact a ResourceLINK Team member at 214-670-3326. Rev. 2 - 3/24/11 BDPS-MSD-301

11. Procurement Services • Buying goods and services for the City • Develop specifications jointly with City departments • Work in conjunction with the ResourceLINK Team (RLT) and Business Inclusion & Development (BID) Group to involve qualified Minority and Women-Owned Business Enterprises (M/WBEs) Rev. 2 - 3/24/11 BDPS-MSD-301

12. Procurement Opportunities City of Dallas in 2010 • Purchased over$700 millionin goods and services during fiscal year 2010 (September) • Over$122 millionspent with local M/WBE businesses (Dallas County) • Over$154 millionspent with local and non-local M/WBE businesses combined Rev. 2 - 3/24/11 BDPS-MSD-301

13. What does the City of Dallas buy? Rev. 2 - 3/24/11 BDPS-MSD-301

14. ProcurementTerminology • A bid is for goods and services awarded to the lowest, responsive, responsible bidder • A best value bid is awarded to the bidder who provides goods or services at the best value for the municipality Examples: • purchase price • quality of bidder’s goods and services • extent to which the goods and services meet the municipality’s needs • total long-term cost • A proposal is for goods or services of a highly technical or professional nature awarded based on a variety of factors, not just price Rev. 2 - 3/24/11 BDPS-MSD-301

15. ProcurementTerminology (cont.) • Informal bids are for the purchase of goods and/or services that cost the City less than $25,000 (Can be bid electronically and does not require a bid security) • Formal bids are for the purchase of goods and/or services that cost the City more than $25,000 (Requires a sealed bid and a bid security) • Bid Security is a guarantee that the vendor has submitted a response in good faith. $100 is to be submitted in the form of a personal, business, and/or cashier’s check • Master and Service Agreements are contracts entered into by the City and vendor to provide goods or services over a defined period of time at a predetermined price schedule Rev. 2 - 3/24/11 BDPS-MSD-301

16. ProcurementTerminology (cont.) • Pre-bid meeting/Pre-proposal conferences are the assembly of vendors, procurement buyer and City department representative(s) to discuss the bid or proposal requested; this enables you to clarify or ask questions and meet your competitors • Scope of Work is a description of what is being requested; it can also determine the scopes of work for subcontracting opportunities in the bid or project in consideration for the BID requirements • Specifications define how the City of Dallas expects the work to be done; make sure your service or product meets City specification requirements Rev. 2 - 3/24/11 BDPS-MSD-301

17. Types of Solicitations • Informal Bid (IFS) = Less than $25K (Low Bid) • Formal Bid (RFB) = Greater than $25K (Low Bid) • Best Value (RFB) = Greater than $25K (Best Value) • Proposal (RFP) = Greater than $25K (Most advantageous – Professional Services) • Request for Competitive Sealed Proposal (RFCSP) = Great than $25K (Most advantageous – High Tech goods or services) Rev. 2 - 3/24/11 BDPS-MSD-301

18. Bid Numbers • B (single letter) = Informal bid (<$25,000) (B311434) • B01 (two number) = Identify the Buyer (B311434) • BJ (two letters) = Formal bid (>$25,000) (BJ1116) • BJ (two letters) = Identify the Buyer (BJZ1112) • BJZ (third letter) = Proposal (BJZ1112) • CI - Construction = (CIZ1134) • HU - Housing Repairs = (HU1124) Rev. 2 - 3/24/11 BDPS-MSD-301

19. Putting Your Best Bid Forward • Read bid instructions • Make sure your product, service, delivery meets specification requirements • Attend pre-bid meetings • Meet the department and ask questions regarding the bid specifications • Identify subcontracting opportunities and potential subcontractors • Meet your competitors/network • Keep up with bid schedule and addenda • Pre-bid meeting • Addenda • Closing date Rev. 2 - 3/24/11 BDPS-MSD-301

20. Putting Your Best Bid Forward • Correct bid sheet • quantity • unit & extended cost • unit of measure • check the math • Bonding & Insurance requirements • Amount of coverage needed • Meet bonding/insurance requirements • Terms and conditions • For assistance call Carolyn McKnight-Bray, (214) 671-9277 • Complete & submit all bid documents • Make a competitive bid Rev. 2 - 3/24/11 BDPS-MSD-301

21. How do I get to do business with the City of Dallas? • Register online as a vendor at the City website, www.bids.dallascityhall.org • Select commodity codes that best describe your product or services • Keep your vendor information up to date (i.e. phone, address, e-mail address, commodity codes at www.bids.dallascityhall.org) • Contact information is used to • contact you, • notify you of bids, upcoming events, and • more importantly, to pay you Rev. 2 - 3/24/11 BDPS-MSD-301

22. How do I get to do business with the City of Dallas? • If your company is minority and/or women owned business (51%); and, he or she is the controlling entity • It is recommended that you obtain MWBE certification • Check M/WBE certified if applicable • Participate in the pre-bid meetings • Bid in the procurement process Rev. 2 - 3/24/11 BDPS-MSD-301

23. Upcoming Events Rev. 2 - 3/24/11 BDPS-MSD-301

24. ResourceLINK Team Is your LINK to Doing Business with the City of Dallas Contact a ResourceLINK Team member at (214) 670-3326 Rev. 2 - 3/24/11 BDPS-MSD-301

25. www.bids.dallascityhall.org Rev. 2 - 3/24/11 BDPS-MSD-301