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Working Together: Working Together:
Volusia County &Volusia County &Our VendorsOur Vendors
County of Volusia
Presented by thePurchasing and Contracts
Division
COMMUNICATION COMMUNICATION
Communication is the key to success.
You may ask where do I start?
Who do I call?
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Who Are You?Who Are You?You are an essential element in meeting Volusia County’s needs
We recognize that without YOU, we could not meet the needs of our citizens
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Overview Overview We are here to assist you in successfully putting
the pieces of the puzzle together
Payment
Bid process
Do I need a P. O.?
How do I get started?
Approval processRequirement
s
Who do I talk to?
YOU
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How Do I Get Started? How Do I Get Started?
Registering with the County is an excellent first step. The County now has a Vendor Self Service program (VSS) www.volusia.org/purchasing.
If you have registered with the County in the past, it is important to visit the VSS site to activate and update information.
At this time registration is not required to bid, and it is not a guarantee of work, but it’s the best way we’ve found to get the word out to potential vendors
It is the vendors’ responsibility to update all information relating to their company (address, contact, remittance, and commodity codes)
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Vendor RequirementsVendor Requirements
Proper Professional Licenses Volusia County Business Tax Receipt (if a
Volusia County business) Insurance - specific to each solicitation.
Bonds, if required.* Registered as a vendor in the State of
Florida through Sunbiz (www.sunbiz.org)
InsuranceInsurance
Each vendor must be able to have the capability of obtaining insurance as required in the solicitation. The county does not required any vendor to purchase additional insurance as a requisite to submit a bid/proposal. Vendors must simply show the ability to obtain insurance levels as required and be able to furnish proof of insurance once a recommendation of award is made.
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What does the County Buy?What does the County Buy?
From January 2010 to June 2011 the County has put out 289 solicitations for goods and services. The solicitations are broken down on the next slide showing the number of solicitations for technology items, consultants, construction, services and commodities.
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Breakdown of solicitiationsBreakdown of solicitiationsCommodities 142 - 49.1%( such as aggregates, janitorial supplies, auto
parts, office supplies, maintenance parts)Construction 52- 18.1%( such as roofing, road projects, trails and
vertical construction)Services 41- 14.2%( residential waste removal, banking,
community assistance)
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Solicitations continuedSolicitations continued
• Consulting Services 39- 13.5%(such as engineering, efficiency studies,
insurance brokerage services)• Technology/IT 15- 5.1%(such as software solutions)
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Solicitations Solicitations
RFQ: Request for Quotation
ITB: Invitation to Bid
RFP: Request for Proposals
RSQ: Request for Statement Qualifications Professional Services
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Request for QuotationRequest for Quotation
Can be formal or informal, depending upon the complexity of the project. Less than $25,000 is more informal
If it exceeds $25,000 but is less than $50,000, or it is a complex project, it will be quoted by the division or Purchasing & Contracts
Awarded to the lowest responsive and responsible bidder
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Invitation to BidInvitation to Bid
Always a formal process requiring sealed bids by a specified date and time
Utilized when we know exactly what we need
Always awarded to the lowest responsive and responsible bidder
Evaluated by Staff
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Request for ProposalsRequest for Proposals
Always a formal process requiring sealed proposals by a specified date and time
Utilized when we know where we want to end up, but not how to get there - a solution
Awarded to the top ranked firm based on the evaluation criteria published in the RFP
For this solicitation an evaluation committee, typically consisting of County staff and a Council member, is utilized to recommend a choice to the County Council
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Request for Statement of QualificationsRequest for Statement of Qualifications
The preferred solicitation method used to procure professional services based on qualifications
Price may be a factor in selecting the most qualified consultant
Awarded to the top ranked firm or firms through an evaluation process
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Request for Statement of QualificationsRequest for Statement of Qualifications Professional Service procured under the
Consultant’s Competitive Negotiation Act (CCNA, FS 287.055)
Utilized for procuring professional architectural, engineering, landscape architectural, surveying, and mapping services
Selection is based on qualifications and experience only
Awarded to the top ranked firm or firms through a two-step evaluation process
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Do Not Be Late!Do Not Be Late!
All Formal Solicitations must be received by the Closing Time listed
Late Bids/Proposals
WILL NOT BE ACCEPTED!
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Selection ProcessSelection Process
RFQ: Request for QuotationITB: Invitation to BidRFP: Request for ProposalsRSQ: Request for Statement of Qualifications Professional Services
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Going to CouncilGoing to Council
Any purchase for goods or services that exceeds $50,000.00 must have approval from the Volusia County Council.
Items of this nature are generally heard as part of the Consent Agenda at each County Council meeting.
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Did you know?Did you know?
All submittals are considered a public record under the Florida Sunshine Law
The opening of all solicitations is done in a public forum
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Do I Need a Purchase Order? Do I Need a Purchase Order?
A payment vehicle IS requiredin order to receive Payment:
Purchase Orders are primarily used for one-time purchases for a specific quantity and specific delivery
Master Agreements are primarily used for indefinite quantities with multiple delivery requirements
All purchases over $3,000.00 require competition
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How Do I Get Paid?How Do I Get Paid?
• An invoice with the P.O., M.A., or Contract number must be sent to the ordering division for approval
• The division will check for accuracy and forward to Accounting for payment
• The County’s standard terms are Net 45 days, FOB Destination, freight allowed
• Construction projects are per Florida Statute
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Contracting AuthorityContracting Authority What is it? The authority to commit the County to a contract
or agreement
Who has it? ALL contracts and/or agreements requiring a
signature MUST go through Purchasing & Contracts
NO EXCEPTIONS
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Overcome the FEAR FACTOR!Overcome the FEAR FACTOR! Submitting a Solicitation is not that hard or scary.
Let us assist you
Attend pre-bid meetings when offered
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Communication is key!Communication is key!
Don’t let this be you. Ask for help!
Visit www.volusia.org/purchasing
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Go Team!Go Team!Remember, we are BOTH part of a Team
and we are here to helpWe can’t be successful if you are not
successfulCommunication is KEY!
Working Together, Working Together, Volusia County and Volusia County and
Our VendorsOur Vendors