State of Nebraska ProcurementPresented to: Veterans in Business Forum Lincoln, NE - June 7, 2013 Omaha, NE – June 13, 2013
State Purchasing Bureau (402)471-6500 Bo Botelho Materiel Administrator & AS General Counsel Brenda Pape State Procurement Manager Rita Kucera State Procurement Supervisor Kate Severin State Procurement Supervisor
Why do business with the State? • Standardized, open and fair process • Performance-based contracting methods • Standardized method of selection • Assures a fair assessment of qualifications and capabilities for project completion • Accountable, efficient reporting method of expenditures for those services • Transparent
Procurement Process • Based on generally accepted principles for government procurement, including: • Competition: To get best pricing • Protect: The State’s and Taxpayer’s interests • Fairness: To provide a level playing field for all vendors • Transparency: Provides a record of the bid process, evaluation and award • Standardization: To provide a uniform method in obtaining large volume of goods and services • Ethics: Quality, integrity, impartiality
Become a Successful Bidder • Read entire bid/proposal. • Review submittal for accuracy and completeness. • Submit a timely bid (one minute late, bid may be rejected). • Submit a signed bid package complete with all the mandatory forms. • Price the bid competitively. • Demonstrate responsiveness and responsibility. • Submit questions for clarification. NOTE: Inquiries generally are required in writing. • If applicable, attend pre-bid and/or post award conferences. • Bid exceptions may disqualify bidder.
Key Words “Must” / “Will” / “Shall” – mandatory requirement “Should” / “May” – recommended condition
Tips for Winning Contracts • Communicate with state agency and buyer • Register with the State – Review state information and website • Respond to RFP or ITB • Don’t “assume,” clarify! • Solicit clarifications prior to bid opening • Understand “must,” “shall,” and “should” requirements • Use Q & A periods • Use the pricing provided, use the units requested!
During the solicitation… • Vendors owe the State: • The courtesy of reading the entire solicitation document • Don’t wait – tell the State as soon as you discover issues with the specifications • Ask questions during the solicitation process; not in your proposal • Not discussing the solicitation with anyone other than the procurement officer
In the Preparation of Responses… • Vendors owe the State: • A good faith offer to sell • A clear, comprehensive offer • A definitive price • An unqualified offer
Tips on Proposal Response Development • Follow instructions. • Adhere to critical deadlines. • Offer to meet the requirements of the RFP. • Focus on the Scope of Work, Specifications, Proposal Instructions, and Bidding Schedule/Price Proposal. • Organize your proposal response as required, specifically looking to the Proposal Instructions section of the RFP for guidance. • Write clear, definitive statements. • Use an overview of the proposed solution both for the substance and business portions of the response to focus the evaluators. • Be thorough, but concise. • Be careful that maintenance, support and license agreements don’t conflict with terms of the solicitation. • Do not expect evaluators to interpret your proposal. It’s your job to be clear; not theirs to interpret what you mean.
Tips on Proposal ResponseDevelopment Vendors never, ever… • Take exception to or re-write the requirements of the solicitation. If you wish, offer to meet the specifications and then offer alternative solutions. • Qualify your proposal response. • Overlook or refuse to submit critical information requested. • Unless expressly requested, don’t mention your cost; we don’t care – what is my price? • Alter the pricing units. • Include canned product literature that may contradict the RFP’s requirements. • Alter the bidding schedule.
State Purchasing Bid Opportunities • Posted on State Purchasing Bureau website – • http://das.nebraska.gov/materiel/purchasing/rfp.htm • Lists Invitations to Bid for commodity one-time purchases and commodity contracts; and • Requests for Proposals for service contracts • Become a registered vendor by completing Vendor Application – • found at: http://das.nebraska.gov/materiel/purchasing/vendorinfo.htm • Randomly chosen vendors (up to 20 vendors) will receive a letter announcing the solicitations and directing them to the website for more information. • NOTE: It is not required that a vendor be registered with State Purchasing to do business with the State of Nebraska, although if a company is not on our mailing list they may not receive all information regarding bid opportunities. • Publication of Public Notice – • Bid opportunities for services may be advertised in the Lincoln Journal Star, the Omaha World Herald, or both.
Building Division Bid Opportunities • Posted on State Building Division Website - • http://www.statebuildingdivision-planroom.nebraska.gov/View/Default.aspx • Contact information and how to obtain a bid package is listed under Job Purchase Info • Non-Profit Organizations – Organizations receive notice of construction bid opportunities and are available to their members • Lincoln Builders Bureau - http://www.buildersbureau.com/default.asp • Omaha Builders Exchange - http://omahaplanroom.com/ • Publication of Public Notice – • bid opportunities are advertised in a local area newspaper