AGENCY FOR WORKFORCE INNOVATION PURCHASING OFFICE

1. AGENCY FOR WORKFORCE INNOVATIONPURCHASING OFFICE WELCOME TO PROCUREMENT TRAINING

2. Procurement and Contracts An Overview of Procurement and Contracts

3. Introduction The goal of the Purchasing Office is to provide the end user with the necessary goods and professional services at the best value to meet the end user’s requirements. This will be completed within historical, budgetary and legal requirements of the agency, and the statutes and rules that govern procurement and contracting.

4. Purchasing Office Structure The Purchasing Office facilitates the following functions: 1. Informal Competitive Procurement (under $25K) 2. Formal Competitive Procurement (over $25K) 3. Contract Administration 4. MFMP Administration/Issue Resolution

5. Policies & Procedures The Purchasing Office is currently revising it’s policies and procedures. Please contact any of the Purchasing staff for procurement guidance and to obtain answers to procurement/contract questions.

6. Procurement Methods Procurement Methods Invitation to Bid (ITB) Request for Proposals (RFP) Request for Quotations (RFQ) Invitation to Negotiate (ITN) Request for Information (RFI) Single Source Exceptional Purchase Informal Bid Emergency Purchase

7. Solicitation Solicitation: means a document requesting submittal of bids, proposals, quotes, or information for goods or services specified by the agency.

8. Statutes and Rules Chapter 287.057(1)(a), Florida Statutes states that “All contracts for the purchase of commodities or contractual services in excess of the threshold amount provided in s. 287.017 for Category Two ($25K) shall be awarded by competitive sealed bidding.” Rule 60A-1.002(2)(s), F.A.C. states that “In accordance with Chapter 287, F.S., all purchases for which the total contract value is in excess of the threshold amount for Category Two for a commodity or group of commodities or contractual service shall be made by first securing formal competitive sealed bids, negotiations or proposals.” Rule 60A-1.002(1) states that “ It is recommended that agencies use the state purchasing card for all Procurements, especially for purchases $2,500 or below. “

9. Invitation To Bid (ITB) Invitation to Bid: Means a written solicitation for competitive sealed bids. The invitation to bid is used when the agency is capable of specifically defining the scope of work for which a contractual service is required or when the agency is capable of establishing precise specifications defining the actual commodity or group of commodities required.

10. Request for Proposals (RFP) Request for Proposals: Means a written solicitation for competitive sealed proposals. The request for proposals is used when it is not practicable for the agency to specifically define the scope of work for which the commodity, group of commodities, or contractual service is required and when the agency is requesting that a responsible vendor propose a commodity, group of commodities, or contractual service to meet the specifications of the solicitation document. A written solicitation includes a solicitation that is electronically posted.

11. Request for Quote (RFQ) Request for Quote: Means an oral or written request for written pricing or services information from a state term contract vendor for commodities or contractual services available on a state term contract from that vendor.

12. Invitation to Negotiate (ITN) Invitation to Negotiate: Means a written solicitation for competitive sealed replies to select one or more vendors with which to commence negotiations for the procurement of commodities or contractual services. The invitation to negotiate is used when the agency determines that negotiations may be necessary for the state to receive the best value.

13. Request for Information (RFI) Request for Information: Means a written request made by an agency to vendors for information concerning commodities or contractual services. Responses to these requests are not offers and may not be accepted by the agency to form a binding contract. This information is used as a research and information gathering tool.

14. Single Source Single Source: Means a vendor, who has not been selected through a public solicitation, that is exclusively or uniquely qualified to provide goods or services.

15. Exceptional Purchase Exceptional Purchase: Means any purchase of commodities or contractual services excepted by law or rule from the requirements for competitive solicitation, including, but not limited to, purchases from a single source; purchases upon receipt of less than two responsive bids, proposals or replies; purchases made by an agency, after receiving approval from the department, from a contract procured, pursuant to s. 287.057(1), (2), or (3), by another agency; and purchases made without advertisement in the manner required by s. 287.042(3)(b).

16. Informal Bid “Informal Bid” is a request for price quotations for commodities or services that do not require a sealed bid, public opening or public reading of bids. Purchases which meet or exceed $2,500, but are less than $25,000 may be made using written quotations or written records of telephone quotations or informal bids to be opened upon receipt, whenever practical. The Purchasing Office performs this service for the various Program Areas for commodities/services over $2,500 upon written notification of need.

17. Emergency Purchases Emergency purchases are performed only in health, safety or life threatening cases where there is not sufficient time to complete the standard procurement process. Poor planning is not considered an emergency.

18. Solicitation Participants Program Area Contract Manager: This is the person designated by the Program Area who will be designated the Contract Manager. Purchasing Staff: Purchasing Specialist and Purchasing Manager Information Technology Manager Grant Manager Budget Office Manager General Counsel Deputy Director Director

19. The importance of a good Scope/Specification WHAT do you want or need? WHEN do you need it or plan to use it? WHERE do you want it delivered? WHO is responsible for WHAT? HOW do you expect the supplier to perform? UNITS OF MEASURE & COST FORMAT A MUST

20. Program Area Responsibilities Program Area’s funding for the product/service must be identified. Send Solicitation requests to the Purchasing Manager. Identify who prepared the scope/specifications and the Program Area contact person. Send “Complete Scope/Specifications” in Electronic Format, and, if a state term contract purchase, a list of qualified state term contract vendors from the appropriate state term contract, that the Program Area would like Purchasing to contact regarding the solicitation. Review completed draft of solicitation and return promptly. Provide Answers to the Purchasing Office for Written Questions submitted to the Agency from Vendors regarding a formal solicitation ONLY when directed to do so by the Purchasing Office. The Purchasing Office is the sole point of contact between the Agency and Vendors during a formal solicitation process. Recommend Evaluation/Negotiation Team Members to Purchasing. Coordinate Communication between the Evaluation/Negotiation Team and the Purchasing Office. Route the Resulting Contract for Execution of Both Parties. Manage the Contract (Contract Management Training is forthcoming).

21. Purchasing Responsibilities Review “Completed Specifications” with Program Area’s contact person. Prepare draft of solicitation for department review and approval. Route drafts to obtain final sign-offs. Review and incorporate comments to document. Advertise solicitation and send notices to prospective vendors. Coordinate and Facilitate a pre-bid/proposal conference, if applicable. Hold the solicitation opening. Evaluate the documents that are submitted for responsiveness. Distribute copies of solicitation to Evaluation Team. Schedule evaluation meetings. Facilitate evaluation committee meetings. Post Intent to Award, Meeting Notices, etc. Main point of contact between vendor community and the agency. Legal Liaison. Develop and process the awarded contract with the assistance of the Program Area.

22. Legal Responsibilities Review and approve solicitation documents. Serve as a legal advisor on procurement legal issues.

23. Most Frequently Asked Questions Q1. How long does the process take? A1. It depends …..on the complexity of the solicitation, number of respondents, results of vendor analysis, time of year submitted, and responsiveness and cooperation of the solicitation participants. Bids approx. 1-3 mths, RFPs/ITNs 3 to 6 mths. Q2. Who do I contact in what department to start the solicitation process? A2. Contact the Purchasing Specialist identified for the appropriate Program Area (See Hand-Out).

24. Most Frequently Asked Questions Q3. What type of forms do I have to submit to start the solicitation process? A3. Send a written request for the solicitation with “Complete Specifications/Scope of Services” in Electronic Format. The request should also include the name and telephone number of the Program Area contact person, and if procuring via a state term contract, then a list of qualified state term contract vendors for the applicable state term contract be utilized, that the Program Area would like the Purchasing Office to contact.

25. Most Frequently Asked Questions Q4. What is a “Specification or Scope of Work” and how do I prepare this document? A4. Specifications and/or a Scope of Work are a description of the goods or services requested by the Program Area. It is the Program Area’s responsibility to prepare the specifications and/or the Scope of Work.

26. Helpful Hints to an Efficient Solicitation Confirm that funding is available for the project. Provide Scope of Work/Specifications which are complete, clear and concise. Respond to draft and amendment review requests in a timely manner. Ensure that the participants on your Evaluation Committee are committed to the completion of the process. Allow the Purchasing Office to manage the procurement process, which includes routing and revising solicitation documents, coordinating the evaluation and agency decision process, and contract administration.

27. Contract Administration Contact: Purchasing Specialist as applicable (See Hand-Out) Upon receipt of the Scope of Work from the Program Area Contract Manager, Purchasing will develop the contract and return to the Program Area for routing to obtain Agency review and approval to send the Contractor for signature. Coordinates the duties and responsibilities of the contract with the Program Area Contract Manager. Facilitates the Contract Tracking function Creates and Maintains original contract and bid files Provides technical assistance regarding contract development and maintenance to Program Area contact. Provides Contract Management Training to Program Areas. Communicates proactively with Program Area Contract Manager on upcoming contract expirations, and coordinates actions as applicable to each contract.

28. The Procurement and Contract Process Flow

29. Conclusion Everyone is important and has a role in the procurement process. Plan ahead. Good Specifications/Scope of Work. Team responsiveness. Teamwork is the KEY Ethical Behavior in All Dealings

30. CURRENT PROJECTS PROCUREMENTS/STATUS Caldwell Building Parking Lot (ITB) Ft. Lauderdale Chillers (ITB) One-Stop Refurbish – Tampa (ITB) Moving Services (ITB) Quality Initiative (RFP) Financial Monitoring Services (RFP) Integrated Voice Response (Single Source) IV&V (RFQ)

31. Procurement and Contract Tracking System (PACTS) Contract/Bid Process Tracking The Purchasing Office has built an Access Database entitled the Procurement and Contract Tracking System (PACTS). This database has enabled several forms of procurement reporting, including, but not limited to, Expiration Dates, Active Contracts, Inactive Contracts, Upcoming Procurement Events, etc. MFMP does not currently have the functionality to provide tracking of work flow processes for bids/contracts. The Purchasing Office is currently working with IT to have this database placed on the AWI Intranet for viewing and reporting access for Program Areas.

32. Thank you From the Purchasing Office Gina Gibson Sonja Stokes Melinda Gill Nikki McGirt