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Procurement 101: “Learning the Ropes”. Rev. 2 – 3/24/11 BDPS-MSD-301. Goal . Introduce City of Dallas’ Business Development and Procurement Services (BDPS) department ResourceLINK Team (RLT) Business Development & Inclusion (BID) Group

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procurement 101 learning the ropes
Procurement 101: “Learning the Ropes”

Rev. 2 – 3/24/11 BDPS-MSD-301

slide2
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

business development procurement services
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

slide4

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

business development
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

how does the resourcelink team help me
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

what is the bid plan
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

what is the bid plan1
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

bid goals
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

m wbe certification
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

procurement services
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

procurement opportunities
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

slide13

What does the City of Dallas buy?

Rev. 2 - 3/24/11 BDPS-MSD-301

procurement terminology
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

procurement terminology cont
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

procurement terminology cont1
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

types of solicitations
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

bid numbers
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

putting your best bid forward
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

putting your best bid forward1
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

how do i get to do business with the city of dallas
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

how do i get to do business with the city of dallas1
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

upcoming events
Upcoming Events

Rev. 2 - 3/24/11 BDPS-MSD-301

resourcelink team
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

www bids dallascityhall org
www.bids.dallascityhall.org

Rev. 2 - 3/24/11 BDPS-MSD-301