Business 101 With M-DCPSprocurement.dadeschools.net/cotg/cotg_business_101.pdf · Business 101 With...

Business 101 With M-DCPS

Procurement Management ServicesChambers On The Go

1. Determine status and confirm registration of the following:

a) Vendor Applicationb) OEO Certificationc) Lobbyist, if applicable

2. Learn how to navigate Procurement Website and DemandStar.

3. Solicitation Workshopa) Applicable School Board Policiesb) Overview of ITB, RFQ, and RFP c) Review of required forms and information d) Next steps, upon award

Business 101 With M-DCPS


Business 101 With MDCPS

The Vendor Application Process


Department of CorporationsDepartment of Corporations

• Legitimizes your business

• Fulfills vendor application & bidding requirements

• Certificate of Good Standing (Out of state)


• http://procurement.dadeschools.net/

• Click on Vendors

• Vendor Information and Forms

• Vendor Application

Where to find


• Copy of W9 with FEIN #

• Local County Business Tax Receipt

• Copy of 501 (C) if business is a non-profit

• Active registration from the Florida Department of Corporations (Sunbiz)/similar registration from states outside of Florida

Required Documents


Application Sections


• Complete all required sections

• Make sure email addresses, phone numbers & all other contact information is correct

• Enter the correct category code(s) based on business type

• Sign the application

Application sections


• FEIN # on application and Sunbiz must be the same

• Business names on all required documents must be the same

• Unsigned applications are not valid

• Applications missing information will be delayed and will not be processed

Reminders


• Register businesses in MDCPS’ electronic system• Schools and MDCPS location can search and select to

purchase goods and/or service based on business type

• Receive electronic notifications of upcoming business opportunities – RFQs, ITBs, RFPs, ITNs & LOIs

• Register to become certified as a SBE, MBE, MWBE • Register to become a lobbyist

Benefits of becoming a vendor


Understanding the Procurement Website

&Onvia DemandStar



Understanding the Procurement Website and DemandStar

• Familiarize the public at large with accessing solicitation information from:• M-DCPS Procurement Website

• (legal notices and bid history reference)

• Onvia DemandStar online marketplace• (online bid response submission)


How do I access the M-DCPS website?• http://procurement.dadeschools.net/

• Staff Directory

• Vendor Registration Documents

• Policies

• Upcoming Business Outreach Events

• Bid Solicitation Portal



• What is the M-DCPS Bid Solicitation Portal?• Official Procurement Bid Portal

• Formal Solicitations

• Cone of Silence

• Single Source Purchases

• Notices of Agency Decision and Intended Action

• Historic Solicitation Data (including results)

• Constantly Updated

• Free Access To The Public (24-7-365)



Procurement Website Demo



What is Onvia DemandStar?• Business-to-Government Marketplace

• Historic Data

• Constantly Updated

• Automated Email Notification

• Based on Subscription

• Online Proposal Submission



How do I access Onvia DemandStar?

https://www.onvia.com/demandstar-subscription-options/

Onvia DemandStar BASIC (No Cost)Search only the Onvia DemandStar Agency Database at no cost

Onvia DemandStar FREE AGENCY (No Cost)Receive notification from a single agency at no cost(M-DCPS is a registered agency)

Onvia DemandStar SELECT (Cost: $100/year)Get bid notification from Onvia DemandStar agencies in up to 4 counties. Additional $25 for each county up to 8.

Client Support Number: 1-800-575-1736



Tips for Successful DemandStar Registration

• Designate a valid email to receive notifications

• Select “Miami-Dade County Public Schools” as the agency to which you wish to actively subscribe

• Select Commodity Codes that describe your business

Client Support Number: 1-800-575-1736



Onvia DemandStar Demo



How To Be Successful:PROCUREMENT

In preparing to bid for Goods and Services in any Public/ Private Sector Organization , vendor must plan and do research.

The Quote:“ If you fail to plan , you plan to fail”• Market Research Industry

• Competitive Pricing

• Networking

• Challenges

• Key Points to be successful with M-DCPS

Procurement Management Services


• Know your Industry

• Contact vendors in your Industry

• Research on M-DCPS Procurement Website

• Know your Customers create Survey Form

Market Research Industry


1. For the District review past Bids on Website

2. Know your price and keep it realistic

3. Research current Market price for Industry

Competitive Pricing Process


1. Look on Website for M-DCPS Procurement Events

2. Attend Pre-Bid Conferences and network with other vendors and staff.

3. Register with Local Chamber of Commerce

4. Register with Miami- Dade Beacon Council

Networking


1. Access to Capital in order to meet demands of Industry

2. Advertise business in media

3. Find affordable location for new business4. Continue to be self motivated and follow up

Challenges


1. Learn how to navigate Procurement Website

2. Register as a Vendor.

3. Register as a Lobbyist

4. Contact Office of Economic Opportunity regarding Small/ Micro Business Certification

5. Attend Pre-Bid Conferences**

6. Get to Know Procurement Staff

Key Points To Be Successful with M-DCPS


ITB’s/RFP’s/RFQ’s


Distinguishing between Various Solicitations

• Overview of the Solicitation Process• Request for Quotations (RFQ)• Components of ITB/RFP Documents

Agenda


Overview of Solicitation Process

Request for Quotation (RFQ)

•$1,000‐49,999•Evaluation by Procurement and awarded based on price, market conditions and availability of goods

Invitation to Bid (ITB)

•Over $50,000•Formal Solicitation Process•Evaluation by Procurement and awarded based on price, market conditions and availability of goods

•Lowest cost/ responsive and responsible

Request for Proposal (RFP)

•Over $50,000•Formal Solicitation Process•Performance Indicators•Reviewed and selected by appointed Selection Committee (mandated by School Board Policy 6320)


• The department determines the need for goods and services that are estimated to be under $50,000

• Procurement Management Services collaborates with the department to determine Scope of Services and to issue a Request for Quotation (RFQ)

• Vendors assigned to applicable product categories are emailed

• Vendors respond with requested items• Evaluation by Procurement and awarded based on price,

market conditions and availability of goods• Notice of Agency Decision posted on website

Request for Quotations (RFQ)


Components of ITB’s/RFP’s

Invitation to Bid (ITB)

Section 1 ITB Overview and BidProcedures

Section 2 Scope of ServicesSection 3 Price ProposalSection 4 Proposal Submission and

Format Section 5 Evaluation/Selection Process Section 6 Attachments

Request for Proposal (RFP)

Section 1 Overview and Proposal Procedures

Section 2 Scope of ServicesSection 3 Price ProposalSection 4 Proposal Format Section 5 Evaluation/Selection Process Section 6 Sample Contract AgreementSection 7 Attachments


Components of ITB’s/RFP’s Continued

• Invitation to Bid (ITB)• Evaluation

• Tabulated and awarded based on price, market conditions and availability of goods

• Lowest cost/ responsive and responsible

• Request for Proposal (RFP)• Evaluation

• Reviewed by Procurement to determine responsive and responsible

• Reviewed, voted and approved by appointed Selection Committee (based on School Board Policy 6320)

• May require Oral Presentation, Proof of Concepts, additional Reference Checks and other information


• For all RFQs, ITBs and RFPs, notices are posted on Procurement website• RFQ = Notice of Agency Decision• ITBs/RFPs = Notice of Intended Action

• Board Item• Awarded and Recommended noted on DemandStar

Post Evaluation



Pre‐Bid/ Pre‐Proposal Conference

The importance and benefits of attending pre‐bid / pre‐proposal conferences.

What is a pre‐bid/ pre‐proposal conference?

Pre‐bid/ Pre‐proposal conferences are advertised meetings mentioned in the solicitation documents which are held during the bid/ proposal preparation period.



What is the purpose of a pre‐bid/ pre‐proposal conference?

Pre‐bid/ Pre‐proposal meetings give business owners an opportunity to learn about the details of the general M‐DCPS contract and scope of work for the solicited goods and services requested by the end using departments.


What is the purpose of a pre‐bid/ pre‐proposal conference?

Pre‐bid/ Pre‐proposal meetings may also provide an opportunity to clarify any concerns bidders/ proposers may have with:

‐ the solicitation documents‐ scope of work ‐ price proposal/ scorecard‐ and other details of the requirement


Be prepared for the Pre‐bid/ Pre‐Proposal Conference

Read and review the entire document and applicable attachments for the advertised solicitation prior to attending.*

• Highlight your document according to your preference• Prepare a list of the questions that may arise • Arrive on time to the meeting with your highlighted copy of the

solicitation and list of questions.

* Do note that attendance to some pre‐bid/ pre‐proposals conferences may be MANDATORY so be sure to read the entire solicitation!


What is discussed during a Pre‐bid/ Pre‐proposal Conference?

The Procurement Professional will highlight the information provided in the following sections of the solicitation: Section 1.0 ITB or RFP Overview and Bid Procedures Section 3.0 Price Proposal List Section 4.0 Proposal Submission and Format Section 5.0 Evaluation / Selection Process Section 6.0 Attachments The Department Representative as the content area expert may be available to review Section 2.0 of the solicitation. Questions may be addressed but must be submitted in writing which will later be included it the form of an addendum which will be posted

for public notification.


IMPORTANT DOCUMENTS FOR SOLICITATION SUBMISSION

• Request For Quotations (RFQ)• Invitation To Bid (ITB)

• Request For Proposals (RFP)


REQUEST FOR QUOTATIONS (RFQ)

Important details:

• RFQ Title and number• Issue date and due date

• How/where to submit quotes (e‐mail, bid box)• Validity period



Important details (continued):• Purpose – why are quotes being solicited; who will be

using the goods/service • Quantity ‐ How much ?

• Unit of Measure• Services to be offered• Award determination



What To Submit • Respond with the original RFQ document, completed &

signed by an authorized company representative• Answers to any questions as outlined

• Price• Brand


INVITATION TO BID (ITB)

Important details:Title; Description; Term, Scope; Pre‐bid conference date; Due date/time

Submit in a sealed envelope or container (box): • One (1) unbound original proposal with all attachments

and original signatures• One (1) bound copy of the original proposal; • One (1) electronic versions on CD or memory stick in

Microsoft Word or Excel Format


INVITATION TO BID (ITB)

Complete, sign, notarize as required and submit :• Exhibit 1 ‐ Cover Page for Proposal• Exhibit 2 ‐ Acknowledgment of Amendments • Exhibit 3 Local Business Affidavit of Eligibility • Exhibit 4 Florida Statutes on Public Entity Crimes • Exhibit 5 ‐ Vendor Experience • Exhibit 6 ‐ Anti‐Collusion Statement• Exhibit 7 ‐ Disclosure of employment of Former School Board Employees• Exhibit 8 ‐ Proposal Submittal Receipt Form• Exhibit 9 – Proposal Submittal Receipt Form• Exhibit 10 ‐ Sample Certification Documents

• Other required documents / information, specific to each ITB


REQUEST FOR PROPOSAL (RFP)

Important details:Title; Description; Definitions; Term, Scope; Pre‐proposal conference

date; due date/time

Submit in a sealed envelope or container (box) : • One (1) unbound original proposal with all attachments

and original signatures• Eight (8) bound copies of the original proposal• Eight (8) electronic versions on CD or USB Drive in

Microsoft Word, Excel or PDF format • Scope of work


REQUEST FOR PROPOSAL (RFP)

Complete, sign, notarize as required and submit :• Exhibit 1 ‐ Cover Page for Proposal• Exhibit 2 ‐ Affidavit Identifying Authorized Representative(s) for Selection

Committee Proceedings (RFP Process) • Exhibit 3 ‐ Acknowledgment of Amendments • Exhibit 4 ‐ Local Business Affidavit of Eligibility • Exhibit 5 ‐ Florida Statutes on Public Entity Crimes • Exhibit 6 ‐ Vendor Experience • Exhibit 7 ‐ Anti‐Collusion Statement • Exhibit 8 ‐ Disclosure of employment of Former School Board Employees • Exhibit 9 – Proposal Submittal Receipt Form; Exhibit 10 ‐ Sample Certification

Documents.

Department of CorporationsDepartment of Corporations

• Legitimizes your business

• Fulfills vendor application & bidding requirements

• Certificate of Good Standing (Out of state)


Tax Compliance

IRS Form W-9

Match Vendor Records

Signed & Dated

LBT

Current (Not Expired)


Bonds

Protest

~F.A.C Rule 28-110.005(2)~1% of total bid amount~Award process stayed until

protest is resolved

Construction

~5% of total bid amount~MBE/SBE waiver for projects under $200,000~Surety company qualifications - F.S. 287.0935


Insurance RequirementsInsurance Requirements

Section 1.40 of ITB/RFP document

Bidder may be in default for failure to maintain insurance

Provide Proof of Insurance within five business days of notification/request



Understanding the Cone of Silence



Purpose and Scope

Familiarize the public at large with the Cone of Silence policy as well as applicable exceptions, penalties and consequences.


Miami-Dade County Public Schools

Policy 6325 – Cone of Silence

http://www.neola.com/miamidade-fl/search/policies/po6325.htm

"Cone of silence" means a prohibition on any communication regarding a particular Request for Proposals (RFP), bid, invitation to bid, or other competitive solicitation…




Applies to any person who seeks an award, including :

• potential vendor or vendor’s representative

• employee, partner, director, or officer of a potential vendor

• consultant, lobbyist, or actual or potential subcontractor or sub-consultant of a vendor

• any other individual acting through or on behalf of any person seeking an award




Also applies to:• any School Board member or the member’s staff

• the Superintendent, deputy superintendent and their respective support staff

• any person appointed by the Board to evaluate or recommend selection in the competitive procurement process



Intent and Goals of Policy 6325 Cone of Silence

• Fair and impartial dissemination of information

• Identify a single official source of information

• Eliminate unfair advantages



Exceptions to Policy 6325 Cone of Silence• The actual publication of the solicitation

• Any duly noticed meeting (including):• Pre-bid conference• Selection or negotiation committee

• Designated procurement official• contact shall be in writing and shall be provided to the Board

clerk and members of the applicable selection and negotiation committee, including any response



Penalties and Consequences of Violating Policy 6325 Cone of Silence

Investigation by Inspector General

Disqualification of the Vendor from the Competitive Solicitation Process

Rejection of Recommendations for Award

Revocation of Previous or Prior Awards

Potential Debarment (14-months)

Any other Penalty Provided by Law

School District employee subject to Discipline or Dismissal



Business 101 With M‐DCPS

FORECASTING & CONTRACT EXTENSION


Business 101 With M‐DCPS

• List of Invitation to Bid (ITB) and Request for Proposal (RFP) the District will be advertising/positing within the next six (months).

• The forecast will include: The ITB/RFP Title The Scope of Services, what kind of services/goods this ITB/RFP consist of The current contract number, if any The status of the project whether or not a scope is being developed or is

already available Tentative release date i.e., the date will be posted on the

Procurement/Demandstar website


CONTRACT EXTENSION• Section 1.8 of Invitation to Bid and/or Request for Proposals: Term and Renewal.

• Gives the District the option of renewing contract for a number of years as stated by the contract.

• This is dependent on factors such as Consumer Price Index and usage.


CONTRACT EXTENSION CONT.• Originating department has option to utilize extension or rebid

services.• Vendors are sent letters six (6) months prior to the end of the

current contract effective date.• They have the option as to whether or not they would like to

continue participating on said contract at current terms and conditions.

• A yes or no determines whether or not that vendor will be awarded an additional year.

• Vendor performance can also be a deciding factor.


HOW TO READ BOARD ITEMS

• Several stages after ITB/RFP opening1. Cone of Silence still in effect2. Evaluation Process3. Recommendation for award4. Cone of Silence is lifted


HOW TO READ BOARD ITEM CONT.• On Procurement website:

– Extreme top right: Agenda Item/Date– Click on Item– ITB/RFP approved by the School Board.– The following information on item:

• Summary of Scope of Work• Number of bids submitted• Effective dates and number of extensions• Name and Address of awarded vendors• Dollar amount allocated for term of bid

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