City of Arlington
Will Velasco, CPPBProcurement Manager
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COA
Procurement Model
Finance Department
Goods/Services and Procurement Policy
City Departments
Professional and Consultant Contracts
Public Works/Water
Construction and Capital Improvement
Projects
• Oversees the purchase of goods & services
• Ensures all firms have an equal opportunity of obtaining city contracts for goods & services.
• Ensures all firms are treated in a fair & transparent manner.
• Serves as framework for the Procurement Manual (day-to-day activities)
APPROVED BY CITY COUNCIL RESOULTION OCTOBER 7, 2007
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I. Competitive Sealed BidII. Competitive Sealed ProposalsIII. Construction OptionsIV. Professional Services
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Two Different Methods:
Low Bid:• Used mostly for the purchase of straight goods• Award to lowest responsive responsible bidder meeting bid specifications
Best Value:• Used where other relevant criteria might be important such as price,
experience, staffing, equipment, etc• Price is firm• Bid providing the items or service at the best value for the City receives
the contract
BID TYPE IS REQUIRED TO BE SPECIFIED IN THE BID PACKET
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Texas Local Government Code 252.043(+) STRATEGIC FLEXIBILITY
• Allows for open bid, firm-pricing while acknowledging that price is one of several impacting factors of award.
(+) NATIONALLY RECOGNIZED BEST PRACTICE• The NIGP and NPI recognize SB-BV as a best practice,
offering public entities flexibility while maintaining the intent of open competition.
(+) ADVERTISED CRITERIA and EVALUATION• Texas statute requires that any/all evaluation criteria and
weights are specified in the bid packet, along with the evaluation method; open to all firms.
(+) VENDOR DEBRIEFING and IMPROVEMENT• When an organization uses best value to obtain strategic
contracting benefits, the unsuccessful vendors can obtaintheir scoring through a debriefing process designed tohelp them improve future offerings.
• In a sealed bid, markets dictate the outcome and theremay not be room for improvement.
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Long-Term Costs
Price
Experience Quals
Functional Requirements
Operational Plan
Texas Local Government Code 252.021
• Best for service contracts where thescope is not strictly pre-defined
• Used when price is a consideration, butnot the deciding factor
• Cannot be used without Council’s priorapproval
• Prior to advertisement, staff mustconsider the criteria used to determinethe best value for the City
• NEGOTIATION IS ALLOWED ANDSTRONGLY ENCOURAGED (BAFO)
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COMMON RFP STEPS
Formulate Scope of Work
Define a Vendor Short List
Set Evaluation Criteria
Vendor Interviews
Pre-Proposal Meeting
Product Demos
Evaluation Team Meetings
Contract Negotiations
The Procurement Division has worked to align the RFP process with best practices
and control application:
• CRITERIA: Ensuring proposal packets identify solid and relevant evaluation criteria
• EVALUATION: Establishing a fair and defendable evaluation process, to include a multi-functional team and pre-set evaluation process shared with the evaluation panel.
• AWARD: Presenting sound, reliable award determinations through use of relevant criteria and a solid evaluation process
• DEBRIEFING: Offered to non-awarded, participating vendors who would like to review their strengths and weaknesses against the winning bid, thus creating stronger submittals in future attempts
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Sealed Bid Similar options & processes as described with Goods and Services
Request for Proposal
Similar options & processes as described with Goods and Services
Construction Mgr-Agent
Construction Mgr-At Risk
Design-Build
Design-Build for Certain Civil Works Projects
Job Order Contracts
To provide Admin/Mgmt Services related to property improvement. Award similar to professional service (qualifications/competence)
To serve as GC & Consultant related to property improvement. Award to proposal offering best value; single negotiation allowed
Applies to a facility that is a building or associated structure. Award to proposal offering best value; single negotiation allowed
For a civil works project; specific criteria used to determine use; limit 2-per-year. Select firms based on cost & technical, each evaluated separately; formulaic award; negotiation allowed
For facility upgrades subject to building codes; but not civil projects described under design-build.
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STATUTORY SERVICES TLGC 2254
Architects Accounting
Engineers Medicine
Land Surveyors Optometry
Planning
Real Estate Appraising
Professional Nursing
• Statute dictates that a qualification process is used to select these services.
• Award based on demonstrated competence and qualifications to perform at a fair and reasonable price.
• Architects, Engineers and Land Surveyors have additional requirements that include a specific qualification and negotiation process
Determination of status should be performed on a case-by-case basis for anything not specifically
defined in local government code.
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Availability & Disparity Study:
• Present to Council September 2020
• Formal MWBE Program established
• Allows us to set targeted goals on all City projects
Current Process Changes:
• Procurement method approved by the Finance Department before posting
• Reviewing our pre-qualification process to allow more opportunities
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Questions and Discussion
Will Velasco, CPPBProcurement Manager
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