AGENCY FOR WORKFORCE INNOVATION PURCHASING OFFICE

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AGENCY FOR WORKFORCE INNOVATIONPURCHASING OFFICE

• WELCOME
• TO
• PROCUREMENT TRAINING

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Procurement and Contracts

• An Overview
• of
• Procurement and Contracts

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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 users requirements. This will be
  completed within historical, budgetary and legal
  requirements of the agency, and the statutes and
  rules that govern procurement and contracting.

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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

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Policies Procedures

• The Purchasing Office is currently revising its
  policies and procedures.
• Please contact any of the Purchasing staff for
  procurement guidance and to obtain answers to
  procurement/contract questions.

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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

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Solicitation

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

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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).

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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.

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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.

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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

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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

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Program Area Responsibilities

• Program Areas 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).

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Purchasing Responsibilities

• Review Completed Specifications with Program
  Areas 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.

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Legal Responsibilities

• Review and approve solicitation documents.
• Serve as a legal advisor on procurement legal
  issues.

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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).

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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.
  

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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 Areas
  responsibility to prepare the specifications
  and/or the Scope of Work.

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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.

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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.

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The Procurement and Contract Process Flow
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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

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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)
• IVV (RFQ)

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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.

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Thank you

• From the Purchasing Office
• Gina Gibson
• Sonja Stokes
• Melinda Gill
• Nikki McGirt