State Contracting 101

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State Contracting 101 How Michigan Businesses
Can Win State Awards

• Elise Lancaster
• Director of Purchasing Operations

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Business Resources

• Doing Business Website
• www.michigan.gov/doingbusiness
• Entrepreneurship Website
• www.michigan.gov/beyourownboss
• Procurement Technical Assistance Centers (PTACs)
• www.michigantac.org
• Small Business Technology Development Centers
  (SBTDCs)
• www.misbtdc.org

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Who Buys What?
Who? What?
Michigan Department of Management Budget Purchasing Operations Goods and Services Valued at 25,000 Implements state purchasing policy
Individual State Agencies Goods and Services Valued at less than 25,000 Direct and Human Services
Michigan Department of Management Budget Print Graphic Services Most printing and graphic design contracts
Michigan Department of Management Budget Office of Facilities Buildings and Land
Michigan Department of Transportation Road and Bridges Maintenance and New Construction
Michigan Department of Management Budget Strategic Asset Management Leases
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Who We Are Purchasing Operations

• We handle a diverse portfolio of more than 2,200
  contracts valued at more than 11.6 billion (yes,
  billion)
• We act on behalf of state agencies to buy goods
  and services
• We provide guidance regarding competitive bidding
  to state agencies
• We report to the legislature regarding statutory
  purchasing requirements
• We recruit and maintain a diverse, large pool of
  potential vendors

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What We Buy in Purchasing Operations

• Commodities
• Services
• Information Technology
• General Rule
• Orders of 25,000 or more are handled by
  Purchasing Operations
• Orders of less than 25,000 are handled by each
  state agency

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Business Opportunities

• Contracting / State Vendors
• Michigan based businesses succeed as state
  vendors
• Small businesses succeed as state vendors
• Todays purchasing is open and accessible
• All vendors have a fair and equal chance to win
  state business
• Subcontracting with Prime Vendors
• Vendor / Sub Fairs in 2006
• Future web enhancements to link primes and subs

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MiDEAL Expanding Your Client List

• MiDEAL Michigan Delivering Extended Agreements
  Locally
• Voluntary program that allows local units of
  government to buy off of state contracts

• Townships
• Cities Villages
• Counties
• Road Commissions

• Non-profit Hospitals
• Colleges
• Universities
• School Districts

• Typical contract 1 vendor 1 client
• MiDEAL contract 1 vendor 2,661 clients

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Where Michigan Firms Fit In

• Your registration as a vendor expands and
  diversifies our pool of potential vendors
• Your research and your visits to our website
  (www.michigan.gov/doingbusiness) get you prepared
  to bid
• Your preparation and planning lead to a thorough,
  complete bid response
• Your competitive bids can win contract awards and
  help save taxpayer
• Your feedback helps us improve

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Doing Business With Michigan

Step One Register as a Vendor

• Step Two Find an Opportunity through Purchasing
  Operations
• (25,000 or more)

• Step Two Find an Opportunity through Agency
  Buyers
• (24,999 or less)

Step Three Review, Plan, Prepare
Step Four Submit Be Competitive Be Complete
Be Timely
Step Five Evaluate and Debrief
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When the opportunity presents itself, its too
late to prepare.

• -Coach Wooden

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Research and Preparation

• Become familiar with contracts that you are
  interested in bidding on
• Visit our website www.michigan.gov/doingbusiness
  
• Click on For Vendors on the left, then click on
  Complete Contract List
• Excel spreadsheet that you can download
• Gives contract value, current vendor, expiration
  dates, etc
• Anticipate projects that you want to bid on

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Research and Preparation

• Example of how to use current contract list to
  research opportunities
• Clean and Sweeps Janitorial Services, LLC

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• Contract/Purchase Order Number
• Identification number
• Agency
• Agency the contract is created for
• Buyer Name
• Buyer who oversees contract
• Vendor Name
• Name of current vendor

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• Description
• Contract description of goods/services
• Amount
• Contract value
• Expiration Date
• Contract expiration

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Research and Preparation

• Review Past and Present Contracts they are
  public information
• Freedom of Information Act (FOIA) allows you to
  obtain a copy
• FOIA area of website
• Acquisition Services FOIA contact
• Mike Bliss
• [phone]
• blissm_at_michigan.gov

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Research and Preparation

• Public Documents Options to Obtain Through the
  Freedom of Information Act (FOIA)
• Administrative Board bid tabulation
• Existing contract
• Joint Evaluation Committee Synopsis
• Winning proposal

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Ad Board Bid Tab
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Finding Current Solicitations

• Make Us Part of Your Weekly Routine!
• Bookmark Our Web Address
• www.michigan.gov/doingbusiness
• Select Bids Proposals
• Select Commodities Services
• Review Invitations to Bid (ITBs)

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Finding Current Solicitations

• Example of how to find a Invitations to Bid
  (ITBs) that apply to your company
• Amusement and Carnival Services
• Search
• Browse through list
• If ITB is known, type in search box
• View and Print Documents
• ITB Document
• ITB Attachments

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• Invitation to Bid

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Vendor Registration

• Registration is an important first step for
  businesses who want to be state vendors
• Visit our website www.michigan.gov/doingbusiness
  
• Select For Vendors
• Select How to Register as a Vendor
• Follow the instructions to register online

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Vendor Registration

• Allot 10-15 minutes
• Have business information and banking information
  handy
• Questions?
• Contact the Vendor Registration Help Desk
• [phone] or [phone]
• Monday Friday from 700 a.m. 500 p.m.

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Submitting Winning Proposals

• Internal Environment
• Know your business know yourself
• Be prepared to convey what makes you unique and
  qualified to win a contract award
• External Environment
• Know your industry know your competition
• Be prepared to convey what makes you better and
  MORE qualified than your competitors

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Submitting Winning Proposals

• Use FREE resources that are available to you!
• Procurement Technical Assistance Centers (PTACs)
  www.michigantac.org
• Small Business Technology Development Centers
  www.misbtdc.org
• Review the ENTIRE Invitation to Bid, with all
  attachments!
• Attend mandatory pre-bid meetings and site visits
  
• Review question and answers (posted with ITB)
• Ask questions, especially if specifications are
  tight

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The Wrong Way

• Frills (such as fancy-schmancy binders and pretty
  extras)
• Offers to help the buyer write proposals during
  the bid process
• Offers to take buyers to lunch
• Offering gifts to buyers
• Contacting buying agencies after the Invitation
  to Bid has been posted

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The Right Way

• Attend pre-bid meetings and site visits
• These will be specified on the Invitation to Bid
  or the attachments on our website
• Follow Invitation to Bid directions completely
• Follow format requirements exactly
• Direct questions or concerns to Purchasing
  Operations buyer specified on the Invitation to
  Bid
• Be Competitive Be Complete Be Timely

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Persevere!

• If at first you dont succeed.
• Schedule a debriefing (follow-up meeting) with
  buyer
• Determine areas that need improvement for your
  next bid response
• Review other bid submissions
• Freedom of Information Act information noted at
  the beginning of presentation

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Persevere!

• Debriefing is the recommended first step
• If you still think we made a mistake with the
  award
• Challenge the process with a formal protest
• Protests must be in writing
• Direct protests to Elise Lancaster, Director of
  Purchasing Operations

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Celebrate!

• If you win
• Sign contract within 10 days of receipt
• Make sure certifications and representations are
  on file

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Purchasing Operations

• Integrity First
• Quality Service Daily
• Responsible Spending Always

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Contact

• Purchasing Operations
• 2nd Floor, Mason Building
• Lansing, MI 48909
• Phone [phone]
• Fax [phone]
• Email DMB-Outreach_at_michigan.gov
• www.michigan.gov/doingbusiness