County of Henrico Supplier Orientation

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County of HenricoSupplier Orientation

• Pathway to Partnership

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Welcome!

• Ms. Marvis W. Marshall, CPPB
• Supplier Relations Manager
• mar28_at_co.henrico.va.us
• Phone [phone]
• Fax [phone]

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Agenda

• Overview of County Procurement
• Supplier Relations Guide
• Supplier Registration eVA
• Competitive Bidding Requirements
• Pre-Bid/Pre-Proposal Conference
• Addendum
• Supplier Services
• Supplier Resources
• How to Submit Questions
• Thank You and Evaluation

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Overview of County Procurement

• Department of Finance Purchasing Division is
  the centralized office responsible for purchases
  of more than 300 million of goods and services
  each year
• Delegates some purchasing authority to County
  agencies
• Promotes equal access and competition among
  suppliers
• For more information, visit our Web site
• www.co.henrico.va.us

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Supplier Relations Guide
The Supplier Relations Guide is available online
and in print format from our website. You can
access both formats at anytime. To access, click
Here.
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Supplier Registration eVA - Virginia's Total
e-Procurement Solution
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eVA Virginia's Total e-Procurement Solution 
eVA is a procurement sourcing and solicitation
tool that enables purchasing staff of the state
and other municipalities to electronically
solicit bid opportunities.

• Supplier Self Service
• Two-way online communication with suppliers
  enabling self-service access to register and
  change their bidder information and access to
  procurement opportunities
• Tool for companies to receive electronic
  solicitation notices
• Less paperwork, faster communications, less
  administrative time, and easily available
  information for suppliers

Supplier If your company is interested in doing
business with Henrico County, the state, and a
number of local jurisdictions, you need to
register as a supplier. Please sign up NOW!
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eVA Commodity Codes

• NIGP Commodity Services Codes
• Developed by the National Institute of
  Governmental Purchasing
• Coding structure for standardizing purchasing
  that brings order and consistency for efficiency
• Identifies product/services you wish to sell to
  the state and local jurisdictions
• Not the same as a Standard Industrial
  Classification (SIC) Code
• Key to using eVA effectively

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eVA Commodity Codes

• How to locate
• Search by commodity title
• View competitors profiles
• Contact the buyer

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Search by Commodity Title

• Go to eVA Look Up
• Type in description
• To expand selection click

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View Competitors Profile

• Go to eVA report 720
• Type supplier name
• Click Run Report
• Select supplier
• View listing

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Contact Buyer

• Go County Internet
• Locate commodity area
• Click on buyer name to send email
• Provide company information
• Services and/or products provided

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Bidding Requirements
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Procurement Methods

• Sole Source
• Emergency
• Informal Solicitation
• Small Purchase
• Quick Quote
• Fax Quote
• Formal Solicitation
• Competitive Negotiation RFP
• Competitive Sealed Bidding IFB

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Sole Source and EmergencyPurchases

• Sole Source
• No dollar limit
• Only one source
  practically available

• Emergency
• No dollar limit
• After hours, not on contract, impacts safety,
  health or welfare of the public

Posted on Henrico County website
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Informal Solicitations

• Small Purchase
• lt 5,000
• No Competition

• Quick Quote/Fax Quote
• Between 5,000 - 30,000
• Limited Competition

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Small Purchase

• lt 5,000
• No competition required
• Authority delegated to agencies

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Quick Quote/Fax Quote

• gt 5,000 - 30,000
• Not on current contract County contract, state
  contract or U.S. Communities contract
• eVA Quick Quote or County Fax Quote
• Minimum of four suppliers
• Minimum of one Small, Minority-owned and
  Women-owned (SWAM) supplier

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Formal Solicitations

• gt 30,000
• Agency defines requirement
• Division of Purchasing Support Services (DPSS)
  determines procurement method
• Invitation for Bid IFB
• Request for Proposal RFP
• Agency/DPSS finalize solicitation
• Posted on Bulletin Boards
• DPSS office
• Eastern Government Center
• Western Government Center
• Posted on County website and eVA for minimum of
  10 days

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Invitation for Bid (IFB)

• Used for goods or services
• Requirements are clear, accurate and complete
• Includes instructions for preparation of bids,
  and the conditions of purchase, delivery and
  payment schedule
• Designates the date, time and location of bid
  opening
• Awarded to lowest responsive and responsible
  bidder

• Responsive
• a person who has submitted a bid that conforms in
  all material respects to the Invitation for Bid
• Responsible
• a person who has the capability, in all respects,
  to perform fully the contract requirements and
  the moral and business integrity and reliability
  that will assure good faith performance, and who
  has been prequalified, if required

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Request for Proposal (RFP)

• Necessitates a highly technical product or
  service
• Seeks to leverage the creativity and knowledge of
  business organizations in order to provide a
  solution to a unique procurement
• Suppliers propose their own comprehensive and
  innovative solution to the Countys needs
  described in the RFP

• RFP seeks to identify the best value for the
  County by using a combination of technical and
  cost factors to evaluate
• Allows for negotiations

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Parts of a Formal Solicitation

• Terms and Conditions
• Special Provisions
• Specifications
• Bid Form or Proposal Signature Sheet

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Terms and Conditions

• Rules and conditions that apply to all contracts
• Address issues such as
• Bidding instructions
• Insurance requirements
• Use of subcontractors
• Non-discrimination requirements

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Special Provisions

• Information pertinent to specific requirement
  such as
• Scope
• Contract period
• Price adjustments
• Ordering information
• Delivery instructions

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Specifications

• Description of what is required
• Manufacturer model or equal
• Developed by agency and buyer

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Bid Form and Bid Signature Sheet - IFBs

• Bid Form
• List of products/services with their
  specifications and estimated quantities
• Completed for submission with bid
• Unit price
• Delivery time
• Delivery charge

• Bid Signature Sheet
• Legal name of company
• Contact information
• Business category
• Small
• Women-owned
• Minority-owned
• None of the above
• Signature required

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Proposal Signature Sheet RFPs

• Proposal Signature Sheet
• Legal name of company
• Contact information
• Business Category
• Small
• Women-owned
• Minority-owned
• None of the above
• Signature required

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Pre-Bid/Pre-Proposal Conferences

• Public meetings that occur prior to the closing
  date of the solicitation to distribute
  information
• May include a site visit to the physical location
• Solicitation must identify any such public
  meeting and define whether or not a suppliers
  attendance at such meeting is mandatory
• If it is mandatory, you MUST attend to
  participate in solicitation process

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Addendum

• Used to notify suppliers of revisions to the
  solicitation
• Specifications changes
• Change in due date and/or time
• Requires a signature
• Due with bid submission or acknowledged with
  proposals

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Finding Opportunities

• Search eVA Website
• IFBs
• RFPs
• Quick Quotes
• Search County Website
• IFBs
• RFPs

• County Bulletin Boards
• Purchasing Office
• Eastern Government Center
• Western Government Center
• Richmond Times Dispatch
• RFPs

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Supplier Assistance

• County website
• SWAM Policy
• Procurement Policy
• Supplier Relations Guide
• Terms and Conditions
• PPEA Procedures
• PPTA Implementation

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Supplier Resources
Virginia Department of Small Business Supplier
Diversity http//www.sbsd.virginia.gov/
Carolinas - Virginia Minority Supplier
Development Council http//www.cvmsdc.org/
Women Presidents Educational Organization http//
www.wpeo.org
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Important Tips

• Read, read, read
• Understand the requirements
• Ask questions
• Sign and return all requested pages
• Deliver bids or proposals to proper location
  prior to delivery date/time
• Network, network, network

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Getting Your Questions Answered
To submit questions regarding this presentation
click on the ? mark above.