Guide: How to Participate in the Pima County Procurement Process
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1 Guide: How to Participate in the Pima County Procurement Process Purpose The purpose of this document is to provide Suppliers to Pima County with a basic understanding of the County’s Procurement processes, general requirements, and sources of information that might be useful in preparing a response to County solicitations for Materials and Services.
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Transcript of Guide: How to Participate in the Pima County Procurement Process
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Guide: How to Participate in the Pima County Procurement Process
Purpose
The purpose of this document is to provide Suppliers to Pima County with a basic understanding of the County’s Procurement processes, general requirements, and sources of information that might be useful in preparing a response to County solicitations for Materials and Services.
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Guide: How to Participate in the Pima County Procurement Process
General Available procurement processes are defined by law
Procurement Department has two Divisions• Design & Construction – design, architectural and
construction services Use Contracts
• Materials and Services – all other items Typically use Purchase Orders; occasional contracts This Guide developed using typical M & S Procurement
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Guide: How to Participate in the Pima County Procurement Process
Procurement Department website
The Procurement Department website provides access to applicable code, active solicitations and other procurement related information. The website address is: http://www.pima.gov/procure/
The link to the Pima County Procurement Code is:
http://www.pima.gov/procure/procode.htm
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Procurement Department Website
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Guide: How to Participate in the Pima County Procurement Process
Typical Procurement Process• Requesting Department submits Requisition defining the Item(s)to be
Procured & Procurement selects the appropriate Procurement Process Invitation for Bid(IFB) 90-120 days; > $35,000 Request for Quotation(RFQ) 30-40 days; < $35,000 Request for Proposal(RFP) 90-120 days; Items that cannot be “quantified”
• IFB/RFP Solicitations are advertised(Daily Territorial) and open solicitations are posted on the Procurement website
http://www.pima.gov/procure/ifbrfp.htm
• RFQ’s are issued directly to potential respondents
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Guide: How to Participate in the Pima County Procurement Process
Vendor Registration
• All potential suppliers to the county are encouraged to register at: http://www.pima.gov/procure/venreg.htm
• Buyers & Requesting Departments utilize this data to identify potential suppliers
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Guide: How to Participate in the Pima County Procurement Process
Submittal Preparation• Pre-Submittal Conference(IFB/RFP)
Attendance strongly encouraged; clarifications, pending addenda, Q & A
• Historical Contracts http://www.pima.gov/econtractsz/
• Web-page links to Buyer Contact and Commodity Assignment Information:
Contact Information:http://www.pima.gov/procure/empinfo/ Buyer Commodity Assignments: http://www.pima.gov/procure/buyers.htm ALL QUESTIONS MUST BE SUBMITTED IN WRITING
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Guide: How to Participate in the Pima County Procurement Process
Submittal Evaluation and Award Evaluation criteria are defined by the solicitation; typically to the Low
‘Responsive’Responsive’ and ‘ResponsibleResponsible’ (IFB/RFQ) or Highest Ranked(RFP) Submittal
• “ResponsiveResponsive” & “ResponsibleResponsible” Submittal is in compliance with solicitation documents; registered to do business in Arizona(ACC) Supplier has capacity and competency to provide the requested items; For example, not disbarred, poor
performance history, etc.
• Double-check to assure all required documents are properly completed, signed & submitted
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Guide: How to Participate in the Pima County Procurement Process
Diversity (MWBE) PreferenceFor Certified, Local, & Registered Firms:
• When ranking submittals,to determine Low(IFB/RFQ) Bid or Highest Score(RFP), the submittal will be given a 5% preference; RFP will be given Point(s) preference
Submit certification document with submittal
• Information regarding M/WBE Code, Disparity Studies, Utilization Reports, Brochures and MWBE Certification may be viewed at: http://www.pima.gov/procure/mwbe.htm
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Guide: How to Participate in the Pima County Procurement Process
Award Recommendation Based on Solicitation documents and Submittal Evaluations, the Requesting
Department & Procurement agree to whom award(s)should be made• Timing is dependent on the solicitation/testing
Recommendation for Award(IFB/RFP) is faxed to respondents and posted at: http://www.pima.gov/procure/awards/index.html • RFQ Awards not posted
Recommendation must be approved by Procurement Director(<$100,000) or Board of Supervisors
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Guide: How to Participate in the Pima County Procurement Process
Award Upon Award, Procurement will issue Contract or Purchase Order documents and
execute with the Supplier(s)
Subsequent to execution of Contract/PO Documents, the Requesting Department administers performance, receipt/acceptance documentation and payment
• CAUTION: Payment may not be made for Items not on the executed PO/Contract. All Invoices shall reference the PO or Contract #, Line #/Description, and not exceed the agreement/item quantity or amount.
END OF PRESENTATION
