04/20/23

1

Working Together: Working Together:

Volusia County &Volusia County &Our VendorsOur Vendors

County of Volusia

Presented by thePurchasing and Contracts

Division

COMMUNICATION COMMUNICATION

Communication is the key to success.

You may ask where do I start?

Who do I call?

04/20/232

04/20/23

3

Who are we? Purchasing & ContractsWho are we? Purchasing & Contracts

04/20/23

4

Who Are You?Who Are You?You are an essential element in meeting Volusia County’s needs

We recognize that without YOU, we could not meet the needs of our citizens

04/20/23

5

Overview Overview We are here to assist you in successfully putting

the pieces of the puzzle together

Payment

Bid process

Do I need a P. O.?

How do I get started?

Approval processRequirement

s

Who do I talk to?

YOU

04/20/23

6

How Do I Get Started? How Do I Get Started?

Registering with the County is an excellent first step. The County now has a Vendor Self Service program (VSS) www.volusia.org/purchasing.

If you have registered with the County in the past, it is important to visit the VSS site to activate and update information.

At this time registration is not required to bid, and it is not a guarantee of work, but it’s the best way we’ve found to get the word out to potential vendors

It is the vendors’ responsibility to update all information relating to their company (address, contact, remittance, and commodity codes)

04/20/23

7

Vendor RequirementsVendor Requirements

Proper Professional Licenses Volusia County Business Tax Receipt (if a

Volusia County business) Insurance - specific to each solicitation.

Bonds, if required.* Registered as a vendor in the State of

Florida through Sunbiz (www.sunbiz.org)

InsuranceInsurance

Each vendor must be able to have the capability of obtaining insurance as required in the solicitation. The county does not required any vendor to purchase additional insurance as a requisite to submit a bid/proposal. Vendors must simply show the ability to obtain insurance levels as required and be able to furnish proof of insurance once a recommendation of award is made.

04/20/238

What does the County Buy?What does the County Buy?

From January 2010 to June 2011 the County has put out 289 solicitations for goods and services. The solicitations are broken down on the next slide showing the number of solicitations for technology items, consultants, construction, services and commodities.

04/20/239

Breakdown of solicitiationsBreakdown of solicitiationsCommodities 142 - 49.1%( such as aggregates, janitorial supplies, auto

parts, office supplies, maintenance parts)Construction 52- 18.1%( such as roofing, road projects, trails and

vertical construction)Services 41- 14.2%( residential waste removal, banking,

community assistance)

04/20/2310

Solicitations continuedSolicitations continued

• Consulting Services 39- 13.5%(such as engineering, efficiency studies,

insurance brokerage services)• Technology/IT 15- 5.1%(such as software solutions)

04/20/2311

04/20/23

12

Solicitations Solicitations

RFQ: Request for Quotation

ITB: Invitation to Bid

RFP: Request for Proposals

RSQ: Request for Statement Qualifications Professional Services

04/20/23

13

Request for QuotationRequest for Quotation

Can be formal or informal, depending upon the complexity of the project. Less than $25,000 is more informal

If it exceeds $25,000 but is less than $50,000, or it is a complex project, it will be quoted by the division or Purchasing & Contracts

Awarded to the lowest responsive and responsible bidder

04/20/23

14

Invitation to BidInvitation to Bid

Always a formal process requiring sealed bids by a specified date and time

Utilized when we know exactly what we need

Always awarded to the lowest responsive and responsible bidder

Evaluated by Staff

04/20/23

15

Request for ProposalsRequest for Proposals

Always a formal process requiring sealed proposals by a specified date and time

Utilized when we know where we want to end up, but not how to get there - a solution

Awarded to the top ranked firm based on the evaluation criteria published in the RFP

For this solicitation an evaluation committee, typically consisting of County staff and a Council member, is utilized to recommend a choice to the County Council

04/20/23

16

Request for Statement of QualificationsRequest for Statement of Qualifications

The preferred solicitation method used to procure professional services based on qualifications

Price may be a factor in selecting the most qualified consultant

Awarded to the top ranked firm or firms through an evaluation process

04/20/23

17

Request for Statement of QualificationsRequest for Statement of Qualifications Professional Service procured under the

Consultant’s Competitive Negotiation Act (CCNA, FS 287.055)

Utilized for procuring professional architectural, engineering, landscape architectural, surveying, and mapping services

Selection is based on qualifications and experience only

Awarded to the top ranked firm or firms through a two-step evaluation process

04/20/23

18

Do Not Be Late!Do Not Be Late!

All Formal Solicitations must be received by the Closing Time listed

Late Bids/Proposals

WILL NOT BE ACCEPTED!

04/20/23

19

Selection ProcessSelection Process

RFQ: Request for QuotationITB: Invitation to BidRFP: Request for ProposalsRSQ: Request for Statement of Qualifications Professional Services

04/20/23

20

Going to CouncilGoing to Council

Any purchase for goods or services that exceeds $50,000.00 must have approval from the Volusia County Council.

Items of this nature are generally heard as part of the Consent Agenda at each County Council meeting.

04/20/23

21

Did you know?Did you know?

All submittals are considered a public record under the Florida Sunshine Law

The opening of all solicitations is done in a public forum

04/20/23

22

Do I Need a Purchase Order? Do I Need a Purchase Order?

A payment vehicle IS requiredin order to receive Payment:

Purchase Orders are primarily used for one-time purchases for a specific quantity and specific delivery

Master Agreements are primarily used for indefinite quantities with multiple delivery requirements

All purchases over $3,000.00 require competition

04/20/23

23

How Do I Get Paid?How Do I Get Paid?

• An invoice with the P.O., M.A., or Contract number must be sent to the ordering division for approval

• The division will check for accuracy and forward to Accounting for payment

• The County’s standard terms are Net 45 days, FOB Destination, freight allowed

• Construction projects are per Florida Statute

04/20/23

24

Contracting AuthorityContracting Authority What is it? The authority to commit the County to a contract

or agreement

Who has it? ALL contracts and/or agreements requiring a

signature MUST go through Purchasing & Contracts

NO EXCEPTIONS

04/20/23

25

Overcome the FEAR FACTOR!Overcome the FEAR FACTOR! Submitting a Solicitation is not that hard or scary.

Let us assist you

Attend pre-bid meetings when offered

04/20/23

26

Communication is key!Communication is key!

Don’t let this be you. Ask for help!

Visit www.volusia.org/purchasing

04/20/23

27

Go Team!Go Team!Remember, we are BOTH part of a Team

and we are here to helpWe can’t be successful if you are not

successfulCommunication is KEY!

Working Together, Working Together, Volusia County and Volusia County and

Our VendorsOur Vendors

04/20/23

28

Questions & AnswersQuestions & Answers