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County of Henrico Supplier Orientation. “Pathway to Partnership”. Welcome!. Ms. Marvis W. Marshall, CPPB Supplier Relations Manager [email protected] Phone: 804-501-5689 Fax: 804-501-5693. Agenda. Overview of County Procurement Supplier Relations Guide - PowerPoint PPT Presentation
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County of HenricoSupplier Orientation
“Pathway to Partnership”
County of HenricoDepartment of Finance
Purchasing Division2
Welcome!
Ms. Marvis W. Marshall, CPPBSupplier Relations Manager
Phone: 804-501-5689
Fax: 804-501-5693
County of Henrico Department of Finance
Purchasing Division
3
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
County of HenricoDepartment of Finance
Purchasing Division
4
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
County of HenricoDepartment of Finance
Purchasing Division5
Supplier Relations Guide
Print Version
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.
Online
Version
County of Henrico Department of Finance Purchasing Division
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Supplier Registration eVA - Virginia's Total e-Procurement
Solution Online Supplier Registration
Self maintenance of the supplier’s Contacts, Addresses and selected
NIGP Codes
Reaches more than 12,000 buyers
Electronic Bid Notifications and subsequent updates to bids that are posted by the state governmental entities including Colleges and Universities, Agencies and other municipalities
View, Self-Invite and Respond to Quick Quotes
Notifications are sent to every supplier’s contact registered in eVA
Receive Purchasing News and view Announcements on the state purchasing portal
Available around the clock
Attend Supplier Relations Seminars and Training
Request Procurement Help Desk Assistance
County of HenricoDepartment of Finance
Purchasing Division7
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 ServiceTwo-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
SupplierIf 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!
County of Henrico Department of Finance
Purchasing Division
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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
County of Henrico Department of Finance
Purchasing Division
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eVA Commodity Codes
How to locate:
Search by commodity title
View competitors profiles
Contact the buyer
County of Henrico Department of Finance
Purchasing Division
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Search by Commodity Title
Go to eVA Look Up
Type in description
To expand selection click
County of Henrico Department of Finance
Purchasing Division
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View Competitors Profile
Go to eVA report 720
Type supplier name
Click “Run Report”
Select supplier View listing
County of HenricoDepartment of Finance
Purchasing Division
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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
County of Henrico Department of Finance
Purchasing Division
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Bidding Requirements
< $5,000 no bidding required
> $5,000 requires a bidding process
Sourcing methods include RFP, IFB, Quick Quote, Fax Quote
Opportunities are posted on County website and eVA
County of HenricoDepartment of Finance
Purchasing Division
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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
County of Henrico Department of Finance
Purchasing Division
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Sole Source and EmergencyPurchases
Sole Source
No dollar limit
•Only one source practically available
Posted on Henrico County website
Emergency
No dollar limit
•After hours, not on contract, impacts safety, health or welfare of the public
County of Henrico Department of Finance
Purchasing Division
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Informal Solicitations
Quick Quote/Fax Quote Between $5,000 -
$30,000 Limited Competition
Small Purchase < $5,000 No Competition
County of Henrico Department of Finance
Purchasing Division
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Small Purchase
< $5,000
No competition required
Authority delegated to agencies
County of Henrico Department of Finance
Purchasing Division
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Quick Quote/Fax Quote
> $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
County of HenricoDepartment of Finance
Purchasing Division
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Formal Solicitations
> $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
County of Henrico Department of Finance
Purchasing Division
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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
County of Henrico Department of Finance
Purchasing Division
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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 County’s 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
County of Henrico Department of Finance
Purchasing Division
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Parts of a Formal Solicitation Terms and Conditions
Special Provisions
Specifications
Bid Form or Proposal Signature Sheet
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
23
County of HenricoDepartment of Finance
Purchasing Division
Special Provisions
Information pertinent to specific requirement such as: Scope Contract period Price adjustments Ordering information Delivery instructions
County of Henrico Department of Finance
Purchasing Division24
County of Henrico Department of Finance
Purchasing Division25
Specifications
Description of what is required Manufacturer model or equal Developed by agency and buyer
County of Henrico Department of Finance
Purchasing Division
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Bid Form and Bid Signature Sheet - IFBsBid 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
County of HenricoDepartment of Finance
Purchasing Division27
Proposal Signature Sheet – RFPsProposal Signature Sheet:
Legal name of company Contact information Business Category
Small Women-owned Minority-owned None of the above
Signature required
County of Henrico Department of Finance
Purchasing Division
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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 supplier’s attendance at such meeting is mandatory
If it is mandatory, you MUST attend to participate in solicitation process
County of Henrico Department of Finance
Purchasing Division
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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
County of Henrico Department of Finance
Purchasing Division 30
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
County of Henrico Department of Finance
Purchasing Division31
Supplier Assistance
County website
SWAM Policy Procurement Policy Supplier Relations Guide Terms and Conditions PPEA Procedures PPTA Implementation
County of Henrico Department of Finance
Purchasing Division 32
Supplier ResourcesVirginia 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
County of Henrico Department of Finance
Purchasing Division33
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
County of Henrico Department of Finance
Purchasing Division34
Getting Your Questions Answered
To submit questions regarding this presentation click on the ? mark above.