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CITY OF HALLANDALE BEACH
PROCUREMENT PROCESS
City Commission
WorkshopFebruary 23,
2015
FACTS ABOUT THE PROCUREMENT
PROCESS
On average, the City releases approximately 17 formal solicitations per year.
oNo. of Request for Proposals (RFPs) = approximately14oNo. of Low Bids (no presentations) = approximately 3oNo. of Bids/RFPs rejected = 3oNo. of Bids/RFPs with 1 response = 2oNo. of Oral Presentations = 12
* The above information are averages for the following fiscal years: FY 12-13; FY 13-14; FY 14-15 to date.
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DEFINITIONSoProcurement Code Definition of Request for Proposals (RFP) A solicitation for proposals to provide a solution to a problem or a course of action or a determination of data findings useful to the City.
oFormal solicitations are issued for any project that exceeds the City Manager’s threshold authority. - $25,000 Professional Services.
- $50,000 all other.
RFP vs. Bid
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o Used to solicit goods and services.
o Presents preliminary requirements for the commodity or service, and may dictate to varying degrees the exact structure and format for vendors to respond.
o Informs vendors of what the City is
looking to accomplish and encourages vendors to propose their best approach.
o Allows for negotiation of price and terms and conditions.
o Award of the contract is made to the highest ranked responsive, responsible vendor.
o A written offer for specific goods and services.
o The response to a bid is for specific line unit item described in detail.
o Used in formal solicitations for construction projects where each line item is known and described in the price sheet for vendors to respond to.
o Awarded to the lowest responsive, responsible vendor.
o Award of a contract is based on lowest price response for firm’s whose references are confirmed.
o Presentation are not part of the bid process.
The City uses the following avenues to notify vendors of a release of a formal solicitation
o Advertise 1 time in the Sun Sentinel: only construction project solicitations, per F.S. 255.0525.
o Post in Demandstar: Demandstar is a site where vendors that pay a fee receive notification of solicitations.
o Post in City’s website.
o Email notice to vendors that have completed a Vendor Application for the specific commodity and/or service.
o Post on the Chamber of Commerce website.
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HOW ARE FORMAL SOLICITATIONS ADVERTISED
WHAT IS IN THE SOLICITATIONS
o Cover page identifying the solicitation number and the service being requested;
o Table of Content;
o Purpose of Project/Scope of work and criteria for the project, including any Minimum; Qualification Requirements (MQRs), if any;
o Price Sheet if it is a bid;
o Instructions for Submittal of Proposals;
o References Request;
o Definitions;
o All information pertaining to deadlines: a) due date; b) pre-bid conference; c) site inspection (if any); d) last day for questions;
o Budget/funding available for project;
o Bond requirements, if any;
o Tentative Time Schedule of the project, from date of release;
o City’s Terms and Conditions. These serve to educate the vendors about various City practices and rules such as: Cone of Silence, Domestic Partner Benefits Requirements, Lobbyist Registration, Public Records, Addenda and Modifications, Insurance requirements, Protest Procedures, Community Benefit Plan and Local Vendor Preference, and
o All Forms that Firms must sign and submit, i.e. Payment Method, Public Entity Crime Form, Domestic Partnership Certification Form, Conflict of Interest Questionnaire, etc.
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SELECTION PROCESS
Selection Process - People with expertise in area of project- Subject Matter experts
o Committee is appointed and provided with documents.
o Evaluation Committee may meet various times depending on the project.
o Pre-Ranking meeting to explain all criteria and documents.
o Ranking is completed.
o Results on Agenda.
o Staff contacts only highest ranked
When Oral Presentations are required o Only for RFP Process .
o Conducted to allow Evaluation Committee to obtain clarification on any aspect of the proposals to help the Evaluation Committee rate the firm’s submittal.
o Florida Statute 286.0113, adopted in 2011, exempts oral presentations from Florida Statute 286.011. F.S. 286.011 dictates the process for public meetings.
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DEFINITION OF THE CONCERN(S)
o Commissioners feel that they do not have enough time or an opportunity to review the vendor’s response prior to the meeting and therefore, they feel uncomfortable challenging staff’s ranking.
o The limitations under the current cone of silence does not allow for Commissioners to have any discussions with vendors in the process.
o Commissioners do not have access to vendor submission documents.
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Next steps, direction?
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