ResourceLINK Team Business Development and Procurement Services

1
ResourceLINK Team Business Development and
Procurement Services

• Your Link to Doing Business with the City of
  Dallas
• Learning the Ropes

2
Todays Goal

• Overview of Citys Business Development and
  Procurement Services Department
• ResourceLINK Team (RLT)
• The Citys Business Inclusion and Development
  (BID) (GFE) Group Policy
• City of Dallas Business Inclusion goals and
  requirements
• MWBE Certification Agencies
• Procurement
• What does the City of Dallas purchase
• Tips on doing business with the City of Dallas
• Upcoming Bids- See Handout

3
ResourceLINK Team

• The City of Dallas developed a group of business
  development and procurement specialist called
  The ResourceLINK Team to connect your business
  with the resources needed to do business with the
  City of Dallas.

4

Business Development (continue)

• How does the ResourceLINK Team help me?
• Assists with online vendor registration
• Explains the contracting process
• Offers one-on-one support to vendors
• Conducts vendor trainings
• Participate in chambers, advocacy and industry
  group events
• Assists with M/WBE certification if applicable
• Assists with compliance of the Business Inclusion
  and Development policy and forms
• Coordinate meetings between vendors and
  departments

5
Business Inclusion and Development Plan

• On October 22, 2008 Dallas City Council approved
  the name change from GFE Plan to the Business
  Inclusion and Development (BID) Plan to reflect
  both inclusion and developing M/WBE
• It is policy of the City of Dallas to use
  qualified Minority and Women-Owned Business
  Enterprises (M/WBEs) to the greatest extent
  feasible on the Citys construction, procurement
  and professional services contracts

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Business Development (continue)

• Business Inclusion and Development Goals
• Construction 25
• Architectural Engineering 25.66
• Other Professionals 36.30
• Other Services 23.80
• Goods 18

7
M/WBE certification

• Minority/Women Business Enterprise (M/WBE)
  certification is a review process designed to
  ensure that a business is actually owned,
  controlled and operated by an ethnic minority or
  woman. The City of Dallas accepts certification
  from the following agencies
• North Central Texas Regional Certification Agency
  (No cost for this certification)
• http//nctrca.org/
• [phone]
• Dallas/Fort Worth Minority Supplier Development
  Council (270.00 fee for this certification)
• http//dfwmsdc.com/
• [phone]
• The Women's Business Council Southwest (250.00
  fee for this certification)
• http//wbcsouthwest.org/
• [phone]
• The certification application can be
  downloaded from the agencies website. If you
  need assistance in completing the application,
  please contact a ResourceLINK Team specialist at
  214 670-3326.

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Decentralized / Centralized
Vendor
Vendor
City Attorney
Vendor
Vendor
Departments
Vendor
Vendor
Risk Management
Procurement
Departments
Procurement
City Auditor
Vendor
Vendor
City Attorney
City Auditor
Vendor
Vendor
Vendor
Risk Management
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Procurement Opportunities

• City of Dallas in 2009
• Purchased over 900 million in goods and services
  during fiscal year 2009 (October 08 September
  09)
• Over 178 million spent with local and non-local
  M/WBE businesses combined
• Spent 30 million or 29 above our M/WBE
  participation goal.

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What does the City of Dallas buy?
Architectural services Police cars Concrete Ice
Flags Books Marketing consultants Janitorial supplies
Shoes Rodents Oil gas Catering
Paper Sports bras Tires Traffic street supplies
Drafting services Gifts novelties Consulting services Plumbing fixtures
Ammunition Clothing Police fire specialties Industrial supplies
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Purchasing Terminology

• A bid is for goods and services awarded to the
  lowest, responsive, responsible bidder.
• A best value bid is awarded to the bidder who
  provides goods or services at the best value for
  the municipality.
• Examples
• purchase price
• quality of bidders goods and services
• extent to which the goods and services meet the
  municipalitys needs
• total long-term cost
• A proposal is for goods or services of a highly
  technical or professional nature awarded based on
  a variety of factors, not just price.

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Purchasing Terminology

• Informal bids are for the purchase of goods
  and/or services that cost the City less than
  25,000. (Can be bid electronically and does not
  require a bid Security)
• Formal bids are for the purchase of goods and/or
  services that cost the City more than 25,000.
  (Requires a sealed bid and a bid security)
• Bid Security is a guarantee that the vendor has
  submitted a response in good faith. 100
  submitted in the form of a personal, business, or
  cashier check.

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Types of Solicitations

• Informal Bid (RFQ) Less than 25K Low Bid
• Formal Bid (RFB) Greater than 25K Low Bid
• Best Value (RFB) Greater than 25K Best Value
• Proposal (RFP) Greater than 25K Most
  advantageous Professional Services
• Request For Competitive Sealed Proposal (RFCSP)
  Great than 25K - Most advantageous High Tech
  goods or services

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Purchasing Terminology

• Master and Service Agreements are contracts
  entered into by the City and Vendor to provide
  goods or services over a defined period of time
  at a predetermined price schedule.
• Pre-bid meeting / Pre-proposal conferences are
  the assembly of vendors, procurement buyer and
  City department representative(s) to discuss the
  bid or proposal requested. This enables you to
  clarify, ask questions and meet your competitors.
  

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Purchasing Terminology

• Scope of Work is a description of what is being
  requested. It can also determine the scopes of
  work for subcontracting opportunities in the bid
  or project in consideration for the Business
  Inclusion requirements.
• Specifications define how the City of Dallas
  expects the work to be done. Make sure your
  service or product meets City specification
  requirements.

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Putting Your Best Bid Forward

• Read bid instructions
• Make sure your product, service, delivery meets
  specification requirements
• Attend pre-bid meetings
• Meet the department and ask questions regarding
  the bid specifications
• Identify subcontracting opportunities and
  potential subcontractors
• Meet your competitors / network

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Putting Your Best Bid Forward

• Keep up with bid schedule and addenda
• pre-bid
• addenda
• closing date
• Correct bid sheet
• quantity
• unit extended cost
• unit of measure
• check the math

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Putting Your Best Bid Forward

• Bonding Insurance requirements
• Amount of coverage needed
• Meet bonding/insurance requirements
• Terms and conditions
• Complete submit all bid documents
• Make a competitive bid

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Whats Next?

• Keep your vendor information up to date phone,
  address, e-mail address, commodity codes at
  www.bids.dallascityhall.com
• This information is used to
• contact you,
• notify you of bids and upcoming events and
• More importantly to pay you
• If your company is minority or women owned
  business (51) and is the controlling factor
• It is recommended that you obtain M/WBE
  certification
• Participate in the pre-bid meetings
• Bid in the procurement process

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How do I get to participate in doing business
with the City of Dallas?

• Keep your vendor information up to date phone,
  address, e-mail address, commodity codes at
  www.bids.dallascityhall.com
• This information is used to
• contact you,
• notify you of bids and upcoming events and
• More importantly to pay you
• If your company is minority or women owned
  business (51) and is the controlling factor
• It is recommended that you obtain M/WBE
  certification
• Participate in the pre-bid meetings
• Bid in the procurement process

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Find out more and bid on the Citys upcoming
projects at
www.bids.dallascityhall.org
Contact a ResourceLINK Team
specialist at 214 670-3326