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December 19, 2012 3 :00 to 4:00 PM Purchasing Department

Welcome to the How to Do Business Training Session with Brevard Public Schools. December 19, 2012 3 :00 to 4:00 PM Purchasing Department To Serve Every Student with Excellence as the Standard. Welcome!. Thank you for joining us for this Training Event with Brevard Public Schools.

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December 19, 2012 3 :00 to 4:00 PM Purchasing Department

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  1. Welcome to the How to Do Business Training Session with Brevard Public Schools December 19, 2012 3:00 to 4:00 PM Purchasing Department To Serve Every Student with Excellence as the Standard

  2. Welcome! Thank you for joining us for this Training Event with Brevard Public Schools

  3. AGENDA • Who are we and who should you contact? • What does the School District Purchase? • When does the School District issue a quote or a bid? • How can you be notified of upcoming bids? • Where do you find bid and proposal information? • Why are there rules and regulations in place? • Ways that we can help you! • Questions and Answers

  4. Introductions Cheryl Olson, CPPO, C.P.M., CPM, FCCN, • Director of Purchasing & Warehouse Services Kristy Rumping, CPPB, FCCM • Purchasing Supervisor

  5. Who Should You Contact? When in Doubt, contact the Purchasing Department! You will be directed to the appropriate staff member for assistance.

  6. What Does the School District Purchase? Centralized Purchasing Department: • All commodities, services and construction-related services • For the support and operation of all Schools and Departments in the District

  7. When Does the School District Issue a Quote or a Bid? Quote Limit: • $3,000 or less = 1 written quote • Over $3,000 and less than $25,000 = 3 written quotes • $25,000 and greater = Formal, Competitive Sealed Solicitation • If there is a Term Contract in place that is a result of a solicitation, the school/department must utilize it for the products or services that they need to purchase Solicitations (Types of Bids): • Invitation to Bid (ITB) • Request for Proposal (RFP) • Request for Qualifications (RFQ) • Invitation to Negotiate (ITN)

  8. Invitation To Bid (ITB) • Utilized for the purchase of commodities and/or services that can be fully defined. Award is made to the lowest, responsive and responsible bidder.

  9. Utilized for the purchase of commodities and/or services that cannot be fully defined, and cost is not a major factor. A selection committee is appointed to review and score the proposals and presentations if required. Request For Proposals (RFP)

  10. Request For Qualifications (RFQ) - CCNA Utilized for the purchase of architectural, engineering, landscape architectural, surveying, mapping and construction management services in accordance with FL Statute 287.055. Cost cannot be a factor in the evaluation.

  11. Request For Qualifications (RFQ)-Non CCNA Utilized to pre-qualify vendors and ensure that they meet a minimum set of criteria in order to do business with The School District. Examples: Work Experience, Staffing Certification, JLA Compliant, Business License, Financial Status, Etc.

  12. Invitation To Negotiate (ITN) • Utilized for the purchase of complex commodities and/or services such as technology or volatile market areas. Procedures include negotiating with 2 or more top-ranked firms simultaneously to obtain a final, negotiated contract.

  13. Common Terminology Responsible: The ability (capacity) of the vendor to perform the contract. Deals with financial, resources, personnel, facilities, integrity and overall capability to perform. Responsive: Means the contractor responded to the solicitation exactly the way they were instructed. To be less than responsive, is to be non-responsive. Solicitation Opening: An official act of opening bids or proposals to record vendor names.

  14. PURCHASING TIMELINES: SOLICITATIONS $25,000+

  15. How Can You be Notified of Upcoming Bids and Proposals? Purchasing Department Website: www.brevardschools.org

  16. Why are There Rules and Regulations in Place? • Florida Statutes • State Board of Education Rules • State Requirements for Educational Facilities • School Board Rules

  17. BACKGROUND SCREENING • Office of District & School Security is responsible for capturing the fingerprints of all contractors working on Brevard Public School property as mandated in the Jessica Lunsford Act Florida State Statute 1012.468. • Instructions for Vendors & Contractors Security Requirements are located on District Security’s website: http://security.brevard.k12.fl.us/contractors.html

  18. Ways that We Can Help You! • Purchasing Staff Available for One-on-One Meeting • Vendor Kiosk in Purchasing Department – Coming Soon! • Pre-Bid/Pre-Proposal Meetings • Quarterly Training Seminars

  19. Questions and Answers Please contact the Purchasing Department if you have any additional questions after this training session: 321-633-1000, ext. 645

  20. THANK YOU FROM ALL OF US! Please complete our survey

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