DOING BUSINESS WITH THE CITY OF VIRGINIA BEACH GOODS & SERVICES

1. DOING BUSINESS WITH THE CITY OF VIRGINIA BEACH GOODS & SERVICES

2. MISSION • Purchasing Division is responsible for the purchase of all goods, services, and construction for all city departments exclusive of the city school system.

3. LOCATION • Municipal Center • 2388 Court Plaza Drive • Kempsville Building • 757-385-4438

4. FACTS & FIGURES • $224.3 Million (FY07) • 164 Solicitations Awarded for Goods and Services • 34 Solicitations Awarded for Construction

5. STAFF • Staff of 13 • 9 Purchasing Officers • 3 Administrative Support Personnel • 1 Minority Business Coordinator

6. PUBLIC PROCUREMENT • Governed by Laws • VPPA • Based on Competitive principals (Full and Open Competition) • Competition is Sought Through Issuance of Solicitations

7. THEREFORE • IN ORDER TO DO BUSINESS WITH THE CITY OF VIRGINIA BEACH YOU NEED TO RESPOND TO SOLICITATIONS

8. SOLICITATIONS Formal (OVER $50,000) • IFB • RFP (Processed through the Purchasing Division)

9. SOLICITATIONS Informal (Under $50,000) • Written RFQ • Telephonic Quotes (Processed through the Purchasing Division or through City Departments when Under $5,000.)

10. INFORMAL SOLICITATIONS S mall Purchases

11. INFORMAL SOLICITATIONSSMALL PURCHASES Overview: • Goods & Services under $50,000 • Approximately $20.0 Million spent annually • Account for the majority of procurement transactions completed annually • Telephone or Written Quotes • Normally NO Bond Requirement

12. INFORMAL SOLICITATIONS SMALL PURCHASES Telephone: • Goods and Services Under $30,000 • Minimum of Three Vendors • One of Three Minority or Women Owned Business • Virginia Department of Minority Business Enterprises • Price, Brand, Model, Delivery Time, Payment Terms, Name of Person Quoting Recorded

13. INFORMAL SOLICITATIONS SMALL PURCHASES Telephone: • Award to the lowest responsive and responsible bidder. • A Responsive bidder is described as a bidder who has submitted a bid which conforms in all material respects to the specifications required by the bid.

14. INFORMAL SOLICITATIONS SMALL PURCHASES Telephone: • A Responsible bidder is described as a bidder who has the capability, in all respects, to perform the contract requirements fully and has the moral and business integrity and reliability which will ensure good-faith performance.

15. INFORMAL SOLICITATIONS SMALL PURCHASES Request for Quotation: • Limit 1 up to $30,000 • Limit 2 From $30,000 – $50,000

16. INFORMAL SOLICITATIONS SMALL PURCHASES Request for Quotation under Limit 2: • Procurement Officer solicits written quotes • Minimum of four vendors solicited • Of the four, two shall be a minority or woman owned business.

17. FORMAL SOLICITATIONS Invitation to Bid

18. FORMAL SOLICITATIONSIFB Issuance of Invitation to Bid: • Written solicitation with clear definition of scope of work and contract specifications of the commodity/service to be procured. • Incorporates the contractual terms and conditions applicable to the procurement. • Includes any requisite qualifications of potential contractors.

19. FORMAL SOLICITATIONSIFB Issuance of Invitation to Bid: • Details pre-bid conference site. • Public notice provided via DemandStar/City’s Website.

20. FORMAL SOLICITATIONSIFB Receipt and Evaluation: • Establish a bid submittal due date and time • Public openings of bids are held. Each bidder’s name, prices, delivery times, and payment terms are read aloud • Bids are evaluated based on the requirements set forth in the invitation

21. FORMAL SOLICITATIONSIFB Award: • Contract awarded to the lowest responsive and responsible bidder. • Bidder’s of record may inspect submittals after evaluation and posting of “Notice of Intent to Award.”

22. FORMAL SOLICITATIONS Request for Proposal

23. FORMAL SOLICITATIONSRFP VPPA: • All professional services procured through a formal RFP • Non-professional – determination in advance and set forth in writing

24. FORMAL SOLICITATIONSRFP Main Differences (RFP vs. IFB): • Multiple solutions available • Want to consider factors other than price - Experience (References) - Capability and Skills (Qualifications) - Services to be Provided

25. FORMAL SOLICITATIONSRFP Issuance of RFP: • Written solicitation describing in general terms what is to be procured • Must list specific requirements to be addressed in evaluating proposals • Contains applicable terms and conditions • Details pre-proposal conference and/site visits • Factors for use in the evaluation shall be stated in the RFP

26. FORMAL SOLICITATIONSRFP Receipt and Evaluation: • Establish a submission due date • Public openings of proposals are held and read aloud • Proposals are evaluated by evaluation team on the basis set forth in the RFP • Two or more offerors determined to be fully qualified are selected for negotiations

27. FORMAL SOLICITATIONSRFP Negotiation and Award: • Negotiations are conducted with each of the offerors selected • Negotiations allows modifications of proposals including price • Offers and counter-offers may be made as many times with each offeror as necessary to secure a reasonable contract.

28. FORMAL SOLICITATIONSRFP Negotiation and Award: • Contract awarded to the offeror who in the City’s opinion has submitted the best proposal • Offerors of record may inspect proposals after evaluation and negotiations are completed.