County of Henrico Supplier Orientation

County of HenricoSupplier Orientation “Pathway to Partnership”

Welcome! Ms. Marvis W. Marshall, CPPB Supplier Relations Manager mar28@co.henrico.va.us Phone: 804-501-5689 Fax: 804-501-5693 County of Henrico Department of Finance Purchasing Division

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 Henrico Department of Finance Purchasing Division

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 Henrico Department of Finance Purchasing Division

Online Version Print Version Supplier Relations Guide 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. County of Henrico Department of Finance Purchasing Division

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 Supplier Registration eVA - Virginia's Total e-Procurement Solution County of Henrico Department of Finance Purchasing Division

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 Service • Two-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 Supplier If 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

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

eVA Commodity Codes How to locate: • Search by commodity title • View competitors profiles • Contact the buyer County of Henrico Department of Finance Purchasing Division

Search by Commodity Title Go to eVA Look Up • Type in description • To expand selection click County of Henrico Department of Finance Purchasing Division

View Competitors Profile Go to eVA report 720 • Type supplier name • Click “Run Report” • Select supplier • View listing County of Henrico Department of Finance Purchasing Division

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

< $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 Bidding Requirements County of Henrico Department of Finance Purchasing Division

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

Sole Source and EmergencyPurchases • Sole Source • No dollar limit • Only one source practically available • Emergency • No dollar limit • After hours, not on contract, impacts safety, health or welfare of the public Posted on Henrico County website County of Henrico Department of Finance Purchasing Division

Quick Quote/Fax Quote Between $5,000 - $30,000 Limited Competition Informal Solicitations • Small Purchase • < $5,000 • No Competition County of Henrico Department of Finance Purchasing Division

Small Purchase • < $5,000 • No competition required • Authority delegated to agencies County of Henrico Department of Finance Purchasing Division

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 Henrico Department of Finance Purchasing Division

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

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 Invitation for Bid (IFB) County of Henrico Department of Finance Purchasing Division

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 Request for Proposal (RFP) County of Henrico Department of Finance Purchasing Division

Parts of a Formal Solicitation • Terms and Conditions • Special Provisions • Specifications • Bid Form or Proposal Signature Sheet County of Henrico Department of Finance Purchasing Division

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 County of Henrico Department 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 Division

Specifications • Description of what is required • Manufacturer model or equal • Developed by agency and buyer County of Henrico Department of Finance Purchasing Division

Bid 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 Bid Form and Bid Signature Sheet - IFBs County of Henrico Department of Finance Purchasing Division

Proposal Signature Sheet – RFPs Proposal 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

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

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

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 Finding Opportunities County of Henrico Department of Finance Purchasing Division

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

Supplier Resources Virginia 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 Division

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 Division

Getting Your Questions Answered To submit questions regarding this presentation click on the ? mark above. County of Henrico Department of Finance Purchasing Division

County of Henrico Supplier Orientation