Purchasing OverviewPurchasing Overview

Fundamentals of Purchasing Procedures

Fundamentals of Purchasing Procedures

Our MissionOur Mission

To provide procurement services at the most cost effective price using the highest ethical standards while adhering to appropriate laws, regulations and procedures.

Purchasing Policy Ordinance 2002-06

Purchasing Policy Ordinance 2002-06

Approved December 17, 2002

Current Purchasing MethodsCurrent Purchasing Methods

Small Purchases – Less than $750.00– Purchasing Card – No additional procurement instrument needed.

These types of purchases are usually done by City’s Purchasing Card.

Purchases – $750.00 - $2,999.99: Require one verbal quote.

Purchases - $3,000 - $14,999.99 – Require a minimum of three (3) verbal quotes.

Purchases - $15,000 - $24,999.99 – Require a minimum of three (3) written quotes.

Purchases over $25,000.00 – Require Formal Bid Process.– Invitation to Bid (ITB) – Request for Proposals (RFP)– Request for Qualification (RFQ)

Current Purchasing Methods (cont.)Current Purchasing Methods (cont.)

ITB – Utilized by Departments for the procurement of goods/services based solely on lowest price.

RFP – Utilized by Departments for procurement where factors other than price alone are critical, i.e. experience, references, location, equipment, etc. Begins with an assessment of needs and ends with delivery and/or support of the finished product or service.

RFQ – Like an RFP, utilized by Departments for procurement of professional services including Architects/Engineers/Hearing Officers, etc. RFQ is used when the objectives are clear cut. Note: Under the Competitive Consultant Negotiation Act (CCNA), price cannot be a determining factor.

RFP/RFQ Evaluation MethodsRFP/RFQ Evaluation Methods

City Manager will determine the selection committee. The evaluation committee members will individually score each

responsive and responsible RFP/RFQ using the predetermined criteria.

Total score for each Response will be tabulated for each evaluation committee member. Using those scores, each Response will be ranked.

The highest overall score will receive a ranking of one (1), the second highest score will receive a ranking of two (2) and so forth.

RFP/RFQ Evaluation Methods (cont.)RFP/RFQ Evaluation Methods (cont.)

The ranking of each Response by the committee members will be totaled and the Response with the lowest total ranking score will be the top ranked Response.

The Response with the second lowest score will be ranked

second, and so forth.

If required, the evaluation committee may require the top ranked firms to make presentations.

Following the presentations, the evaluation team will rank the

shortlisted firms based on the evaluation criteria, considering both the written proposal and presentation.

Current Purchasing MethodsCurrent Purchasing Methods

Piggyback – the City may forego the formal bidding process by piggybacking off of State and/or Municipal contracts. However, piggybacking requires that the scope of services be identical to the scope of services in the contract being piggybacked.

Sole Source purchases must meet both of the following criteria:

1. Only item that will produce the desired results;

2. Available from only one source of supply.

Quote Process Quote Process All vendors must be given the same

information:– Quote due date/time– Specifications– Insurance requirements

All questions asked should be in writing and answered in addenda to ALL vendors.

Quotes received after designated date/time will not be considered.

Quote process cont’dQuote process cont’d After quotes are received, all quotes,

along with a Description of Goods/Services Form, are submitted to Purchasing and Contracts Management Division (PCMD) for approval.

Purchasing will review quotes and if quotes are adequate, the Purchase order will be processed through the Munis Financial System.

Formal Bid Process – Over $25KFormal Bid Process – Over $25K

Department – Submits Request for Approval form with Scope of Services to PCMD.

Justification for Scope of Services must include:– What is being ordered.– When item or services are to be delivered.– Major components (surveys, ROW mapping

and acquisition, permitting and stormwater management).

Once Scope of Services has been approved, the bid process begins.

Formal Bid Process–Over $25K(cont.)Formal Bid Process–Over $25K(cont.)

1. PCMD places the advertisement. 2. All bid related materials are posted on the City’s Website. 3. Bidder’s are able to download all documents related to all City

bids. 4. During the bid process – staff will respond to all bid RFIs

(Request for Information) related to the bid. If any changes are required, staff will produce an addendum and place it on the City’s website.

5. Once the bids are received, staff will review the bids to determine if bidders are responsible and responsive:– Responsive Bid – Bid conforms in all material respects to the

requirements stated in the solicitation.– Responsible Bid – Bidder has the capability to fully perform the

contract requirements, i.e. the necessary experience, technical knowledge, facilities, licenses, equipment and credit required to perform the work.

6. Once the bids have been determined to be Responsive and Responsible, staff will prepare agenda item for City Council approval.

Questions and Answers PeriodQuestions and Answers Period