Procurement Training and Resources
PROCUREMENT TRAINING
8.28.2020
BOARD
1
STAFF
STAFF
Purchasing
Purchasing
Benjamin S. Mora, Purchasing Manager
Benjamin S. Mora, Purchasing Manager
Olivia Scaramell, Administrative Assistant
Olivia Scaramell, Administrative Assistant
Nora Rodriguez, Bid Clerk
Nora Rodriguez, Bid Clerk
Warehouse
Warehouse
Sergio Arredondo, Warehouse Foreman
Sergio Arredondo, Warehouse Foreman
BOARD
2
DISTRICT SUCCESSES
DISTRICT SUCCESSES
•
The Bonfire Procurement Portal has over 5,000 registered
The Bonfire Procurement Portal has over 5,000 registered
vendors
vendors
•
District-Wide Procurement Training
District-Wide Procurement Training
•
Nearly paperless PO & Procurement System
Nearly paperless PO & Procurement System
•
More purchasing options than ever before (GSA & Region IV)
More purchasing options than ever before (GSA & Region IV)
BOARD
3
PURCHASING RESOURCES
PURCHASING RESOURCES
4
FORMS & RESOURCES
FORMS & RESOURCES
5
PURCHASING COOPERATIVES
PURCHASING COOPERATIVES
BOARD
6
QUESTIONS TO ASK DURING
QUESTIONS TO ASK DURING
THE PURCHASE PROCESS
THE PURCHASE PROCESS
Funding Type?
Funding Type?
Local or State
Local or State
Federal/Grant
Federal/Grant
How much do I plan to spend?
How much do I plan to spend?
$10k or above
$10k or above
$15k or above
$15k or above
$50k or above
$50k or above
What am I purchasing?
What am I purchasing?
Goods
Goods
Services
Services
Construction Services
Construction Services
When do I need this?
When do I need this?
Next Board Meeting
Next Board Meeting
Can I find a competitively bid contract?
Can I find a competitively bid contract?
BOARD
7
HOW DO I SATISFY
HOW DO I SATISFY
COMPETITION REQUIREMENTS?
COMPETITION REQUIREMENTS?
INFORMAL
INFORMAL
(3) Quotations
(3) Quotations
FORMAL
FORMAL
HISD Bid (Bonfire) – Formal Bids RFP, RFQ, CSP, etc.
HISD Bid (Bonfire) – Formal Bids RFP, RFQ, CSP, etc.
Purchasing Cooperative
Purchasing Cooperative
Board Approved Interlocal Agreement, MOU, Contract
Board Approved Interlocal Agreement, MOU, Contract
with State Agency or Non-Profit Organization (Does not
with State Agency or Non-Profit Organization (Does not
apply to Federal funds)
apply to Federal funds)
BOARD
8
PURCHASES USING LOCAL OR
PURCHASES USING LOCAL OR
STATE FUNDING
STATE FUNDING
Purchases < $15k
Purchases < $15k
Do not require formal or informal competition
Do not require formal or informal competition
Single quote & create Purchase Requisition
Single quote & create Purchase Requisition
Purchases > $15k & < $50k (12 month period)
Purchases > $15k & < $50k (12 month period)
Require multiple quotations/informal competition
Require multiple quotations/informal competition
Attach multiple quotes to Purchase Requisition
Attach multiple quotes to Purchase Requisition
Purchases => $50k (12 month period)
Purchases => $50k (12 month period)
CH (Local/Legal) & TEC 44.031
CH (Local/Legal) & TEC 44.031
Require formal competition to include RFP, IFB, RFSB, RFO, etc.
Require formal competition to include RFP, IFB, RFSB, RFO, etc.
60 to 90 Day lead time
60 to 90 Day lead time
Requires Board approval
Requires Board approval
BOARD
9
CONSTRUCTION SERVICES
CONSTRUCTION SERVICES
•
Apply the appropriate CH (Legal & Local) policy
Apply the appropriate CH (Legal & Local) policy
requirements based on the dollars spent ($10k, $15k, or $50k)!
requirements based on the dollars spent ($10k, $15k, or $50k)!
•
Broadly, there are 2 type of construction projects:
Broadly, there are 2 type of construction projects:
•
Maintenance
Maintenance
– Painting, repairing a sidewalk, replacing a
– Painting, repairing a sidewalk, replacing a
component part, changing a light fixture, relocating a power line,
component part, changing a light fixture, relocating a power line,
repairing a roof, etc. (may include minor A&E services)
repairing a roof, etc. (may include minor A&E services)
•
Public Works
Public Works
– New construction involving Architecture &
– New construction involving Architecture &
Engineering (A&E) services, building a new school, creating a new
Engineering (A&E) services, building a new school, creating a new
wing, gutting a replacing and entire HVAC system, etc.
wing, gutting a replacing and entire HVAC system, etc.
•
Rules of Thumb:
Rules of Thumb:
•
Maintenance
Maintenance
has a 1 to 1 (part for part) relationship
has a 1 to 1 (part for part) relationship
•
A Public Work
A Public Work
is large & involves A&E services
is large & involves A&E services
BOARD
10
MAINTENANCE SERVICES
MAINTENANCE SERVICES
•
Job Order Contracts (JOC)- CVF (Legal) [Indefinite Delivery,
Job Order Contracts (JOC)- CVF (Legal) [Indefinite Delivery,
Indefinite Quantity (IDIQ)] Types:
Indefinite Quantity (IDIQ)] Types:
•
Line Item
Line Item
– based a specific task at a pre-defined price per unit.
– based a specific task at a pre-defined price per unit.
For example: 1 square yard (SY) of steel reinforced, concrete
For example: 1 square yard (SY) of steel reinforced, concrete
sidewalk at $65/SY
sidewalk at $65/SY
•
Coefficient or Multiplier-based
Coefficient or Multiplier-based
– RS Means
– RS Means
•
Competitive Sealed Proposals (CSP) [CVB (Local & Legal]
Competitive Sealed Proposals (CSP) [CVB (Local & Legal]
–
–
Advertise, accept bids, evaluate & award based on criteria.
Advertise, accept bids, evaluate & award based on criteria.
May involve A&E services
May involve A&E services
BOARD
11
A&E PROFESSIONAL SERVICES
A&E PROFESSIONAL SERVICES
•
Apply the appropriate CH (Local) & Government Code 2254
Apply the appropriate CH (Local) & Government Code 2254
policy requirements based on the dollars spent ($10k, $15k, or
policy requirements based on the dollars spent ($10k, $15k, or
$50k)!
$50k)!
•
Apply Professional Services Procurement Act (PSPA) 2254.001-007
Apply Professional Services Procurement Act (PSPA) 2254.001-007
requirements
requirements
•
Use of the Competitive Bidding Method is prohibited
Use of the Competitive Bidding Method is prohibited
•
Shall award based on demonstrated competence and
Shall award based on demonstrated competence and
qualifications [Request for Qualifications (RFQ)] at a fair and
qualifications [Request for Qualifications (RFQ)] at a fair and
reasonable price
reasonable price
•
Rule of Thumb:
Rule of Thumb:
Service contract shall have a definite end to the
Service contract shall have a definite end to the
services required but no more than 5 years
services required but no more than 5 years
BOARD
12
REQUEST FOR QUALIFICATIONS
REQUEST FOR QUALIFICATIONS
PROCESS
PROCESS
2-STEP PROCESS
2-STEP PROCESS
STEP 1
STEP 1
•
Develop A&E scope of work, request qualifications, certifications, and
Develop A&E scope of work, request qualifications, certifications, and
applicable experience
applicable experience
•
Advertise in newspaper & Bonfire portal
Advertise in newspaper & Bonfire portal
•
Evaluate based on pre-established criteria: 1)Qualifications, 2)
Evaluate based on pre-established criteria: 1)Qualifications, 2)
Certification, 3) Experience, 4) Past performance, etc.
Certification, 3) Experience, 4) Past performance, etc.
•
Staff rank (1, 2, 3, 4, etc..) firms based on qualifications
Staff rank (1, 2, 3, 4, etc..) firms based on qualifications
•
Cannot not request pricing during this phase
Cannot not request pricing during this phase
STEP 2
STEP 2
•
Negotiate fair price with top ranked firm
Negotiate fair price with top ranked firm
•
If fair price cannot be negotiated, negotiate with 2
If fair price cannot be negotiated, negotiate with 2
nd
nd
ranked firm
ranked firm
•
Repeated as needed
Repeated as needed
BOARD
13
PUBLIC WORKS CONTRACTS
PUBLIC WORKS CONTRACTS
•
Apply Government Code 2269 & Education Code 44.031(a)
Apply Government Code 2269 & Education Code 44.031(a)
•
Apply the appropriate CH & CV (Local) policy requirements
Apply the appropriate CH & CV (Local) policy requirements
based on the dollars spent ($10k, $15k, or $50k)!
based on the dollars spent ($10k, $15k, or $50k)!
•
Conduct & award A&E Request for Qualifications (RFQ) contract
Conduct & award A&E Request for Qualifications (RFQ) contract
•
Select Procurement Method:
Select Procurement Method:
•
Competitive Bids - CVA (Legal)
Competitive Bids - CVA (Legal)
•
Competitive Sealed Bids – CVB (Local & Legal)
Competitive Sealed Bids – CVB (Local & Legal)
•
Construction Manager-Agent – CVC (Legal)
Construction Manager-Agent – CVC (Legal)
•
Construction Manager-at-Risk – CVD (Legal)
Construction Manager-at-Risk – CVD (Legal)
•
Design-Build or Design-Bid-Build – CVE (Legal)
Design-Build or Design-Bid-Build – CVE (Legal)
BOARD
14
PUBLIC WORKS CONTRACTS
PUBLIC WORKS CONTRACTS
PROCESS > $50K
PROCESS > $50K
•
Award RFQ contract for A&E services
Award RFQ contract for A&E services
•
Select the construction procurement method (Bid Bond may be required)
Select the construction procurement method (Bid Bond may be required)
•
JOC/IDIQ contracts are prohibited for Public Works
JOC/IDIQ contracts are prohibited for Public Works
•
Develop award criteria (price, HUB status, experience, quality, safety record, etc.) scope
Develop award criteria (price, HUB status, experience, quality, safety record, etc.) scope
and specifications
and specifications
•
Advertise/solicit bids
Advertise/solicit bids
•
Open bids in public & then, score bids based on criteria
Open bids in public & then, score bids based on criteria
•
Board Approval (vendor communication with Board members is prohibited)
Board Approval (vendor communication with Board members is prohibited)
o
Board members shall declare via a Conflict of Interest Statement (CIS) form any conflicts
Board members shall declare via a Conflict of Interest Statement (CIS) form any conflicts
of interest
of interest
•
Purchases >$25K require Payment Bond
Purchases >$25K require Payment Bond
•
Purchases >$100K require Performance Bond
Purchases >$100K require Performance Bond
•
District must be named as “additionally insured” on firm’s Certificate of Insurance (Acord
District must be named as “additionally insured” on firm’s Certificate of Insurance (Acord
Form) for Worker’s Comp, Liability, Auto, etc.
Form) for Worker’s Comp, Liability, Auto, etc.
•
Firm must pay “Prevailing Wages” adopted by Board
Firm must pay “Prevailing Wages” adopted by Board
BOARD
15
BOARD SELECTION CRITERIA
BOARD SELECTION CRITERIA
•
Vendor communication with HISD Board members is
Vendor communication with HISD Board members is
prohibited during the evaluation process
prohibited during the evaluation process
•
HISD staff is bound by State, Local & sometimes Federal laws
HISD staff is bound by State, Local & sometimes Federal laws
and cannot deviate from the required vendor selection criteria,
and cannot deviate from the required vendor selection criteria,
policies and procedures
policies and procedures
•
The HISD Board of Trustees can either accept staff
The HISD Board of Trustees can either accept staff
recommendation, reject it in its entirety or award to another
recommendation, reject it in its entirety or award to another
“qualified” firm
“qualified” firm
•
In certain select circumstances, the HISD Board may select
In certain select circumstances, the HISD Board may select
alternate, “qualified” bidder in the “Interest of Harlandale ISD”
alternate, “qualified” bidder in the “Interest of Harlandale ISD”
BOARD
16
CONSTRUCTION CHANGE
CONSTRUCTION CHANGE
ORDERS
ORDERS
•
Change orders >$50k require Board Approval CV (Local)
Change orders >$50k require Board Approval CV (Local)
•
Contracts >$1 million may not be increased by 25% or more
Contracts >$1 million may not be increased by 25% or more
CV (Legal) or TEC 44.0411
CV (Legal) or TEC 44.0411
•
Additional construction services beyond 25% have to use to
Additional construction services beyond 25% have to use to
appropriate procurement method
appropriate procurement method
BOARD
17
BONFIRE PROCUREMENT
BONFIRE PROCUREMENT
PORTAL
PORTAL
18
BONFIRE PUBLIC CONTRACTS
BONFIRE PUBLIC CONTRACTS
BOARD
19
CREATING A REQUISITION
CREATING A REQUISITION
(REMINDER)
(REMINDER)
Supporting Documents
Supporting Documents
Price Quotation(s)
Price Quotation(s)
Reference Cooperative Contract Number
Reference Cooperative Contract Number
Signed Professional Services Agreement (Local Funds)
Signed Professional Services Agreement (Local Funds)
Requisition Comments
Requisition Comments
Board approval date (if applicable)
Board approval date (if applicable)
Coop. Contract Number
Coop. Contract Number
Bid No. Field
Bid No. Field
HISD Contract Number
HISD Contract Number
Coop. Abbreviation (BUYBOARD, OMNIA, CTPA)
Coop. Abbreviation (BUYBOARD, OMNIA, CTPA)
QUOTES
QUOTES
Itemization
Itemization
Avoid “See Attached”
Avoid “See Attached”
20
CREATING A REQUISITION
CREATING A REQUISITION
(CON’T)
(CON’T)
21
SAMPLE PURCHASE ORDER
SAMPLE PURCHASE ORDER
22
CHALLENGES
CHALLENGES
There’s no such thing as an “approved vendor list”. We only have
There’s no such thing as an “approved vendor list”. We only have
approved contracts for services and goods
approved contracts for services and goods
Creating a Purchase Order prior to any procurement action
Creating a Purchase Order prior to any procurement action
Reference “OMNIA” in the Bid. No field for Amazon
Reference “OMNIA” in the Bid. No field for Amazon
Double check Approved Purchasing Coop list for vendors
Double check Approved Purchasing Coop list for vendors
Please get email addresses for all new vendors
Please get email addresses for all new vendors
Coordinate with Information Services for all tech purchases
Coordinate with Information Services for all tech purchases
3 quotes are required purchases above $15k & below $49.99k
3 quotes are required purchases above $15k & below $49.99k
when not using an existing contract of Coop or HISD contract
when not using an existing contract of Coop or HISD contract
23
PROMOTIONAL PRODUCTS
PROMOTIONAL PRODUCTS
Purchases outside these methods is prohibited
Purchases outside these methods is prohibited
•
The Board has approved promotional product vendors for
The Board has approved promotional product vendors for
FY19/20, IFB 190035 & 190004 Promotional Products & Supplies
FY19/20, IFB 190035 & 190004 Promotional Products & Supplies
•
The Board has also approved the purchase of promotional items
The Board has also approved the purchase of promotional items
via an approved Purchasing Cooperative
via an approved Purchasing Cooperative
•
Item examples: shirts, stickers, decals, backpacks, cups, printing
Item examples: shirts, stickers, decals, backpacks, cups, printing
services, facemasks, key chains, lanyards, etc.
services, facemasks, key chains, lanyards, etc.
•
Interested vendors
Interested vendors
must
must
register with Bonfire and
register with Bonfire and
must
must
register
register
their proper “commodity code” to receive notification
their proper “commodity code” to receive notification
24
RESOURCES
RESOURCES
25
HISD’s Bonfire Public Contract Portal
https://harlandaleisd.bonfirehub.com/portal/?tab=publicContract
s
HISD’s Board Approved Vendor Cooperatives
http://www.harlandale.net/common/pages/DisplayFile.aspx?item
Id=9211250
BOARD
25
FEEDBACK & QUESTIONS
FEEDBACK & QUESTIONS
BOARD
26
Uncover a comprehensive array of procurement training sessions and resources to enhance purchasing practices. Delve into district successes, staff introductions, purchasing cooperatives, and essential questions to ask during the purchase process. Understand how to satisfy competition requirements and navigate purchases using local or state funding effectively.
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Presentation Transcript
PROCUREMENT TRAINING 8.28.2020 1 BOARD
STAFF Purchasing Benjamin S. Mora, Purchasing Manager Olivia Scaramell, Administrative Assistant Nora Rodriguez, Bid Clerk Warehouse Sergio Arredondo, Warehouse Foreman 2 BOARD
DISTRICT SUCCESSES The Bonfire Procurement Portal has over 5,000 registered vendors District-Wide Procurement Training Nearly paperless PO & Procurement System More purchasing options than ever before (GSA & Region IV) 3 BOARD
PURCHASING COOPERATIVES 6 BOARD
QUESTIONS TO ASK DURING THE PURCHASE PROCESS Funding Type? Local or State Federal/Grant How much do I plan to spend? $10k or above $15k or above $50k or above What am I purchasing? Goods Services Construction Services When do I need this? Next Board Meeting Can I find a competitively bid contract? 7 BOARD
HOW DO I SATISFY COMPETITION REQUIREMENTS? INFORMAL (3) Quotations FORMAL HISD Bid (Bonfire) Formal Bids RFP, RFQ, CSP, etc. Purchasing Cooperative Board Approved Interlocal Agreement, MOU, Contract with State Agency or Non-Profit Organization (Does not apply to Federal funds) 8 BOARD
PURCHASES USING LOCAL OR STATE FUNDING Purchases < $15k Do not require formal or informal competition Single quote & create Purchase Requisition Purchases > $15k & < $50k (12 month period) Require multiple quotations/informal competition Attach multiple quotes to Purchase Requisition Purchases => $50k (12 month period) CH (Local/Legal) & TEC 44.031 Require formal competition to include RFP, IFB, RFSB, RFO, etc. 60 to 90 Day lead time 9 Requires Board approval BOARD
CONSTRUCTION SERVICES Apply requirements based on the dollars spent ($10k, $15k, or $50k)! the appropriate CH (Legal & Local) policy Broadly, there are 2 type of construction projects: Maintenance Painting, repairing a sidewalk, replacing a component part, changing a light fixture, relocating a power line, repairing a roof, etc. (may include minor A&E services) Public Works New construction involving Architecture & Engineering (A&E) services, building a new school, creating a new wing, gutting a replacing and entire HVAC system, etc. Rules of Thumb: Maintenance has a 1 to 1 (part for part) relationship A Public Work is large & involves A&E services 10 BOARD
MAINTENANCE SERVICES Job Order Contracts (JOC)- CVF (Legal) [Indefinite Delivery, Indefinite Quantity (IDIQ)] Types: Line Item based a specific task at a pre-defined price per unit. For example: 1 square yard (SY) of steel reinforced, concrete sidewalk at $65/SY Coefficient or Multiplier-based RS Means Competitive Sealed Proposals (CSP) [CVB (Local & Legal] Advertise, accept bids, evaluate & award based on criteria. May involve A&E services 11 BOARD
A&E PROFESSIONAL SERVICES Apply the appropriate CH (Local) & Government Code 2254 policy requirements based on the dollars spent ($10k, $15k, or $50k)! Apply Professional Services Procurement Act (PSPA) 2254.001-007 requirements Use of the Competitive Bidding Method is prohibited Shall qualifications [Request for Qualifications (RFQ)] at a fair and reasonable price award based on demonstrated competence and Rule of Thumb: Service contract shall have a definite end to the services required but no more than 5 years 12 BOARD
REQUEST FOR QUALIFICATIONS PROCESS 2-STEP PROCESS STEP 1 Develop A&E scope of work, request qualifications, certifications, and applicable experience Advertise in newspaper & Bonfire portal Evaluate Certification, 3) Experience, 4) Past performance, etc. based on pre-established criteria: 1)Qualifications, 2) Staff rank (1, 2, 3, 4, etc..) firms based on qualifications Cannot not request pricing during this phase STEP 2 Negotiate fair price with top ranked firm If fair price cannot be negotiated, negotiate with 2nd ranked firm 13 Repeated as needed BOARD
PUBLIC WORKS CONTRACTS Apply Government Code 2269 & Education Code 44.031(a) Apply the appropriate CH & CV (Local) policy requirements based on the dollars spent ($10k, $15k, or $50k)! Conduct & award A&E Request for Qualifications (RFQ) contract Select Procurement Method: Competitive Bids - CVA (Legal) Competitive Sealed Bids CVB (Local & Legal) Construction Manager-Agent CVC (Legal) Construction Manager-at-Risk CVD (Legal) Design-Build or Design-Bid-Build CVE (Legal) 14 BOARD
PUBLIC WORKS CONTRACTS PROCESS > $50K Award RFQ contract for A&E services Select the construction procurement method (Bid Bond may be required) JOC/IDIQ contracts are prohibited for Public Works Develop award criteria (price, HUB status, experience, quality, safety record, etc.) scope and specifications Advertise/solicit bids Open bids in public & then, score bids based on criteria Board Approval (vendor communication with Board members is prohibited) Board members shall declare via a Conflict of Interest Statement (CIS) form any conflicts of interest o Purchases >$25K require Payment Bond Purchases >$100K require Performance Bond District must be named as additionallyinsured on firm s Certificate of Insurance (Acord Form) for Worker s Comp, Liability, Auto, etc. 15 Firm must pay PrevailingWages adopted by Board BOARD
BOARD SELECTION CRITERIA Vendor communication with HISD Board members is prohibited during the evaluation process HISD staff is bound by State, Local & sometimes Federal laws and cannot deviate from the required vendor selection criteria, policies and procedures The HISD Board of Trustees can either accept staff recommendation, reject it in its entirety or award to another qualified firm In certain select circumstances, the HISD Board may select alternate, qualified bidder in the Interest of Harlandale ISD 16 BOARD
CONSTRUCTION CHANGE ORDERS Change orders >$50k require Board Approval CV (Local) Contracts >$1 million may not be increased by 25% or more CV (Legal) or TEC 44.0411 Additional construction services beyond 25% have to use to appropriate procurement method 17 BOARD
BONFIRE PROCUREMENT PORTAL 18
BONFIRE PUBLIC CONTRACTS 19 BOARD
CREATING A REQUISITION (REMINDER) Supporting Documents Price Quotation(s) Reference Cooperative Contract Number Signed Professional Services Agreement (Local Funds) Requisition Comments Board approval date (if applicable) Coop. Contract Number Bid No. Field HISD Contract Number Coop. Abbreviation (BUYBOARD, OMNIA, CTPA) QUOTES Itemization 20 Avoid See Attached
CREATING A REQUISITION (CON T) 21
CHALLENGES There s no such thing as an approved vendor list . We only have approved contracts for services and goods Creating a Purchase Order prior to any procurement action Reference OMNIA in the Bid. No field for Amazon Double check Approved Purchasing Coop list for vendors Please get email addresses for all new vendors Coordinate with Information Services for all tech purchases 3 quotes are required purchases above $15k & below $49.99k when not using an existing contract of Coop or HISD contract 23
PROMOTIONAL PRODUCTS Purchases outside these methods is prohibited The Board has approved promotional product vendors for FY19/20, IFB 190035 & 190004 Promotional Products & Supplies The Board has also approved the purchase of promotional items via an approved Purchasing Cooperative Item examples: shirts, stickers, decals, backpacks, cups, printing services, facemasks, key chains, lanyards, etc. Interested vendors must register with Bonfire and must register their proper commoditycode to receive notification 24
RESOURCES HISD s Bonfire Public Contract Portal https://harlandaleisd.bonfirehub.com/portal/?tab=publicContract s HISD s Board Approved Vendor Cooperatives http://www.harlandale.net/common/pages/DisplayFile.aspx?item Id=9211250 25 25 BOARD
FEEDBACK & QUESTIONS 26 BOARD
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