county of henrico supplier orientation

County of HenricoSupplier Orientation

“Pathway to Partnership”

County of HenricoDepartment of Finance

Purchasing Division2

Welcome!

Ms. Marvis W. Marshall, CPPBSupplier Relations Manager

[email protected]

Phone: 804-501-5689

Fax: 804-501-5693

County of Henrico Department of Finance

Purchasing Division

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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


Purchasing Division

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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



Supplier Relations Guide

Print Version

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.

Online

Version

County of Henrico Department of Finance Purchasing Division

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Supplier Registration eVA - Virginia's Total e-Procurement

Solution 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



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 ServiceTwo-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

SupplierIf 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!


Purchasing Division

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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


Purchasing Division

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eVA Commodity Codes

How to locate:

Search by commodity title

View competitors profiles

Contact the buyer


Purchasing Division

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Search by Commodity Title

Go to eVA Look Up

Type in description

To expand selection click


Purchasing Division

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View Competitors Profile

Go to eVA report 720

Type supplier name

Click “Run Report”

Select supplier View listing


Purchasing Division

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Contact Buyer

Go County Internet Locate

commodity area

Click on buyer name to send email Provide company

information Services and/or

products provided


Purchasing Division

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Bidding Requirements

< $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


Purchasing Division

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Procurement Methods

Sole Source Emergency Informal Solicitation

Small Purchase Quick Quote Fax Quote

Formal Solicitation Competitive Negotiation – RFP Competitive Sealed Bidding – IFB


Purchasing Division

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Sole Source and EmergencyPurchases

Sole Source

No dollar limit

•Only one source practically available

Posted on Henrico County website

Emergency

No dollar limit

•After hours, not on contract, impacts safety, health or welfare of the public


Purchasing Division

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Informal Solicitations

Quick Quote/Fax Quote Between $5,000 -

$30,000 Limited Competition

Small Purchase < $5,000 No Competition


Purchasing Division

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Small Purchase

< $5,000

No competition required

Authority delegated to agencies


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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


Purchasing Division

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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


Purchasing Division

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Invitation for Bid (IFB) 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


Purchasing Division

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Request for Proposal (RFP) 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


Purchasing Division

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Parts of a Formal Solicitation Terms and Conditions

Special Provisions

Specifications

Bid Form or Proposal Signature Sheet

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

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Purchasing Division

Special Provisions

Information pertinent to specific requirement such as: Scope Contract period Price adjustments Ordering information Delivery instructions





Specifications

Description of what is required Manufacturer model or equal Developed by agency and buyer


Purchasing Division

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Bid Form and Bid Signature Sheet - IFBsBid 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



Proposal Signature Sheet – RFPsProposal Signature Sheet:

Legal name of company Contact information Business Category

Small Women-owned Minority-owned None of the above

Signature required


Purchasing Division

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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


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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


Purchasing Division 30

Finding Opportunities

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



Supplier Assistance

County website

SWAM Policy Procurement Policy Supplier Relations Guide Terms and Conditions PPEA Procedures PPTA Implementation


Purchasing Division 32

Supplier ResourcesVirginia 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



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



Getting Your Questions Answered

To submit questions regarding this presentation click on the ? mark above.

county of henrico supplier orientation

Documents

henrico county

standardizing purchasing

financepurchasing division

eva commodity codeshow

eva report

commodity titlego

cppbsupplier relations

type supplier nameclick