The document provides an overview of how to do business with the City of Saint Paul. It discusses the estimated purchasing power of the city and clients, what goods and services the city purchases, the objectives of government contracting which prioritize best value and fair competition. It outlines the request for bid, request for proposal and request for quote processes. It provides tips for identifying opportunities, avoiding disqualification, winning RFPs, considerations after winning a contract like reading it carefully, and registering on the DemandStar website to view contracting opportunities.

1. 2012 SADBOC Government
Procurement Fair
How to do business with the City of Saint Paul
Presenters:
Sue Feuerherm, Management Assistant IV
Lisa Bartels, Management Assistant III

2. Objective of the Training Session
How to Navigate the City of Saint Paul Contracting Process
• How to navigate the City’s Contracting Process
• Learn the Rules
• Prepare for Scrutiny (Reporting & Audits)
• Identify Available Resources
• Questions and Answers

3. Show me the Money
Estimated Purchasing Power of the City and Its Clients (in Millions)
City of Saint Paul & Its Clients' Spending Power
$250
Dollars in Millions
$200
$150
$100
$50
$0
Saint Ramsey HRA Other
Paul County Entities
Dollar Estimate $200 $150 $250 $30

4. City of Saint Paul Purchasing
What does the City Purchase
• Construction Services (horizontal and vertical)
• Police Equipment and Supplies
• Computer, Hardware, and Software
• Vehicles
• Professional Services
• Advertising/Promotional Products
• Printing Services
• IT Consultants
• Temporary Employment Services

5. The Objectives of the City
What Makes Government Contracting Different?
• Ensure the best value of goods and services for the City.
• Promote fair and open competition to reduce appearance and
opportunity for favoritism.
• Inspire public confidence that contracts are procured equitably
and economically.
• Ensure adherence to ethical standards.
• Promote efficiencies, best practices, and standardization.
• Provide high-quality customer service.
• Ensure compliance with applicable federal, state, local laws
and internal policies and procedures.

6. The Strings Attached
What Makes Government Contracting Different ? (Cont…)
Prevailing Wages Section 3 Affirmative Action
Vendor Outreach CERT Program Limited English
Program Proficiency
Living Wage Americans w Disabilities Project Labor
Agreements

7. Identifying and Winning Business
Basic Questions to Ask Yourself
• Do you know and understand the different ways that the City
may buy goods and services?
Request for Bid (RFB)
Request for Proposal (RFP)
Request for Quote (RFQ)
Direct Negotiation
P- Card
Sole Source
• Where does the City advertise solicitations?
Onvia DemandStar
Legal Ledger
Construction Summary

8. Identifying and Winning Business
Request for Bid Process
• Publicly advertised in the Legal Ledger and on Onvia
DemandStar
• Submission of sealed bids
• Public Bid Opening held where bidder’s names and pricing are
read aloud
• Award to the lowest, responsive, and responsible bidder
• Award results posted on Onvia DemandStar

9. Identifying and Winning Business
Request for Proposal Process
• Publicly advertised in the Legal Ledger and on Onvia
DemandStar
• Public Proposal Opening held where only the proposer’s name
is read aloud
• Negotiation
• Award is based on the Evaluation Criteria contained in the RFP
(e.g., price, references, experience, innovative approach,
project team, interviews, etc.)
• Award results posted on Onvia DemandStar

10. Identifying and Winning Business
Request for Quote Process
• Informal process
• Typically advertised on DemandStar
• Responses may be faxed, dropped off, or via US Mail
• Be careful about e-mail responses (spam, firewalls, etc.)
• Award to the lowest, responsive, and responsible respondent

11. Identifying and Winning Business
Direct Negotiation
On some small dollar-value purchases the City may elect to
negotiate directly with a supplier.
- Certification can help identify firms (S/M/WBE or Section 3)

12. Identifying and Winning Business
Key Tips to avoid disqualification – Plan Ahead
Read the solicitation carefully
Ask questions for clarification
Participate in pre-bid/proposal conferences
Ensure your response includes all required info
Ensure your response is on time

13. Tips to Winning RFPs
Remember, winning is not about simply offering the lowest
price; it is about proving you’re better than the competition.
• Review prior successful proposals
• Review prior non-successful proposals
• Develop a well-written proposal
- Proper communication strategy
- Strong management/oversight approach
- References/Past Performance
- Price (don’t oversell or undersell your services)
• Be prepared for interviews

14. You’ve Won!
Some considerations after you win
• Read the Contract carefully
• Understand terms and conditions (e.g., milestone payments,
allowable costs, etc.)
• Document retention
• Accounting Considerations
- Classifying and recording business transactions
- Invoicing
- Paying employees and subcontractors
• Understanding Reporting Requirements

15. Registering on DemandStar
www.demandstar.com

16. This link will direct you to the three DemandStar subscription options.
www.demandstar.com/register.rsp
< Select this option
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17. Be sure to enter “St. Paul-Ramsey County Contract and Analysis Svcs.” in the Agency
name field
Enter “St. Paul-Ramsey
County Contract and
Analysis Svcs” here
(without quotations)
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