Guide: How to Participate in the Pima County Procurement Process <ul><li>Purpose </li></ul><ul><li>The purpose of this doc...
Guide: How to Participate in the Pima County Procurement Process <ul><li>General </li></ul><ul><li>Available procurement p...
Guide: How to Participate in the Pima County Procurement Process <ul><li>Procurement Department website </li></ul><ul><ul>...
Procurement Department Website
Guide: How to Participate in the Pima County Procurement Process <ul><li>Typical Procurement Process </li></ul><ul><ul><li...
Guide: How to Participate in the Pima County Procurement Process <ul><li>Vendor Registration </li></ul><ul><ul><li>All pot...
Guide: How to Participate in the Pima County Procurement Process <ul><li>Submittal Preparation </li></ul><ul><ul><li>Pre-S...
Guide: How to Participate in the Pima County Procurement Process <ul><li>Submittal Evaluation and Award </li></ul><ul><li>...
Guide: How to Participate in the Pima County Procurement Process <ul><li>Diversity (MWBE) Preference </li></ul><ul><li>For...
Guide: How to Participate in the Pima County Procurement Process <ul><li>Award Recommendation </li></ul><ul><li>Based on S...
Guide: How to Participate in the Pima County Procurement Process <ul><li>Award  </li></ul><ul><li>Upon Award, Procurement ...
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Guide: How to Participate in the Pima County Procurement Process

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Guide: How to Participate in the Pima County Procurement Process

  1. 1. Guide: How to Participate in the Pima County Procurement Process <ul><li>Purpose </li></ul><ul><li>The purpose of this document is to provide Suppliers to Pima County with a basic understanding of the County’s Procurement processes, general requirements, and sources of information that might be useful in preparing a response to County solicitations for Materials and Services. </li></ul>
  2. 2. Guide: How to Participate in the Pima County Procurement Process <ul><li>General </li></ul><ul><li>Available procurement processes are defined by law </li></ul><ul><li>Procurement Department has two Divisions </li></ul><ul><ul><li>Design & Construction – design, architectural and construction services </li></ul></ul><ul><ul><ul><li>Use Contracts </li></ul></ul></ul><ul><ul><li>Materials and Services – all other items </li></ul></ul><ul><ul><ul><li>Typically use Purchase Orders; occasional contracts </li></ul></ul></ul><ul><ul><ul><li>This Guide developed using typical M & S Procurement </li></ul></ul></ul>
  3. 3. Guide: How to Participate in the Pima County Procurement Process <ul><li>Procurement Department website </li></ul><ul><ul><li>The Procurement Department website provides access to applicable code, active solicitations and other procurement related information. The website address is: http://www.pima. gov /procure/ </li></ul></ul><ul><ul><li>  </li></ul></ul><ul><ul><li>The link to the Pima County Procurement Code is: http://www.pima. gov /procure/ procode . htm </li></ul></ul><ul><ul><li>  </li></ul></ul>
  4. 4. Procurement Department Website
  5. 5. Guide: How to Participate in the Pima County Procurement Process <ul><li>Typical Procurement Process </li></ul><ul><ul><li>Requesting Department submits Requisition defining the Item(s)to be Procured & Procurement selects the appropriate Procurement Process </li></ul></ul><ul><ul><ul><li>Invitation for Bid(IFB) 90-120 days; > $35,000 </li></ul></ul></ul><ul><ul><ul><li>Request for Quotation(RFQ) 30-40 days; < $35,000 </li></ul></ul></ul><ul><ul><ul><li>Request for Proposal(RFP) 90-120 days; Items that cannot be “quantified” </li></ul></ul></ul><ul><ul><li>IFB/RFP Solicitations are advertised(Daily Territorial) and open solicitations are posted on the Procurement website </li></ul></ul><ul><ul><ul><li>http://www.pima. gov /procure/ ifbrfp . htm </li></ul></ul></ul><ul><ul><li>RFQ’s are issued directly to potential respondents </li></ul></ul><ul><ul><li>  </li></ul></ul>
  6. 6. Guide: How to Participate in the Pima County Procurement Process <ul><li>Vendor Registration </li></ul><ul><ul><li>All potential suppliers to the county are encouraged to register at: http://www.pima. gov /procure/ venreg . htm </li></ul></ul><ul><ul><li>Buyers & Requesting Departments utilize this data to identify potential suppliers </li></ul></ul><ul><ul><li>  </li></ul></ul>
  7. 7. Guide: How to Participate in the Pima County Procurement Process <ul><li>Submittal Preparation </li></ul><ul><ul><li>Pre-Submittal Conference(IFB/RFP) </li></ul></ul><ul><ul><ul><li>Attendance strongly encouraged; clarifications, pending addenda, Q & A </li></ul></ul></ul><ul><ul><li>Historical Contracts </li></ul></ul><ul><ul><ul><li>http://www.pima. gov / econtractsz / </li></ul></ul></ul><ul><ul><li>Web-page links to Buyer Contact and Commodity Assignment Information: </li></ul></ul><ul><ul><ul><li>Contact Information: http://www.pima. gov /procure/ empinfo / </li></ul></ul></ul><ul><ul><ul><li>Buyer Commodity Assignments: http://www.pima. gov /procure/buyers. htm </li></ul></ul></ul><ul><ul><ul><li>ALL QUESTIONS MUST BE SUBMITTED IN WRITING </li></ul></ul></ul><ul><ul><li>  </li></ul></ul>
  8. 8. Guide: How to Participate in the Pima County Procurement Process <ul><li>Submittal Evaluation and Award </li></ul><ul><li>Evaluation criteria are defined by the solicitation; typically to the Low ‘ Responsive’ and ‘ Responsible ’ (IFB/RFQ) or Highest Ranked(RFP) Submittal </li></ul><ul><ul><li>“ Responsive ” & “ Responsible ” </li></ul></ul><ul><ul><ul><li>Submittal is in compliance with solicitation documents; registered to do business in Arizona(ACC) </li></ul></ul></ul><ul><ul><ul><li>Supplier has capacity and competency to provide the requested items; For example, not disbarred, poor performance history, etc. </li></ul></ul></ul><ul><ul><li>Double-check to assure all required documents are properly completed, signed & submitted </li></ul></ul><ul><ul><li>  </li></ul></ul>
  9. 9. Guide: How to Participate in the Pima County Procurement Process <ul><li>Diversity (MWBE) Preference </li></ul><ul><li>For Certified, Local, & Registered Firms: </li></ul><ul><ul><li>When ranking submittals,to determine Low(IFB/RFQ) Bid or Highest Score(RFP), the submittal will be given a 5% preference; RFP will be given Point(s) preference </li></ul></ul><ul><ul><ul><li>Submit certification document with submittal </li></ul></ul></ul><ul><ul><li>Information regarding M/WBE Code, Disparity Studies, Utilization Reports, Brochures and MWBE Certification may be viewed at: http://www.pima. gov /procure/ mwbe . htm </li></ul></ul><ul><ul><li>  </li></ul></ul>
  10. 10. Guide: How to Participate in the Pima County Procurement Process <ul><li>Award Recommendation </li></ul><ul><li>Based on Solicitation documents and Submittal Evaluations, the Requesting Department & Procurement agree to whom award(s)should be made </li></ul><ul><ul><li>Timing is dependent on the solicitation/testing </li></ul></ul><ul><li>Recommendation for Award(IFB/RFP) is faxed to respondents and posted at: http://www.pima. gov /procure/awards/index.html </li></ul><ul><ul><li>RFQ Awards not posted </li></ul></ul><ul><li>Recommendation must be approved by Procurement Director(<$100,000) or Board of Supervisors </li></ul><ul><ul><li>  </li></ul></ul>
  11. 11. Guide: How to Participate in the Pima County Procurement Process <ul><li>Award </li></ul><ul><li>Upon Award, Procurement will issue Contract or Purchase Order documents and execute with the Supplier(s) </li></ul><ul><li>Subsequent to execution of Contract/PO Documents, the Requesting Department administers performance, receipt/acceptance documentation and payment </li></ul><ul><ul><li>CAUTION : Payment may not be made for Items not on the executed PO/Contract. All Invoices shall reference the PO or Contract #, Line #/Description, and not exceed the agreement/item quantity or amount. </li></ul></ul><ul><ul><li>END OF PRESENTATION </li></ul></ul><ul><ul><li>  </li></ul></ul>

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