Procurement 101: “Learning the Ropes”
Goal

Introduce
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City of Dallas’ Business Development and Procurement Services
(BDPS) department
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Procurement process
Review
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ResourceLINK Team (RLT)
Business Development & Inclusion (BID) Group
Business Development & Inclusion goals and requirements
Minority/Women-owned Business Enterprises (M/WBE) certification
agencies
City of Dallas website (www.bids.dallascityhall.org)
City of Dallas Vendor Self-Service System (VSS) online registration
What does the City of Dallas purchase?
Tips on doing business with the City of Dallas
Business Development &
Procurement Services

Business Development and Procurement
Services (BDPS) includes:
 ResourceLINK
 Business
Team (RLT)
Development & Inclusion (BID Group)
 Procurement
Services
Decentralized/Centralized
Vendor
Vendor
Vendor
Vendor
Vendor
City
Attorney
Departments
Vendor
Risk
Management
Procurement
Procurement
Departments
City
Auditor
Vendor
City
Attorney
City
Auditor
Risk
Management
Vendor
Vendor
Vendor
Vendor
Business Development
The City of Dallas developed a group of
business development and
procurement specialist called “The
ResourceLINK Team” to connect your
business with the resources needed to
do business with the City of Dallas
How does the ResourceLINK
Team help me?
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Assists with online vendor registration
Explains the contracting process
Offers one-on-one support to vendors
Conducts vendor trainings
Participate in chambers, advocacy and industry
group events
Assists with M/WBE certification, if applicable
Assists with compliance of the BID Policy and
forms
Coordinate meetings between vendors and
departments
What is the BID Plan?



The Business Inclusion & Development (BID) Plan is the
City of Dallas’ mandated program to involve Minority
and/or Women-Owned Business Enterprises (M/WBEs)
to greatest extent feasible on the City’s construction,
procurement and professional services contracts
BID Compliance Group grants points for the significant
inclusion of M/WBE firms in response to the evaluation
of proposals including best value bids estimated at
$250K and over
BID Compliance Group reviews all contracts to ensure
compliance of the BID Plan
What is the BID Plan?

The BID Plan is used to encourage & increase participation of M/WBEs in city
contracts and encourage bidders/proposers to create joint ventures when
feasible to increase capacity and build stronger M/WBE firms in the market

Only the first tier, local certified M/WBEs (within Dallas County) can be counted
toward the BID goals

Certified M/WBEs located outside of Dallas County will be considered as
evidence of a business inclusion & development, but not counted towards the
BID goal

The BID Affidavit is required with the submittal of a bid or proposal

BID forms are due to BDPS within five business days of the awarding
department’s issuance of the notification of intent to award
BID Goals

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Construction = 25%
Architectural & Engineering = 25.66%
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Other Professionals = 36.30%

Other Services = 23.80%
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Goods = 18%
M/WBE Certification

Minority/Women-owned Business Enterprise (M/WBE) certification is a review process
designed to ensure that a business is actually owned, controlled and operated by an ethnic
minority and/or woman.

The City of Dallas accepts certifications from the following agencies:
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
North Central Texas Regional Certification Agency (No cost for this certification)
http://www.nctrca.org/
(817) 640-0606

Dallas/Fort Worth Minority Business Council ($270.00 fee for this certification)
http://www.dfwmbdc.com/
(214) 630-0747
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The Women's Business Council –Southwest ($250.00 fee for this certification)
http://www.wbcsouthwest.org/
(817) 299-0566
The certification application can be downloaded from the agencies website. If you need
assistance in completing the application, please contact a ResourceLINK Team
member at 214-670-3326.
Procurement Services

Buying goods and services for the City

Develop specifications jointly with City
departments

Work in conjunction with the ResourceLINK
Team (RLT) and Business Inclusion &
Development (BID) Group to involve qualified
Minority and Women-Owned Business
Enterprises (M/WBEs)
Procurement Opportunities
City of Dallas in 2009

Purchased over $900 million in goods and
services during fiscal year 2009 (September)

Over $134 million spent with local M/WBE
businesses (Dallas County)
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Over $177 million spent with local and non-local
M/WBE businesses combined
What does the City
of Dallas buy?
Architectural
Services
Police cars
Concrete
Ice
Flags
Books
Marketing
Consultants
Janitorial
Supplies
Shoes
Rodents
Oil & Gas
Catering
Paper
Sports
Bras
Tires
Traffic &
Street
supplies
Drafting
Services
Gifts &
Novelties
Consulting
Services
Plumbing
fixtures
Ammunition
Clothing
Police & Fire
specialties
Industrial
Supplies
Procurement Terminology

A bid is for goods and services awarded to the lowest, responsive,
responsible bidder

A best value bid is awarded to the bidder who provides goods or services
at the best value for the municipality
Examples:
 purchase price
 quality of bidder’s goods and services
 extent to which the goods and services meet the municipality’s needs
 total long-term cost

A proposal is for goods or services of a highly technical or professional
nature awarded based on a variety of factors, not just price
Procurement Terminology
(cont.)

Informal bids are for the purchase of goods and/or services that cost the
City less than $25,000 (Can be bid electronically and does not require a bid
security)
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Formal bids are for the purchase of goods and/or services that cost the
City more than $25,000 (Requires a sealed bid and a bid security)

Bid Security is a guarantee that the vendor has submitted a response in
good faith. $100 is to be submitted in the form of a personal, business,
and/or cashier’s check
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Master and Service Agreements are contracts entered into by the City and
vendor to provide goods or services over a defined period of time at a
predetermined price schedule
Procurement Terminology
(cont.)

Pre-bid meeting/Pre-proposal conferences are the assembly of
vendors, procurement buyer and City department representative(s)
to discuss the bid or proposal requested; this enables you to clarify
or ask questions and meet your competitors

Scope of Work is a description of what is being requested; it can
also determine the scopes of work for subcontracting opportunities
in the bid or project in consideration for the BID requirements

Specifications define how the City of Dallas expects the work to be
done; make sure your service or product meets City specification
requirements
Types of Solicitations
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Informal Bid (IFS) = Less than $25K (Low Bid)
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Formal Bid (RFB) = Greater than $25K (Low Bid)
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Best Value (RFB) = Greater than $25K (Best Value)
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Proposal (RFP) = Greater than $25K (Most
advantageous – Professional Services)
 Request for Competitive Sealed Proposal (RFCSP) = Great
than $25K (Most advantageous – High Tech goods or services)
Bid Numbers
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B (single letter) = Informal bid (<$25,000) (B01434)
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B01 (two number) = Identify the Buyer (B01434)
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BJ (two letters) = Formal bid (>$25,000) (BJ0416)
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BJ (two letters) = Identify the Buyer (BJZ0412)
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BJZ (third letter) = Proposal (BJZ0412)
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CI - Construction = (CIZ0434)
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HU - Housing Repairs = (HU0424)
Putting Your Best Bid Forward
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Read bid instructions
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Make sure your product, service, delivery meets specification requirements
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Attend pre-bid meetings
 Meet the department and ask questions regarding the bid specifications
 Identify subcontracting opportunities and potential subcontractors
 Meet your competitors/network
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Keep up with bid schedule and addenda
 Pre-bid meeting
 Addenda
 Closing date
Putting Your Best Bid Forward
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Correct bid sheet
 quantity
 unit & extended cost
 unit of measure
 check the math
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Bonding & Insurance requirements
 Amount of coverage needed
 Meet bonding/insurance requirements
 Terms and conditions
 For assistance call Chandra Marshall-Henson, (214) 671-9277

Complete & submit all bid documents
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Make a competitive bid
How do I get to do business
with the City of Dallas?
 Register online as a vendor at the City website,
www.bids.dallascityhall.org
 Select commodity codes that best describe your product or
services
 Keep your vendor information up to date (i.e. phone, address, email address, commodity codes at www.bids.dallascityhall.org)
 Contact information is used to
 contact you,
 notify you of bids, upcoming events, and
 more importantly, to pay you
How do I get to do business
with the City of Dallas?
 If your company is minority and/or women owned
business (51%); and, he or she is the controlling
entity
 It is recommended that you obtain MWBE certification
 Check M/WBE certified if applicable
 Participate in the pre-bid meetings
 Bid in the procurement process
Upcoming Events

February 2010: Construction, Architectural &
Engineering Roundtable & Current Special
Projects

April 2010: Procurement 101: Learning the
Ropes & Goods, Professional & Other Services
Forum
ResourceLINK Team
Is your LINK
to
Doing Business with the City of Dallas
Contact a ResourceLINK Team member at (214) 670-3326
www.bids.dallascityhall.org