Doing Business with Volusia County - Vendor Information and Requirements

Working Together: Volusia County & Our Vendors County of Volusia Presented by the Purchasing and Contracts Division Presented March 14th & 15th, 2017 1 Doing Business with Volusia County

COMMUNICATION Communication is the key to success. You may ask where do I start? Who do I call? www.volusia.org/purchasing Doing Business with Volusia County 2 3/18/2025

Who Are You? You are an essential element in meeting Volusia County s needs. We recognize that without YOU, we could not meet the needs of our citizens. Doing Business with Volusia County 3/18/2025 3

How Do I Get Started? Registering with the County is an excellent first step. The County now has a Vendor Self Service program (VSS) www.volusia.org/purchasing. If you have registered with the County in the past, it is important to visit the VSS site to activate and update information. At this time registration is not required to bid, and it is not a guarantee of work, but it s the best way we ve found to get the word out to potential vendors. It is the vendors responsibility to update all information relating to their company (address, contact, remittance, and commodity codes). Doing Business with Volusia County 3/18/2025 4

Vendor Requirements Proper Professional Licenses. Business Tax Receipt (if a Volusia County business or if local preference applies). Insurance - specific to each solicitation. Bonds, if required. Registered as a vendor in the State of Florida through Sunbiz (www.sunbiz.org). Doing Business with Volusia County 3/18/2025 5

Insurance Each vendor must have the capability of obtaining insurance as required in the solicitation. The county does not require any vendor to purchase additional insurance as a requisite to submit a bid/proposal. Simply show the ability to obtain insurance levels as required and be able to furnish proof of insurance once a recommendation of award is made. Doing Business with Volusia County 3/18/2025 6

What does the County Buy? The County has issued an average of 197 solicitations annually for goods and services. The solicitations are outlined on the next slides showing the delineation of solicitations for technology items, consultants, construction, services and commodities. Doing Business with Volusia County 3/18/2025 7

Breakdown of Solicitations Commodities - 62% (such as aggregates, janitorial supplies, auto parts, office supplies, maintenance parts). Construction / A&E Consulting - 28% (such as roofing, road projects, trails, and vertical construction). Services - 10% (Technology and software, commercial leasing, studies, community assistance). 3/18/2025 8 Doing Business with Volusia County

Solicitations RFQ: Request for Quotation ITB: Invitation to Bid RFP: Request for Proposals RSQ: Request for Statement of Qualification (Professional Services) Doing Business with Volusia County 3/18/2025 9

Request for Quotation Can be formal or informal, depending upon the complexity of the project. Less than $25,000 is more informal. If it exceeds $25,000 but is less than $50,000, or it is a complex project, it will be quoted by Purchasing & Contracts. Awarded to the lowest responsive and responsible bidder (including local preference). Doing Business with Volusia County 3/18/2025 10

Invitation to Bid Always a formal process requiring sealed bids by a specified date and time. Utilized when we know exactly what we need (e.g.: generators, aggregates, chairs, auto parts.) Always awarded to the lowest responsive and responsible bidder (including local preference). Evaluated by Staff. Doing Business with Volusia County 3/18/2025 11

Request for Proposals Always a formal process requiring sealed proposals by a specified date and time. Utilized when we know where we want to end up, but not how to get there - a solution or services contracts. ex. ERP system, parking systems, trash collection. Awarded to the top ranked firm based on the evaluation criteria published in the RFP. For this solicitation an evaluation committee made up of County staff which in turn recommends to the County Council for selection. Doing Business with Volusia County 3/18/2025 12

Request for Statement of Qualifications The preferred solicitation method used to procure professional services based on qualifications. Price may be a factor in selecting the most qualified consultant. (e.g.: Auditors, Appraisers, Consultants - not CCNA). Awarded to the top ranked firm or firms through an evaluation process. Doing Business with Volusia County 3/18/2025 13

Request for Statement of Qualifications Professional Service procured under the Consultant s Competitive Negotiation Act (CCNA, FS 287.055). Utilized for procuring professional architectural, engineering, landscape architectural, surveying, and mapping services. Selection is based on qualifications and experience only. Awarded to the top ranked firm or firms through a two-step evaluation process. Doing Business with Volusia County 3/18/2025 14

Tips on responding to a solicitation Read the documents carefully. Talk to your insurance agent about the cost to meet the requirements. If an attorney will be involved in contracting, may be a good idea to have them review prior. Attend the pre-bid meetings. Ask questions for clarification - submit proposal prior to closing. Give yourself plenty of time for review, and to react to any addenda issued. Do not wait until the last minute to complete the submittal package. Doing Business with Volusia County 3/18/2025 15

Tips continued Make sure all documents that require a signature are signed by an someone authorized to sign for the company. Volusia County has a local preference policy, which means that if you are a vendor located in Volusia, Seminole, Lake, Orange or Osceola County, you can receive a 3% bid preference. If there is a subcontracting element that meets the local definition, an additional 2% bid preference. Supplemental documentation will be required to obtain this preference. Doing Business with Volusia County 3/18/2025 16

Do Not Be Late! All Formal Solicitations must be received by the Closing Time listed. Late Bids/Proposals CANNOT BE ACCEPTED! Doing Business with Volusia County 3/18/2025 17

Did you know? All submittals are considered a public record under the Florida Sunshine Law. The opening of all solicitations is done in a public forum. Except for construction projects, per Florida Statute, pricing will not be disclosed at time of the opening. Doing Business with Volusia County 3/18/2025 18

Did you know? (part 2) Volusia County is unique in that we purchase for the following groups: 1. Airport 2. Mass Transit (Votran) 3. Convention Center 4. Sheriff s Department 5. Beach 6. EVAC Doing Business with Volusia County 3/18/2025 19

Do I Need a Purchase Order? A payment vehicle IS required in order to receive Payment: Purchase Orders are primarily used for one-time purchases for a specific quantity and specific delivery. Master Agreements are primarily used for indefinite quantities with multiple delivery requirements. All purchases over $3,000.00 require competition Doing Business with Volusia County 3/18/2025 20

How Do I Get Paid? An invoice with the P.O., M.A., or Contract number must be sent to the ordering division for approval. The division will check for accuracy and forward to Accounting for payment. The County s standard terms are Net 45 days, FOB Destination, freight allowed. Construction projects are per Florida Statute. Doing Business with Volusia County 3/18/2025 21

I have a contract Whats next? Upon award of a contract, or agreement the vendor will work directly with the project manager of that department. All issues or concerns shall be addressed through the project manager. Understand the terms of your contract, and follow the contract. If there is a breakdown with project manager and vendor, call you procurement analyst. Doing Business with Volusia County 3/18/2025 22

Contracting Authority What is it? The authority to commit the County to a contract or agreement. Who has it? ALL contracts and/or agreements requiring a signature MUST go through Purchasing & Contracts. NO EXCEPTIONS Doing Business with Volusia County 3/18/2025 23

Frequently Asked Questions The School Board is a separate entity with its own Purchasing division. It is OK to approach the individual departments prior to a solicitation being issued. Collaboration as a prime and subcontractor is encouraged, collusion is not and is illegal. I am a small company, how can I compete? There are many small companies that do business with the County very successfully. 3/18/2025 24 Doing Business with Volusia County

Frequently Asked Questions... Part 2 The County does have a procurement card program for small non-recurring purchases; please let departments know if you can accept. Check your math; a mathematical error may deem your hard work non-responsive. The County allows other municipalities to piggyback off our contracts with the permission of the vendor. Doing Business with Volusia County 3/18/2025 25

Overcome the FEAR FACTOR! Submitting a Solicitation is not that hard. Let us assist you. Attend pre-bid meetings when offered. Doing Business with Volusia County 3/18/2025 26

Communication is Key! Don t let this be you. Ask for help! Visit www.volusia.org/purchasing Doing Business with Volusia County 3/18/2025 27

Go Team! Remember, we are BOTH part of a Team and we are here to help you. Wecan t be successful if you are not successful. Communication is KEY! Working Together, Volusia County and Our Vendors Doing Business with Volusia County 3/18/2025 28

Resources www.volusia.org/purchasing www.volusia.org/bidlist www.sunbiz.org Doing Business with Volusia County 3/18/2025 29

Questions & Answers Doing Business with Volusia County 3/18/2025 30