ITB Explained

Invitation to Bid (ITB):

Two Types

- Formal
- Informal

Formal Bid

-Dollar Value >$7,500

- Handled by Purchasing Department
- Publicly Advertised on BidSync
- Bids opened at public meeting
1
 ITB Explained
Invitation to Bid (ITB):

Two Types

- Formal
- Informal

Formal Bid

-Dollar Value >$7,500

- Handled by Purchasing Department
- Publicly Advertised
- Bids opened at public meeting
2
 ITB Process

Invitation to Bid (ITB):

standard method of procurement

specifications are completely established

Evaluation
Pricing

Method of Award
Lowest priced responsive, responsible bidder

3
 ITB Process
Invitation to Bid (ITB)

Responsive -vs.- Responsible

Responsive - A bidder who complies with all
specifications and terms set forth in the invitation to
bid (ITB) and
Responsible - A bidder whose reputation, past
performance, business and financial capabilities
indicates the bidder is capable of satisfying the
County’s requirements for a specific contract.

4
 ITB Process

There are several steps in the bidding

process:
1. Using Department Prepares Bid Specs
2. Purchasing Drafts a Bid
3. Solicitation
4. Evaluation
5. Award

5
 ITB Process

A bid has four major sections.

– 1. General Conditions
– 2. Special Terms and Conditions
– 3. Technical Specifications
– 4. Bid Proposal*

*Must be submitted by bidder

6
 ITB Process

All bids require:

Timely Receipt

Many bids require:

Bid Bonds / Proof of Insurance
Payment & Performance Bonds
Others as specified in the Bid.
Prevailing Wages / DAS Pre-qual
7
 ITB vs. RFP

Request for Proposals (RFP)

scope of services may not be completely established
more than one solution may be available
varying levels of service to negotiate
Evaluation
Experience and qualifications of proposer and staff
Project management approach
Recommended solutions
Financial capabilities and pricing
Method of Award
Highest ranked responsive, responsible proposer
8
 RFQ Process
RFQ Uses

Request for Qualifications (RFQ):

Technical or Qualification evaluation

(new technology)
Establish a Pool of multiple contractors

(rotational or further competition)

9
 RFI Process
RFI Uses

Request for Information (RFI):

Used to collect written information about
the capabilities of various suppliers
(new technology)
Usually followed by a RFP or RFQ process

Information is analyzed and use to determine

next steps
10
 RFP Process
Types of purchases made by RFP for
over 50 City departments and agencies

Concessions Medical Services

Consulting Services Software Systems
Employee Benefits Voting Equipment
Insurance Zoo Master Plan
Legal Services And much more…

11
 ICP Process
Informal Competitive Proposal (ICP):

No Formal Request for Proposal

- Special and Professional Services only

Informal Competitive Proposal

-Dollar Value <$25,000

- Handled by Client Department (Multiple Proposals
Solicited) Via Phone, Fax or BidSync
- No Public Advertisement Required
- Public Bid Opening Meeting not Required
12
 RFP Process
Steps in the RFP Process

1. Preparation Phase
- Client Department determines need
- Purchasing develops RFP

2. Solicitation Phase
- Post on website (BidSync)
- Pre-proposal Conference (Optional)
- Receive proposals
13
 RFP Process
Steps in the RFP Process

3. Evaluation Phase
- Evaluation/Selection Committee meets
- Oral presentations
- Rate and rank proposals
- Apply contract measures and local
preference
14
 RFP Process
Steps in the RFP Process

4. Negotiation Phase
• scope of services • warranties
• terms & conditions • payment schedule
• performance standards • pricing

5. Award Phase
- Award recommendation to Board of Public
Purchases/City Council
- Award Notification
- Compliance with conditions of award (insurance,
vendor registration, Affirmative Action Plan) 15
 RFP Process
Steps in the RFP Process

6. Post-Award Phase
- Project meetings
- Project management by Client Department
- Contract monitoring by Client Department
- Performance review

16
 RFP Document
Seven Major Sections

1. Overview and Proposal Procedures

(background, ordinances, rules, procedures)

2. Scope of Services
(requirements and services to be provided)

3. Proposal Format
(format and content)

17
 RFP Document
Seven Major Sections

4. Evaluation/Selection Process
(evaluation criteria, points, process)

5. Selection Committee Members

(Identified by job title only)

6. Form of Agreement
(sample contract terms and conditions)

18
 RFP Document
Seven Major Sections

7. Attachments
(forms, appendices, price schedule)

19
 RFP Document
Submitting a Proposal

**Follow Proposal Format Instructions**

Requirements:

Proof of compliance with minimum qualification

requirements
Note exceptions taken to RFP
Submit bonds/affidavits
20
 RFP Document
Submitting a Proposal

Tips:
Sufficient information for City to perform meaningful
evaluation

Demonstrated ability to perform Scope of Services

Apply for contract measures and local preference

Follow packaging details

21
 RFP Document
Responsive vs. Responsible
Responsive:
proposal meets the minimum requirements of
the RFP

Responsible:
Proposer’s experience, past performance, and
business and financial capabilities are such that
an appropriate authority would judge the
Proposer to be capable of satisfying an
organization’s needs for a specific contract
22
 City Ordinances
City Contract and Purchasing Procedures
(Ordinance No. 3.08

Completely revamped in 2003

Establishes rules and procedures by which the

City Purchasing function

23
 City Ordinances
Minority Business Enterprise Program
(Ordinance No. 3.12.130)

Must be identified as member of “target

group” as defined by ordinance

Many contracts mandate MBE participation

MBE’s receive additional evaluation points

when joint venturing on RFP’s
24
 City Ordinances
Sheltered Market Program
(Ordinance No. 3.12.130.D.4)

Implementation currently in progress

Certain bids or portions of bids will be identified and only

“local” suppliers will be allowed to participate

Bids will be exempt from all MBE, WBE and DBE

requirements

25
 City Ordinances
Available on City Clerk’s website
www.Bridgeportct.gov/cityclerk

26
 e-Procurement
www.bidsync.com

Vendors
- Enroll (receive notification of
solicitations when advertised)
- Register
Solicitations
- View open solicitations
- Download for free
Existing Contracts 27
 BidSync
http://www.bidsync.com

28
e-Procurement (solicitations)

29
 Vendor Assistance
BidSync
(800) 990-9339

Visit our Website

www.Bridgeportct/gov/purchasing

30
 Useful Phone Numbers
Small & Minority Business Resource Office 203-576-8473

Office of Contract Compliance 203-576-8227

Purchasing Department 203-576-7291

BidSync 800-990-9339

Mayor’s Office 203-576-7201

Finance Department/Account’s Payable 203-576-7251

Small Business Recruitment & Retention 203-394-6981

31
On behalf of the Department of
Public Purchases,
thank you for attending.

We look forward to doing

business with you!

32