PURCHASING Selling to Government Seminar May 5, 2016

Transcription

1 PURCHASING Selling to Government Seminar May 5, 2016

2 Purchasing Functions Provide procurement services for all City Operations to obtain quality products and services at the most competitive prices or best value Manage a fair and open competitive bid process (composing tender documents, advertising, closing, evaluating responses, selecting vendor, finalizing contract) Define and continuously improve purchasing policies, procedures and processes, tender documents and contracts templates

3 Purchasing Practices Governed by: Agreement on Internal Trade (AIT) New West Partnership Trade Agreement (NWPTA) Municipal Government Act (MGA) City of Medicine Hat Policies and Procedures based on the principles of Equity, Fairness and Transparency

4 Purchasing The City encourages an open competition for all purchases. Competitive bidding >$10,000 Open Competitive Processes Used: Request for Tender. Request for Proposal (RFP). Request for Quotation (RFQ). Request for Prequalification. Open Non-Competitive Processes Used: Request for Information, Expression of Interest.

5 Examples of Open Competitions Environmental Utilities water sewer upgrades, waste water treatment, water main upgrades, lift station improvements, chemicals supply for power and water treatment plants Municipal Works roads and bridges, sidewalk construction and rehabilitation, streetlights maintenance /replacement, flood mitigation projects Parks & Recreation - landscape development, turf mowing / weed spraying/ fertilizing, campground utility services and playground development Building Services - maintenance of all City owned buildings (i.e. roof replacements, HVAC, janitorial services)

6 Open Competitions Electric Distribution - supply of Cable, Wire, Transformers, substations; overhead power line, transmission line rebuild Fleet Services Purchase of all City s vehicles (fire trucks, light-duty trucks, police vehicles, street sweepers, sanders, buses) Gas Distribution & Production - pipeline services and maintenance, supply of steel and poly pipes, construction services - oil & gas facilities

7 Net Result In 2014, $210 million dollars was committed for the purchase of materials & services and construction new procurement opportunities (94 RFTs, 32 RFPs, 12 RFQ s, 2 Prequals and 3 EOI s); Awarded Value $74M Change Orders $44M Standing Offers $41M Sole/Preferred Source $27M Low Value PO $10M Inventory PO $6M P-Card $6M Emergency PO $1M

8 Bid Notification All bid opportunities are advertised: On the City website: (click on Services/Business/Tenders) Competitive Bid Documents are Uploaded on the Alberta Purchasing Connection (APC) website:

9 Obtaining a Bid Package Majority of bid packages are posted on the APC website. Bidders to obtain documents from this site only. The City is not responsible for documents posted to or obtained from any other site. City Website Provides a direct link to the APC Website for easier access to bid documents.

10 Responding to Bid Opportunities- Do s & Don ts Do s- Don ts 1. Read and Comply All Instructions: 1. Forget to sign on the Bid Form Closing date / time Site meeting date / time Contact information for inquiries Submission requirements Security requirements (bonds) 2. Meet all Mandatory Requirements 3. Clarify ambiguities 2. Wait until the last minute to submit 3. Overlook mandatory requirements 4. Overlook evaluation criteria 4. Assure authorized signature on the Bid/Proposal Forms 5. Ask for a debrief 5. Assume t s and c s negotiable

11 Bid Openings Openings occur shortly after the closing date / time. Construction related projects are generally opened in public. Others are at the discretion of the Purchasing Department. The Instructions will state if opening is non-public.

12 Evaluation & Awards Evaluation based on pre-established criteria stated on tender documents An Award Letter is sent to the successful applicant. Awards are posted on the City s website and APC, generally two (2) business days following the decision. Unsuccessful proponents to RFP s will be notified by .

13 City of Medicine Hat Purchasing Department Staff Alec Chan, Purchasing Supervisor Kim Ashby, Senior Buyer Don Borrows, Buyer III Rhonda Olson, Buyer II Karen Ryan, Purchasing Assistant

14 Inquiries aspx?documentid=5431 (Doing Business with the City of Medicine Hat) General Inquiries: Phone: Fax: Mail: st Street SE, Medicine Hat, AB T1A 8E6

15 Current & Future Initiatives Contractor HSE Management Program in conjunction with Health, Safety and Environment Improve Contractor HSE performance Establish a standard for HSE prequalification, and safety record as evaluation/selection criteria. Consultant / Contractor Performance Evaluation Strategic Sourcing Social procurement

16 Questions