WELCOME! JULY 20 th 2017 Chapter Meeting

Transcription

1 WELCOME! JULY 20 th 2017 Chapter Meeting 1

2 Chapter Officers Justin Lundgren, President - president@pmiswmo.org Natalie Beissel, Executive VP - execvp@pmiswmo.org Natalie Beissel, VP of Administration admin@pmiswmo.org Keith Jones, VP of Marketing - marketing@pmiswmo.org Martha Rueda, VP of Communications - info@pmiswmo.org Phillip George, VP of Finance - finance@pmiswmo.org Donald Turner, VP of Education - programs@pmiswmo.org Darin Ellingsworth, Past President - pmief@pmiswmo.org 2

3 Chapter Volunteers Director of Social Media Your name here! Director of Records Management Your name here! Ready to get involved? Numerous Director positions available! Check out Chapter Volunteering on our website Ask a board member how you can get involved 3

4 us on Facebook ON THE PMISWMO.ORG 4

5 Be a winner!! Fill out the meeting survey for a chance to win a $10 Amazon gift card! We want our meetings to be beneficial and appreciate your candid feedback! 5

6 Quick PDU Opportunities PMI SWMO Blog Post 2 PDUs Write a blog post of minimum 250 words on a project management topic to be published on the PMI Southwest Missouri web site and social media outlets. If you are interested, please talk with Martha or send an to comm@pmiswmo.org with a brief description of the topic you would write on. Check out our latest Blog Posts and the Presidents Blog! 6

7 Chapter Sponsorship Thanks to our sponsors If you or your company is interested in sponsorship contact any officer or our VP of Marketing for more information. 7

8 MARK YOUR CALENDAR! August-17TH Chapter McAlister's Deli 6:00pm 8:00 pm The presentation will be on Personal Kanban by Phillip George 8

9 If you are claiming your PDU for tonight's meeting It falls under the Technical Project Management category 9

10 THIS EVENINGS SPEAKER ARE Kara Daniel Is a member of The Institute for Public Procurement (NIGP), The Missouri Association of Public Purchasing (MAPP), Mid America Council of Public Procurement (MACPP), and The Network (the Springfield Chamber of Commerce s organization for young professionals). She has been on the MAPP Board since 2015 and she currently serves as Secretary. She was recently selected to serve NIGP as a Chapter Ambassador for Area 6. Kim Hopkins-Will Kim Hopkins-Will has supply chain experience in both private and public that spans thirty years. Kim is currently a Buyer for City Utilities of Springfield, Missouri with primary responsibility to the two power plants in town. Her prior purchasing experience includes Technology Buyer for Missouri State University, Buyer for Central States Industrial, Contract Specialist for the Metropolitan Government of Nashville and Davidson County s Purchasing Department and the Middle Tennessee Career Center, and Replenishment Buyer for Service Merchandise Company. Presentation Title 10

11 July Chapter Meeting Presentation on PROCUREMENT CONTRACTS (What Types and When to Use Them) By Kara Daniel and Kim Hopkins-Will 11

12 Public Procurement Contracts Presented by Kara Daniel, City of Springfield and Kim Hopkins-Will, City Utilities

13 Public Procurement Public agencies adhere to the Uniform Commercial Code (U.C.C.) Covers a wide range of commercial activities Developed in 1951 and adopted by all 50 states Determines rights and obligations on the basis of fairness and reasonableness Public agencies adhere to the American Bar Association (ABA) Model Procurement Code for State and Local Government. Developed by the ABA and adopted in 1979 revised in 2000 A collection of statutory principals and policies that provides guidance to public policy. The City of Springfield s purchasing manual is modeled this code. Public agencies perform competitive bidding processes there is no bargaining Although specific solicitation types do allow for negotiations As public servants we operate in a fish bowl It is imperative public procurement professionals maintain a high level of transparency, integratory, as well as promote fairness and equality.

14 City of Springfield Contract Components Public Agencies follow their Law of Agency Charter/Purchasing Manual The majority of City of Springfield contracts consist of the following: Solicitation Document Bidder s Response Award Letter/Purchase Order Separate contract shell when necessary

15 City of Springfield Procurement Contract Types

16 Request for Quotation (RFQ) Busch Municipal Building Products/services ranging in price from $5,000 to $20,000 Also known as Request for Bid (RFB) A small order purchasing method A request is sent to the supplier, along with a description of the commodity/service, and any contract terms and conditions Informal faxed/ ed quotations are acceptable Award to the lowest responsive bidder Best price, quality, delivery, services, past performance, and reliability

17 Request for Qualifications (RFQu) Request for Qualifications is a document issued to obtain statement of qualifications from potential development teams or individuals to gauge competition in the market place, prior to issuing the solicitation. This is a pre-qualification process that happens in advance of issuing the contracting document. Old City Hall

18 Invitation for Bid (IFB) Old City Hall Products/service over $20,000 Also known as Invitation to Bid (ITB) Sent to the supplier, along with a description of the commodity/service, and any contract terms and conditions Must be submitted in a sealed envelope Award to the lowest responsive bidder Best price, quality, delivery, services, past performance, and reliability

19 Request for Proposal (RFP) Old City Hall Construction and professional services Document used to solicit proposals from Offerors for goods/services Formal proposals in sealed envelopes Evaluated by a committee based on the established criteria for award Allows for negotiation of best and final offers Price is not a primary evaluation factor Award to the highest ranking firm

20 Sale Bid Sale Bids (SB): for Surplus items such as Police Weapons, fire trucks, and the sale of real property Must be submitted in a sealed envelope Award to the highest responsive bidder The Old Church now Health Dept. offices

21 Lead Times Request for Quotation (RFQ) On the street a minimum of 10 calendar days Request for Qualifications (RFQu) On the street a minimum of 7 calendar days Invitation for Bid (IFB) On the street a minimum of 14 calendar days Request for Proposal (RFP) On the street a minimum of 30 calendar days Sale Bid (SB) On the street a minimum of 30 calendar days Additional time may be needed if there is an addendum, pre-bid, pre-proposal conference, or site inspection

22 Contract Pricing Strategies Fixed Price Fixed Price with Incentive Establishes goals, when the Contractor meets the goals the profit is increased Fixed Price with Escalation/De-Escalation An allowance is made for price increase/decrease based on the Contractor s supply cost If there is a request for an increase documentation must be provided to prove the margin of profit is not being increased Fixed Firm Price Most commonly used Pricing remains the same during the duration of the contract

23 Contract Pricing Strategies (Continued) Cost Reimbursement Time and Commodities (Materials) Used only when no other type of pricing is suitable Pricing provided in a fixed hourly rate for labor plus the cost of materials Cost Sharing Used when it s impossible to estimate costs firmly, used in research and development contracts Cost Plus Incentive Fee The Contractor receives reimbursement for costs for cost-plus-fixed-fee but the fee is determined after the contract is completed Cost Plus Fixed Fee The Contractor is reimbursed for all reasonable, allocable, and allowable costs

24 City of Springfield Term Contracts Indefinite Quantity Contracts The City of Springfield maintains more than 200 term contracts used City wide for both goods and services: HVAC repairs* Police/Fire equipment Pizza Portable toilets Electrical Services* Mowing services Janitorial supplies Feeder rodents Concrete Traffic signals *Indicates a Time and Materials Contract Busch Municipal Building

25 Cooperative Procurement Piggy Back Language A form of intergovernmental cooperative purchasing which an entity extends the pricing and terms and conditions of the contract, other public agencies can utilize the contract with the same pricing and terms/conditions. Examples of Cooperative Contracts: State of Missouri MODOT AEPA U.S. Communities GSA These are federal contracts that may be offered to municipalities National IPA

26 Sole Source vs. Proprietary Sole Source Purchases do not equal bad procurement, but do require a valid justification based on the need. Sole Source Rare Product/service is only available from one manufacturer or service provider There is only one manufacturer, the manufacturer is the sole distributor, and they hold the patent At the City justification is required for sole source Proprietary Purchases Product/service available from multiple suppliers Owned and sold by a patent holder for profit

27 Emergency Contracts A legitimate Emergency exists when there is a threat to public health, welfare, or safety. The City of Springfield has authorization thresholds for the approval of emergency purchases ALL OTHER REQUIREMENTS SUCH AS INSURANCE AND PREVAILING WAGE STILL APPLY

28 The Institute for Public Procurement (NIGP) The City of Springfield Division of Purchases adheres to the code of ethics as established by the Institute for Public Procurement (NIGP). Missouri Association of Public Procurement (MAPP)

29 Contact Information Kara Daniel, Buyer, MAPP Secretary, NIGP Area 6 Chapter Ambassador City of Springfield kdaniel@springfieldmo.gov Kim Hopkins-Will, Buyer II City Utilities kim.hopkins-will@cityutilities.net

30 Thank you everyone for coming and have a great week! Presentation Title 30