Working Together:
Volusia County &
Our Vendors
County of Volusia
Presented by the
Purchasing and Contracts
Division
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COMMUNICATION
Communication is
the key to success.
You may ask where
do I start?
Who do I call?
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Who are we? Purchasing & Contracts
Jeaniene Jennings, CPPB
Director of
PURCHASING & CONTRACTS
Connie Newport
Staff Assistant II
Pam Wilsky CPPB.
Procurement Manager
TECHNICAL SERVICES
Shaira Resto, CPPB
Procurement Manager
CONSTRUCTION SERVICES
Tabatha Freedman, CPPB, MBA
Procurement Analyst II
Inga Fegley
Procurement Analyst II
Becki Bishop C.P.M
Procurement Analyst II
Jennifer Distlear, CPPB, MBA
Procurement Analyst II
Kathy Williams, CPPB, MBA
Procurement Analyst II
Tony Recktenwald
Procurement Analyst I
Ron Falanga
Procurement Analyst I
Vlad Opreanu
Procurement Analyst I
Denise Lewis
Procurement Specialist
Lynne Bates
Procurement Specialist
Norma Rosales
Office Assistant IV
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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
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Overview

We are here to assist you in successfully putting
the pieces of the puzzle together
Bid
process
Do I need
a P. O.?
YOU
Who do I
talk to?
Payment
How do I get
started?
Approval
process
Requirements
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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)
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Vendor Requirements




Proper Professional Licenses
Volusia County Business Tax Receipt (if a
Volusia County business)
Insurance - specific to each solicitation.
Bonds, if required.*
Registered as a vendor in the State of
Florida through Sunbiz (www.sunbiz.org)
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Insurance
Each vendor must be able to have the
capability of obtaining insurance as
required in the solicitation. The county
does not required any vendor to purchase
additional insurance as a requisite to
submit a bid/proposal. Vendors must
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.
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What does the County Buy?
From January 2010 to June 2011 the
County has put out 289 solicitations for
goods and services. The solicitations are
broken down on the next slide showing the
number of solicitations for technology
items, consultants, construction, services
and commodities.
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Breakdown of solicitiations
Commodities 142 - 49.1%
( such as aggregates, janitorial supplies, auto
parts, office supplies, maintenance parts)
 Construction 52- 18.1%
( such as roofing, road projects, trails and
vertical construction)
 Services 41- 14.2%
( residential waste removal, banking,
community assistance)

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Solicitations continued
Consulting Services 39- 13.5%
(such as engineering, efficiency studies,
insurance brokerage services)
• Technology/IT 15- 5.1%
(such as software solutions)
•
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Solicitations

RFQ: Request for Quotation

ITB:

RFP: Request for Proposals

RSQ: Request for Statement Qualifications
Professional Services
Invitation to Bid
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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 the
division or Purchasing & Contracts

Awarded to the lowest responsive and
responsible bidder
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Invitation to Bid

Always a formal process requiring sealed bids by
a specified date and time

Utilized when we know exactly what we need

Always awarded to the lowest responsive and
responsible bidder

Evaluated by Staff
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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

Awarded to the top ranked firm based on the
evaluation criteria published in the RFP

For this solicitation an evaluation committee,
typically consisting of County staff and a
Council member, is utilized to recommend a
choice to the County Council
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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

Awarded to the top ranked firm or firms through
an evaluation process
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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
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Do Not Be Late!

All Formal Solicitations must be
received by the Closing Time listed

Late Bids/Proposals
WILL NOT BE ACCEPTED!
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Selection Process
RFQ:
ITB:
RFP:
RSQ:
Request for Quotation
Invitation to Bid
Request for Proposals
Request for Statement of Qualifications
Professional Services
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Going to Council
Any purchase for goods or services that exceeds
$50,000.00 must have approval from the
Volusia County Council.
Items of this nature are generally heard as part
of the Consent Agenda at each County Council
meeting.
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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
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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
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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
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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
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Overcome the FEAR FACTOR!

Submitting a Solicitation is not that hard or scary.
Let us assist you

Attend pre-bid meetings when offered
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Communication is key!

Don’t let this be you. Ask for help!

Visit www.volusia.org/purchasing
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Go Team!
Remember, we are BOTH part of a Team
and we are here to help
 We can’t be successful if you are not
successful
 Communication is KEY!

Working Together,
Volusia County and
Our Vendors
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Questions & Answers
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