20260114-005 Austin Aviation Procurement 101 — original pdf

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Procurement 101 for Austin Aviation Austin Financial Services January 14, 2026 Today’s Topics  Who we are  What we do and why we do it  How we do what we do 2 WHO WE ARE 3 WHAT WE DO AND WHY WE DO IT 7 What’s Procurement? Who Does What? What is Procurement? Purchasing, renting, leasing, or otherwise acquiring any supplies, services, or construction; and all functions that pertain to the acquisition, including description of requirements, selection, and solicitation of sources, preparation and award of contract, and all phases of contract administration. (Institute for Public Procurement) 8 Why We Do What We Do  Texas Local Government Codes  Chapter 252  Chapter 2254  Chapter 2269  City Charter  Administrative Bulletins 03-01 and 84-07  Policies enacted by City Council  Living Wage, MWBE Ordinance, Wage Theft, No Lobbying, etc.  Procurement Manual/SOP’s  Industry Best Practices 9 How We Do What We Do 10 Process Used and Options Available Depend on Contract Value – General Procurement  Up to $3,000 – Single Quote  >$3,000 - $78,000* – Two (2) Methods  Invitation for Quotations (IFQ), Solicitation  Send only to Certified Vendors (MBE, WBE, SBE, HUB, etc.) if 3 or more are available  Award to Certified Vendors, if 3 or more respond  Publish in AFO if either is insufficient  Award can be based on things other than the low price, but it must be included in the Invitation for Quote shared with potential vendors  Informal Quotes, No Solicitation  Gather 3 or More quotes  Minimum of 2 HUBs must be contacted * Going to 100,000 in FY2026 11 Process Used and Options Available Depend on Contract Value – General Procurements  >$78,000 – Formal Competition  Invitations for Bids (IFB)  Specifications/Scopes of work determines solely by Aviation, can have pass/fail minimum requirements, award based on lowest price meeting all requirements  Request for Proposals (RFP)  Initial Specifications/Scopes of Work drafted by Aviation and included in solicitation, seeking vendor solution and input into how to achieve the objectives, award based on proposed solution, price, qualifications, experience and other criteria  Request for Qualifications (RFQ)  Initial Scope of Work developed by Aviation and included in solicitation. Award based solely on qualifications and experience, the price and scope negotiation with most qualified 12 Construction Delivery Method: Design-Bid-Build 13 Construction Delivery Method: Construction Mgr.@ Risk 14 Construction Delivery Method: Design-Build 15 Exemptions from Competitive Rules Allowable exemption categories include (but not limited to): • Sole Source • Professional Service • Protect Public Health and Safety of Residents There can be different levels of competition for exempted procurements: • Non-competitive • Limited Competition • Formal Solicitation (Full Competition) – Request for Qualifications Statement Able to purchase through Cooperatives, allowing us to leverage large volume buying power of other government agencies without going through our own competitive process. 16 Policies impacting Solicitations: No Lobbying • Why? Maintain fair, equitable, competitive process • Applies to formal solicitations anticipated for City Council approval • Authorized Contact is identified in solicitation documents • Violation may result in disqualification, cancellation of solicitation, debarment • No-Lobbying Report is available online PROHIBITED ACTIVITIES INCLUDE… Contact by City official or employee with respondent regarding response Provide substantive info about respondent or response to City official or employee Ask City official or employee to favor/oppose, recommend/not recommend, take action/refrain from taking action 17 Policies impacting Solicitations: MBE/WBE City of Austin’s Minority and Women Owned Business Enterprise Program  Applies to City contracts over $50,000  Central Procurement sends trade summary and scopes of work to ASMBR to review for potential subcontracting goals  Ordinance exempts some contracts including sole source purchases 18 Policies impacting Solicitations: Small Business Preference City of Austin includes preference for Small Businesses  IFQ – Only sent to certified firms/HUBS if there are enough available initially  IFB – Up to a 5% bid discount for being a Small Business  RFP – Up to 10% of points available for being a Small Business 19 Questions? 20