City Procurement Process — original pdf

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Central Procurement Austin Financial Services Matthew Duree Central Procurement’s Objective Central Procurement supports the City of Austin by procuring the materials, services, and construction resources essential to City operations and Capital Project Delivery. We ensure all procurements are conducted through qualified, responsive vendors using appropriate procurement methods that:  Comply with City regulations  Promote transparency and fairness  Maximize value for the City and its residents 2 Central Procurement’s Organizational Chart Kimberly Olivares Director, Financial Services James Scarboro Chief Procurement Officer Matthew Duree Division Chief Beverly Mendez Division Chief Shawn Willett Deputy Procurement Officer Procurement Programs Capital Procurement Corporate Procurement Embedded Procurement 3 Procurement Categories • Administrative • Construction and related professional services • Electric utility • Facilities and grounds • General goods • General services • Health and safety • Information technology • Industrial and MRO • Mobility • Waste 4 What the City Buys Health and Safety 3% Waste 2% Electric Utility 1% General Goods 3% Facilities and Grounds 5% FY 2025 Spend Report $ 3,834,501,268 Mobility 8% Construction 32% General Services 9% Industrial and MRO 10% Information Technology 15% General Administrative 12% 5 Procurement Process Procurement Process Pre-Sourcing Post Award (Managing Contracts in eCAPRIS) Customer AFS Central Procurement Customer Planning Sourcing Contract Execution Contract Management Requisition Solicitation Development Solicitation Receipt Response Evaluation Contract Administration Contract Monitoring Note: For Construction and City-Wide contracts, the Procurement Staff will act as the contract manager/monitor. 7 Procurement Laws and Regulations  Texas Local Government Code, Ch 252  City Charter  Administrative Bulletins  Delegated Authority  Policies enacted by City Council  Central Procurement Policies and Procedures  Other – industry best practices 8 Procurement Process – Noncompetitive Sourcing • Certificate of Exemption Required  Emergency Purchasing  Sole Source Purchasing  Personal, Professional, and Planning Service Purchasing  Critical Business Need (Austin Energy Only) • Interlocal Purchasing 9 Procurement Process - Cooperatives A cooperative purchase is a procurement based on competitively bid contracts from other public entities or alliances, enabling faster procurement and volume- based. 10 Procurement Process – Cooperatives (cont’d) Current established Cooperative Purchasing Organizations (CPOs) operating within the State of Texas and authorized by the Austin City Council: • OMNIA Partners • Houston-Galveston Area Council of Governments (HGAC) • Texas Local Government Purchasing Cooperative (BuyBoard) • The Cooperative Purchasing Network (TCPN) • TxSmartBuy • Texas Multiple Award Schedule (TXMAS) • Texas Department of Information Resources (DIR) • Texas Council on Competitive Government (CCG) • Texas Interlocal Purchasing Cooperative (TIPC) 11 Procurement Process – $5,000 or less Purchases $3000 or less • Single informal quote  Recommended to first consider MBE/WBE certified or local firms. Purchases $3,000.01 to $5,000 • Minimum of three (3) informal quotes  Request from a minimum of two (2) MBE/WBE firms or contact all MBE/WBE certified firms registered for the commodity code. 12 Procurement Process – $5,000.01 to $78,000 Informal Competitive Quote • Invitation for Quote (IFQ) – An informal process for obtaining goods and non-professional services. This process may be used for one-time purchases under $78,000. These are not subject to advertisement or a public bid opening, so they are sent out through eCapris and published to AFO for a short period of time. • Cooperatives 13 Procurement Process – Greater than $78,000 Invitation for Bids (IFB) – lowest responsive, responsible Request for Proposals (RFP) – highest evaluated responsive, responsible Request for Qualifications (RFQ) – most qualified responsive, responsible 14 Procurement Process – Greater than $78,000  MBE/WBE Goal Determination  Central Procurement staff works with Austin Small and Minority Business Resource (ASMBR) to determine solicitation goals before solicitation is advertised.  ASMBR determines if the solicitation’s commodities codes have subcontracting opportunities or if MBE/WBE Prime firms are available. 15 Procurement Process – Greater than $78,000  Central Procurement will take the RCA to Council on behalf of the Department.  Once the RCA is approved by Council, Central Procurement will execute the contract. 16 Procurement Process - RCA Timeline RCA due to Central Procurement by 5 pm Friday - 7 weeks prior to the Council Meeting SMBR and Law Review and Sign-Off FSD Director’s Sign-Off CMO Agenda Review Council Meeting Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Department Deadline at least 1 week prior RCA Launched Monday of Week 1 Draft Agenda Published Final Agenda Posts on Friday 17 Procurement Programs Procurement Programs – Business Programs Procurement Management Source Selection Contract Management Regulations and Procedures Surplus Property Administration ProCard Administration Outreach and Training 19 Procurement Programs – Policy Programs Construction Training Environmentally Preferrable Living Wage Prevailing Wage Local Business Preference Small Business Preference MBE/WBE Support with SMBR 20 Resources Useful Websites eCAPRIS Austin Financial Services FSD Hub Austin Finance Online Click links above to access sites. 22 Austin Finance Online Navigation 23 Central Procurement Executive Staff James Scarboro Chief Procurement Officer Central Procurement Matthew Duree Division Chief Procurement Programs Beverly Mendez Division Chief Capital Procurement (512) 974-2050 James.Scarboro@austintexas.gov (512) 974-6346 Matt.Duree@austintexas.gov (512) 974-3596 Beverly.Mendez@austintexas.gov Shawn Willett Deputy Procurement Officer Corporate & Embedded Procurement (512) 974-2021 Shawn.Willett@austintexas.gov 24 Questions? For more information please visit: austintexas.gov/FSD Matthew Duree Division Chief Matt.Duree@austintexas.gov 25