Item 004 - Competitive Sealed Bidding Overview — original pdf

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Solicitation Process Overview – Competitive Sealed Bidding James Scarboro, Chief Procurement Officer Matthew Duree, Division Chief Zero Waste Advisory Commission February 12, 2025 Agenda • Statutes • Definitions • Conditions • Document • Process • Questions Statutes • Texas Local Government Code – Ch. 252 o Procurement Regulations applicable to Municipalities o Applies to contracts to purchase Goods, General Services, Public Works • Texas Government Code – Ch 2269 o Procurement Regulations applicable to State and Local Governments o Applies to contracts to purchase Construction Services • Other statutes o Ch. 271, Municipalities and Local Govs, purchase Personal and Real Property o More applicable to Procurement, but not explicitly concerning CSB process Definitions • Competitive Sealed Bidding (may go by acronym, “CSB”) o Process, Formal solicitations • Invitation for Bids (goes by acronym, “IFB”) o Document, Publicly available (online) • Definition (NIGP – Institute for Public Procurement) o Method for acquiring goods, services, and construction for public use in which an award is made to the lowest responsive bid and responsible bidder, based solely on the response to the criteria set forth in the Invitation for Bids (IFB); does not include discussions or negotiations with bidders. See also: Formal Bid. Conditions • Contract exceeding $50,000 o Aggregate value • Goods, General Services and Public Works o Not including Professional and Specified Services • Specifications o Detailed description of the design and/or performance characteristics of the goods, general services or public works required • Default Solicitation Process (Most Objective) Document – IFB • Goods and General Services o -------(Process Documents)------- o Solicitation Details (Cover Page) o Instructions -------(Contract Documents)------- o Terms and Conditions o Scope of Work o Attachments -------(Offer Documents)------- o Submittals (for Offerors to Submit with their Bid) Document – IFB • Public Works / Construction o Volume 1 – - Bidding Requirements, Contract Forms and Conditions of Contract - Specifications o Volume 2 – MBE/WBE Procurement Program Package (Subcontracting) o Volume 3 – ROCIP Project Safety Manual Process – CSB • Pre-Solicitation o Department consults with Procurement (to determine need for IFB) o Department provides Specifications (Procurement advises/assists) o Optional Activities - Request for Information (RFI) - Pre-Solicitation Meeting o Procurement assembles IFB (Instructions/Clauses/Submittals) o Department reviews/approves IFB (prior to Publication) Process – CSB • Solicitation o Procurement publishes IFB (Austin Finance Online) o Procurement receives and responds to Questions (Department participates) o Optional - Procurement facilitates Site Visits (Uncommon) - Procurement holds Pre-Offer Meeting (Common, Review IFB, Q&A) - Procurement develops and published Addenda (Changes to IFB, Q&A) o Offerors submit Bids (AFO) o Solicitation closes (AFO, Due Date and Time) o Bid Prices Displayed (AFO, Automatic) Process – CSB • Evaluation o Procurement reviews Bids for Minimum Responsiveness - Bids not Minimally Responsive, Set Aside (Exceptions, Missing contents) o Procurement sorts Bids, to determine Low (Aggregate, Category or Line) o Procurement shares Low Bid(s), with Evaluator(s) o Evaluator(s) determine Low Bid(s) compliance with Specs. (Responsiveness) - Nonresponsive Bids, Set Aside - Evaluator notifies Procurement of Low Responsive Bid(s) o Procurement evaluates Offeror(s) with Low Responsive Bid(s) (Responsibility) - Nonresponsible Offerors, Set Aside (Uncommon) - Procurement notifies Department of Low Responsive & Responsible Bid(s) o Procurement notifies Offerors of Solicitation Outcome (Award Notice) Questions • Statutes • Definitions • Conditions • Document • Process • Questions