SLIDE 1
CHAPTER3:PROCUREMENTREQUIREMENTS
DEHCR– BUREAUOFCOMMUNITYDEVELOPMENT
PROCUREMENTCONNECTIONTO OTHERREQUIREMENTS
Procurement
- 1. ConflictofInterestandLobbying
- 2. EqualOpportunity/
AffirmativeAction
- 3. LaborStandards
27
CHAPTER 3: PROCUREMENT REQUIREMENTS DEHCR BUREAU OF COMMUNITY - - PowerPoint PPT Presentation
CHAPTER 3: PROCUREMENT REQUIREMENTS DEHCR BUREAU OF COMMUNITY - - PowerPoint PPT Presentation
CHAPTER 3: PROCUREMENT REQUIREMENTS DEHCR BUREAU OF COMMUNITY DEVELOPMENT PROCUREMENT CONNECTION TO OTHER REQUIREMENTS 1. Conflict of Interest and Lobbying 2. Equal Opportunity /
SLIDE 2
SLIDE 3
CDBGPROCUREMENTREQUIREMENTS
Procurement Requirements
LocalPolicy StateLaws/ Requirements FederalLaws
- 1. FederalLaws
- 2. StateLaws/
Requirements
- 3. LocalPolicy
28
SLIDE 4
- O
Openandfree,faircompetition
- E
Economyandefficiency
- C
Checksandbalances
- R
RolesandAuthoritiesofEmployeesandOfficials
- C
Costorpriceanalysis
LOCALPROCUREMENTPOLICY:BESTPRACTICES
(24CFRPART85.3585.36)
29
SLIDE 5
RESTRICTIVEOFFREEANDOPENCOMPETITION
- U
Unreasonablequalifyingrequirements
- U
Unnecessaryexperience/excessivebondingrequirements
- S
Specifyingonlybrandnameproducts
- N
Noncompetitivepricingpractices
- N
Noncompetitivecontractawards
30
SLIDE 6
WISCONSINSTATUTESONPROCUREMENTFOR PUBLICWORKS
Statute RequirementTopic
66.0901 General forMunicipality:Publicworks,contracts,bids 59.03 59.04, 59.06 Counties:Homerule,constructionofpowers,countyproperty 60.47 Towns:Publiccontractsandcompetitivebidding 61.50,61.54 61.57 Villages: Ordinances,contracts,publicworks,acquisition of recyclingorresourcerecoveryfacilitieswithoutbids 62.15 Cities:Publicworks
31
SLIDE 7
PROCUREMENTDECISIONS:
Construction/ ConstructionRelated Contract(s) ProfessionalServices/ NonConstructionContract(s)
- State/FederalRegulations
compliancerequired
- Competitiveprocurement
requiredunlessexception approved
- CDBGfunded– State/Federal
RegulationsandLocalPolicy complianceandcompetitive procurementrequired(depending
- ntypeofprocurement)
- MatchFunded– LocalPolicy
compliancerequired;some State/FederalRegulationsapply (generalprocurementguidance)
InHouse:
- Noprocurement
processrequired 3rd PartyContract:
- Procurement
requirementsapply
32
SLIDE 8
PROCUREMENT:POTENTIAL CONFLICTSOFINTEREST
RESPONSIBILITIES
- LocalPolicy/Ordinance
- Disclosure
- Review
- NoticetoDEHCR
- ExceptionRequests
- State/FederalLawand
CDBGProgram Compliance
- Recordkeeping
33
SLIDE 9
DEBARRED&INELIGIBLECONTRACTORS
- CheckstatusofcontractorsandsubcontractorsonSystemof
AwardManagement(SAM)website:
34
SLIDE 10
EQUALOPPORTUNITYANDAFFIRMATIVE ACTIONINPROCUREMENT
Musttakeaffirmativestepsto:
Useoflocal,smallbusinesses(otherfactorsbeyondlocationmustalsobe
considered)
Useofminorityownedand/orwomenownedenterprisesMBE/WBE) Uselaborsurplusareafirms Awardcontractstoeligiblebusinesseslocatedinorownedbyresidentsof
theareatoensurethateconomicopportunitiesgeneratedfromthe projectshall,tothegreatestextentfeasible,bedirectedtowardlow and verylowincomepersons
35
SLIDE 11
EQUALOPPORTUNITYANDAFFIRMATIVE ACTIONINPROCUREMENT(CONTINUED)
Strategies:
- Incorporateeligiblebusinesses(e.g.,MBE,WBE,DBE)insolicitation
whenevertheyarepotentialsources
- Ensureeligiblebusinessesaresolicitedwhenidentifiedaspotentialsources
- Divideprocurementrequirements,wheneconomicallyfeasible,topermit
maximumparticipationofeligiblebusinesses
- Requireprimecontractors,whensubcontractsarelet,totakeaffirmative
stepstoselecteligiblefirms
36
SLIDE 12
WISCONSIN VENDORNET SYSTEM
https://vendornet.wi.gov/ https://doa.wi.gov/Pages/DoingBusiness/Supplie rDiversity.aspx
MBE/WBERegistrationand Vendor/FirmSearch:
37
SLIDE 13
PROCUREMENT: LOBBYINGCERTIFICATION
38
SLIDE 14
PROFESSIONALSERVICES PROCUREMENT: PROHIBITED PRACTICES
NoLossLeaderArrangements:
Discountedorfreegrantapplicationpreparationorpreliminaryengineeringestimatesin exchangeforcontractawardifapplicationisfundedisnotallowed
NoMultipleServicesProcurementandContracting Exception1:UGLGseekstousesamefirmforpreliminaryengineeringplanningand
projectengineering(PF)
Exception2:UGLGseekstousesamefirmforgrantpreparationandadministration(PF) Exception3:UGLGseekstousesamefirmforplanninggrantapplicationand
implementation(PLNG)
39
SLIDE 15
PROFESSIONALSERVICESPROCUREMENT: MULTIPLESERVICESPROCUREMENT& CONTRACTING
Exceptionsstillrequireseparateprocurementandcontracting
processes: PF: One(1)contractforpreliminaryandproject engineering PF: One(1)contractforgrantapplicationand administration PLNG:One(1)contractforplanningapplicationand implementation
40
SLIDE 16
TYPESOFPROCUREMENT
SmallPurchase/Simplified Acquisition CompetitiveSealedBid CompetitiveProposal NonCompetitive Proposal/SoleSource
- Provisionof24CFR85.36(d)(1)
- Allowedforcontracts$50,000or
less($25,000orlessfor constructioncontracts)
- Typicallyforsmallquantityof
suppliesorothersmallcontracts
- Writtenquotesfromaminimumof
3providersrequired
- Solicitinwriting;quotessubmitted
inwriting(Exceptionforcontracts >$500maybeobtainedand recordedbysolicitor)
- Selectlowestresponsiblequote
- Informallrespondersinwritingof
decision/selection
- Mayrequireapprovalbygoverning
body(subjecttolocalprocurement policyrequirements)
- Provisionof24CFR85.36(d)(2)
- Requiredforcontracts
>$50,000(>$25,000 construction)
- Forconstructioncontracts,
- therlargecontracts,orlarge
quantityofsupplies
- Principallybasedonprice;
fixedpricecontract
- Openpublicbiddingrequired:
publicadvertisement, adequatetimetorespond,and bidsopenedpublicly
- Receive2ormoreresponsible
bids
- Awardinwritingtolowest
responsiblebidder
- Approvalbygoverningbody
required
- Provisionof24CFR85.36(d)(3)
- Mostappropriateforprofessional
services
- RequestforQualifications[RFQ]
(permittedfor engineering/architecturalservices
- nly)orRequestforProposals[RFP]
- Usepreestablishedevaluation
criteria/scoringmethod
- Committeereview/evaluationto
selectprovider
- Mostqualifiedcompetitorselected,
subjecttonegotiationof compensation
- Awardedasfixedpriceornotto
exceedcontract
- Mayrequireapprovalofgoverning
body(subjecttolocalprocurement policyrequirements)
- Provisionof24CFR
85.36(d)(4)
- Solicitationfromone(1)
source
- Generallyprohibitedfor
CDBGprojects
- Maybeallowedunder
certaincircumstances(e.g., underurgencyorlimited supplierprovisionswithinthe CodeofFederalRegulations)
- DOADEHCRapprovalof
methodrequiredbefore contracting
41
SLIDE 17
COMPETITIVESEALEDBID
Advertisetheinvitationforbids;providesufficienttimetorespond
- Invitationforbidsmustinclude:
Accuratespecifications Pertinentattachments(perCDBGprocurement,labor,environmental,
andEOstandards)
Clearlydefineditemsorservicesneeded,insufficientdetailforbidderto
properlyrespond
Bidsopenedpubliclyattimeandplacestatedininvitationforbids
42
SLIDE 18
COMPETITIVESEALEDBID
Mustreceive2ormoreresponsiblebidsforeachprocurement
transaction
Selectlowestresponsiveandresponsiblebid* Checkfordebarment Uponaward,enterfixedpricecontract
*UGLGcandecidenottomakeawardtoanybidders andmayrebidtheprojectundercertainconditions (e.g.,bidsarenotresponsibleorproposalsdonot containinformationnecessarytoevaluatebids)
43
SLIDE 19
COMPETITIVESEALEDBID CDBGMONITORINGCONSIDERATIONS
Wastheprocessconducivetoopenandfreecompetition? Wastheprocessfair? What“bestefforts”weremadetoaccessqualifiedsources,provideequal
- pportunity,andsolicitanadequatenumberofbids?
Didthebiddocumentsincludetherequiredinformationandsupportingdata
anddocumentsinorderforcompetitorstoappropriatelyrespond?
Wereconflictsofinterestdisclosedandaddressed? Is/Aretherecord(s)fordebarmentcheck(s)onfile? Areallrequiredbiddocumentsonfile?
44
SLIDE 20
COMPETITIVEPROPOSAL: PROFESSIONALSERVICES
RequestforProposals(RFP)&RequestforQualifications(RFQ)
CDBGFunded(inwholeorinpart):
UGLGmustfollowlocalprocurementpolicyand meetstateand federalrequirements
NonCDBGFunded:
UGLGmustfollowlocalprocurementpolicies
45
SLIDE 21
PROFESSIONALSERVICES: COMPETITIVEPROPOSALEVALUATIONCRITERIA
Expertise PastRecordof Performance Capacityto Perform Familiaritywith TypeofProject
- Specializedexperience
- Technicalexpertise
- Qualityofwork
- Timeliness
- Costcontrol
- Withintimelimitations
- Current&planned
workload
- Natureofwork
- Problemsassociatedwith
it
46
SLIDE 22
PROFESSIONALSERVICES: COMPETITIVEPROPOSALRFP CONTENT
Technicalrequirementsforgoods/servicesrequired Scopeofservices TypeofContract(reimbursement,fixed,etc.) Costandpricingdata Start/completiondates Evaluationcriteriaforrankingproposals Projectinformation(e.g.,reports,maps,siteplans)
47
SLIDE 23
STEPSFORCOMPETITIVEPROPOSALRFP
- 1. Prepareand publicize RequestforProposals(RFP)
- 2. Tomaximumextentpracticable,honorreasonablerequeststogive
- pportunitytocompete
- 3. Accessadequatenumberofqualifiedsources,consistentwithnatureand
requirementsoftheprocurement
- 4. Conducttechnicalevaluationofproposalstoidentifyresponsibleoffers
- 5. Evaluatepriceandotherfactorsthroughscoringtheproposalsaccordingto
predeterminedcriteria
- 6. Checkfordebarment
- 7. Awardcontracttomostresponsiveandresponsiblecontractor/most
advantageoussource(highestscore)
48
SLIDE 24
PROFESSIONALSERVICES: COMPETITIVEPROPOSALRFQ
ARCHITECTURAL/ENGINEERING(A/E)SERVICESONLY
RequestforQualifications(RFQ)fromqualifiedsources ReviewandrankStatementsofQualifications Selectmostqualifiedsource PriceisNOT usedasaselectionfactor Subjecttofairandreasonablecompensation Geographiclocationisallowedasaselectioncriterion,provideditresultsin
appropriatenumberofqualifiedfirmsallowedtosubmitqualificationsfor consideration
49
SLIDE 25
COMPETITIVEPROPOSAL CDBGMONITORINGCONSIDERATIONS
Wastheprocessconducivetoopenandfreecompetition? Wastheprocessfair? What“bestefforts”weremadetoaccessqualifiedsources,provideequal
- pportunity,andsolicitanadequatenumberofproposals?
DidtheRFP/RFQdocumentsincludetherequiredinformationandsupporting
dataanddocumentsinorderforcompetitorstoappropriatelyrespond?
Wereconflictsofinterestdisclosedandaccountedfor? Is/Aretherecord(s)ofdebarmentcheck(s)onfile? Areallrequiredproposaldocumentsonfile?
50
SLIDE 26
CONTRACTINGLANGUAGE/DOCUMENTS
51
SLIDE 27
PROCUREMENTMONITORING: CDBGFILECONTENTS
Localprocurementpolicy Procurementmethoddescriptions Copiesofquoterequest,RFBs,RFQs,RFPsand
relateddocuments
Ad(s)forbidsand/orproposalsandproofof
publication
Quotes/bids/qualifications/proposalsreceivedand
evaluationmethod(s)
Costandpricingdata;bidtabulations Recordofcontractapproval(s)bythegoverning
body
Contract(s)forgoods/services ConflictofInterestrelateddocumentation RecordsofSAM.govdebarmentsearches SignedLobbyingCertificationsforallcontractors CompletedDisclosureofLobbyingActivitiesforms
(asapplicable)
52
SLIDE 28
HELPFULWEBSITES
HUD24CFRPart85.36:
http://www.hud.gov/offices/lead/library/lead/24_CFRPART_85.pdf
WisconsinVendorNet (StateProcurementGuidance):
https://vendornet.wi.gov/Home.aspx
WisconsinSupplierDiversityProgram(MBE/WBEResource):
https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx
HUDInformationonCostandPriceAnalysis:
http://portal.hud.gov/hudportal/HUD?src=/program_offices/cpo/grantees/cstprice#who
WisconsinStateStatutes:
http://legis.wisconsin.gov/rsb/stats.html (see66.0901,59.0359.04,59.06,60.47,61.50,61.5461.57,62.15)
53
SLIDE 29
QUESTIONS? Email:DOACDBG@Wisconsin.gov
54
SLIDE 30
PROCUREMENTSUMMARY QUESTIONS
1.
WhatprocurementguidancemustanUGLGfollowifCDBGfundsare notbeingusedforprofessionalservicescontracts?
2.
WhatisthenameoftheDOAwebsitewhereyoumaylocateregistered MBE/WBEfirms.
3.
WhenmustSection3languagebeincludedinacontractdocumentfor construction?Andnonconstruction?
4.
WhenmustMBE/WBElanguagebeincludedinacontractdocumentfor construction?Andnonconstruction?
5.
WhomustcompleteaLobbyingCertificationform?
55