Commodity Contracts Summit Presenters Procurement & Logistics - - PowerPoint PPT Presentation

Commodity Contracts

Summit Presenters

Terry Wade

Assistant Superintendent

terry.wade@maryland.gov

Procurement & Logistics Team

Eric Lomboy

Assistant Secretary

eric.lomboy@maryland.gov

George Mitchell

Director, Office of Business Programs

george.mitchell1@maryland.gov

Facilities Operations & Maintenance Team

Michael Cain

Regional Manager

michael.cain@maryland.gov

Lisa McDonald

Program Manager

lisa.mcdonald@maryland.gov

Sean Stinnett

PRG Administrator

sean.stinnett@maryland.gov

Procurement Overview

DGS has the authority to procure commodities for other State Agencies/Departments when the amount of the contract is expected to exceed the using agency’s/department’s purchasing authority. Using Agency The agency that has a need for the service. DGS The agency that has authority to purchase commodities on behalf of

• ther agencies.

Procurement Overview

Using Agencies

Examples ♦ Baltimore City Community College ♦ Department of Commerce ♦ Department of Health and Mental Hygiene ♦ Department of Human Resources ♦ Department of Juvenile Services ♦ Department of Labor, Licensing and Regulation ♦ Department of Natural Resources ♦ Maryland Department of Agriculture ♦ Maryland Department of the Environment ♦ Maryland Department of Planning ♦ Maryland Department of Veterans Affairs ♦ Maryland Judiciary ♦ Maryland Military Department ♦ Maryland Public Television ♦ Maryland School for the Deaf ♦ Maryland State Department of Education

Procurement Overview

Using agencies typically have the authority to enter into contracts for commodities if the amount of the contract is not going to exceed $50,000.

$50,000

Unless the using agency is delegated authority, DGS is responsible for completing procurements for commodities.

Procurement Overview

There are two types of contracts DGS creates that can be used by other government organizations Agency Specific

Contracts for commodities or services needed by a single, specific agency (using agency) Only the using agency can purchase from contract

See COMAR 21.02.01.04 for Delegation of Procurement and Contracting Authority

Statewide

Contracts for commodities or services that are commonly used by multiple agencies Multiple government organizations, including state, county, and local can purchase from contract

Procurement Overview

Government organizations are also permitted purchase from Inter-governmental Cooperative Purchasing Agreements (ICPAs)

An ICPA is a contract that is intended to promote efficiency and savings that can result from intergovernmental cooperative purchasing. State law allows agencies to participate in ICPAs that are entered into in a manner consistent with the purposes set forth in State procurement law.

Contracting Opportunities

Agency Specific Commodity Contracts

Department of Natural Resources Fish, Fish Food, Boats, Buoy Markers Maryland State Police (MSP) Cameras, Stun Guns, Ammunition, Emergency Vehicle Lighting, Consumable Reagents and Genetic Analyzers Department of Education Instructional Material Maryland State Lottery “Take-One” Compartment Boxes State Highway Administration Snow Plows, Sign Posts, Pavement Marking Materials, Portable Message Signs

• Dept. of Public Safety

Stab Resistant Vests, Boxed Juice, Commercial Kitchen Equipment, Name Badges and Pins Department of Health Laboratory Supplies & Equipment, Body Bags, Screening Supplies, Test Kits, Medical Supplies, Laser Print Security Paper

Examples of Contracts

Contracts listed on DGS Contract Awards Page

Contracting Opportunities

Statewide Commodity Contracts & ICPAs

Examples of Contracts

• Electrical Generators
• First Aid Kits
• Defibrillators
• Body Armor
• Ammunition
• Office Equipment & Supplies
• Electrical Supplies
• Document Imaging Equipment
• Shelled Eggs
• Riot Crowd Control Equipment
• Grounds Maintenance Equipment
• Snow Plows & Blades
• Vehicles
• Frozen Breakfast & Vegetable Items
• Frozen Juices
• Grocery Products
• OEM Automotive Repair Parts
• Police Uniforms & Accessories
• Commercial Mowers

Contracts listed on DGS Contract Awards Page

Current Contracts

dgs.maryland.gov

Current Contracts

Current Contracts

Upcoming Opportunities

goma.Maryland.gov

Upcoming Opportunities

Upcoming Contracting Opportunities

Estimated Advertisement October – December 2018

• Document Imaging Equipment
• Diesel Powered, Liquid Cooled

Stationary Generator

• Glock Pistols
• Cookies & Crackers
• Frozen Juices
• Mailroom Equipment, Supplies and

Maintenance Estimated Advertisement January – March 2019

• Office Supplies
• Clothing, Underware, Socks, PJs, etc.
• Stump Cutters/Wood Chippers
• Mosquito Control Insecticide

Estimated Advertisement April – June 2019

• Underware, Socks, PJs, etc.
• Grounds Maintenance Equipment
• Front End Loaders

Procurement Overview

Under $15,000 Does not need to be advertised on eMaryland Marketplace $15,000 or More Must be advertised on eMaryland Marketplace

$15,000 The value of the purchase determines how DGS procures products/services.

Most importantly, it determines how a vendor learns about the opportunity.

Procurement Overview

Contracting Opportunities Over $15,000

• Must be advertised on eMaryland Marketplace.
• Information in eMaryland Marketplace will indicate how to submit

bids/quotes and when they are due.

• Procurements may be formally reserved for small business

participation only.

• MBE and/or VSBE goals may be placed on contracts.

Procurement Overview

Request for Quote vs. Invitation to Bid

Request for Quote $15,000 - $50,000 Advertised on eMaryland Marketplace. Written quotes are to be submitted by the established deadline. Invitation to Bid Over $50,000 This indicates that the procurement will go through the Competitive Sealed Bidding Process.

Procurement Overview

The Competitive Sealed Bid Process

(> $50,000)

1.Bid specifications are created by the using agency and posted on eMaryland Marketplace by DGS. 2.A pre-bid meeting/site visit is held and all interested businesses are encouraged to attend. 3.Vendors submit bids online through eMaryland Marketplace. 4.On the bid opening date, the procurement officer opens and reviews bid submissions. 5.A contract is awarded to the responsible bidder that submitted a responsive bid with the most favorable total bid price.

Procurement Overview

Responsive vs. Responsible

Responsive ♦ “A bid submitted in response to an invitation for bids that conforms in all material respects to the requirements contained in the invitation for bids” – COMAR21.01.02.01(78) Responsible ♦ “A person who has the capability in all respects to perform fully the contract requirements, and the integrity and reliability that shall assure good faith performance” – COMAR 21.01.02.01(77)

Procurement Overview

Tips to Submit a Complete Bid Response

Read the entire solicitation, including all attachments, completely and thoroughly. ♦ Be sure you understand the requirements and what you need to submit to demonstrate you meet these requirements. ♦ Be sure you understand what documents are required to be submitted at the time of bid submission. ♦ Be sure you fully understand the scope of work and specifications before you complete and submit your bid package.

Procurement Overview

Tips to Submit a Complete Bid Response

Submit a complete bid package ♦ Ensure that all forms are completed in entirety and signed. ♦ Check and double check to make sure all forms are completed and signed. ♦ Be sure to attach/include all required forms with your bid submission. ♦ Check and double check to ensure all required forms are attached/included.

Procurement Overview

Tips to Submit a Complete Bid Response

Follow instructions within the solicitation ♦ Be sure to follow the instructions on how to submit your bid (online, mail, etc.) ♦ Be sure to submit your bid before the “Bid Opening Date” ♦ Keep in mind there is a time deadline as well ♦ If submitting bids online, the system will not accept the bid if the time has passed ♦ Be sure to complete all line items ♦ Do not indicate “No Bid” rather indicate “No Cost” ♦ Accept the terms & conditions ♦ If you do not agree with the Terms & Conditions contact the Procurement Officer immediately to discuss

Procurement Overview

Tips to Submit a Complete Bid Response

Complete all necessary fields in eMaryland Marketplace (for online bid submissions) ♦ Be sure to complete all line items ♦ Do not indicate “No Bid” rather indicate “No Charge” ♦ Do not use the discount or freight fields (incorporate these into the quoted price) ♦ Accept the Terms & Conditions ♦ If you do not agree with the Terms & Conditions contact the Procurement Officer immediately to discuss ♦ Do not submit multiple bids ♦ If you need to make changes to a bid you already submitted you can withdraw your bid, make changes, and resubmit.

Contracting Opportunities

Small, Minority, and Veteran-Owned Businesses

Small Business Reserve Minority Business Enterprise Veteran-owned Small Business Enterprise

Programs for

Contracting Opportunities

Small Business Reserve Minority Business Enterprise Veteran-owned Small Business Enterprise Increase opportunities for certified small, minority, and veteran-owned businesses to participate on state contracts. Increase opportunities for certified small businesses to be selected as a prime contractor. Increase opportunities for certified minority/veteran-

• wned businesses to be selected as a subcontractor.

Contracting Opportunities

Small Business Reserve (SBR) Program

Allows agencies to “reserve” procurements for small business participation only. Prior to award, the agency must verify that the contract is being awarded to a certified small business.

Contracting Opportunities

What you Need to Know

• A “SBR Only” procurement will be noted in the solicitation documents.
• To be eligible for award the vendor must be listed in the directory of

certified firms in eMaryland Marketplace.

• Vendors may be subject to a verification audit prior to award.

Contracting Opportunities

MBE & VSBE Programs

Allows agencies to require prime contractors to utilize certified MBE and VSBE contractors on projects/procurements. Subcontracting goals are placed on contracts and the prime contractor is required to utilize certified firms to satisfy the established goal.

Contracting Opportunities

What you Need to Know

• Goals are placed on contracts BEFORE they are solicited.
• Prime-Contractors are required to identify MBE/VSBE subcontractors

WHEN they submit their bid.

• Certified MBEs are encouraged to participate as prime-contractors and

may count their own work toward 50% of the goal.

• Certified VSBEs are encouraged to participate as prime-contractors

and may count their own work toward 100% of the goal.

• A company who has both certifications may be counted toward

achieving both goals.

Procurement Overview

Under $15,000 Does not need to be advertised on eMaryland Marketplace $15,000 or More Must be advertised on eMaryland Marketplace

$15,000 The value of the purchase determines how DGS procures products/services.

Most importantly, it determines how a vendor learns about the opportunity.

Contracting Opportunities

Building Maintenance Supplies

Under $15,000

Contracts specific to DGS

• Asphalt, Concrete
• Doors, Handles
• Locks & Keys
• Hardware & Tools
• Mechanical Equipment

Contracting Opportunities

DGS Buildings & Grounds

Oversees 6.3 million square-feet of State-owned facilities including 53 state buildings across Maryland

• Baltimore: 12 buildings
• Annapolis: 21 buildings
• Multi-Service Centers: 20 buildings located around the State

Contracting Opportunities

Annapolis Buildings & Grounds

Francis Street

Fred L. Wineland Building

Crownsville

Community Place Community Place Day Care

Rowe Blvd.

Court of Appeals Building Hall of Records Robert F. Sweeney District Court

• St. Johns Street

Calvert Street Garage Central Services Building

Calvert Street

Attman- Glazer Building Goldstein Treasury Building

Carroll Street

Annapolis Data Center Revenue Administration Building

State Circle

Government House Legislative Services Building Old Treasury Building Shaw House State House

College Avenue

James Senate Office Building

Bladen Street

Lowe House Office Building Miller Senate Office Building

Taylor Avenue

Tawes State Office Building

Contracting Opportunities

Baltimore Buildings & Grounds

Baltimore Street

Nancy S. Grasmick State Education Building

Hilton Street

Hilton Heights Community Center Hilton Heights Community Center 2

Saratoga Street

Saratoga State Center Saratoga State Center 2

• St. Paul Place

Public Defender’s Building

Waterloo Road

Jessup State Complex

• St. Paul Street

William Donald Schaefer Tower

• W. Preston Street

Herbert O’Conor Building State Office Building 1 State Office Building 2 State Office Building 3

Contracting Opportunities

DGS Multi-Service Center Locations

Prince George’s County

Hyattsville

Queen Anne’s County

Centreville

• St. Mary’s County

Leonardtown

Washington County

Hagerstown

Wicomico County

Salisbury

Anne Arundel County

Glen Burnie

Baltimore City

Patapsco Ave.

• N. Calvert St.

Wabash Ave.

Baltimore County

Catonsville Essex Towson

Calvert County

Prince Frederick

Caroline County

Denton Carroll County

Westminster

Cecil County

Elkton

Harford County

Bel Air

Howard County

Ellicott City

Montgomery County

Rockville Silver Spring

Contracting Opportunities

Building Superintendents

Annapolis Public Buildings & Grounds Doug Jones Superintendent 410-260-2981 doug.jones1@maryland.gov Baltimore Public Buildings & Grounds Gary Gray Superintendent 410-767-2275 gary.gray@maryland.gov Multi-Service Centers and District Courts (Statewide) Barbara Bauman Superintendent 410-480-7990 barbara.bauman@maryland.gov

Small, Minority, and Veteran Business Resources

Katie Crawford

Training & Outreach Assistant katie.crawford@maryland.gov 410-767-8969

Information on Opportunities and Training & Outreach Events Complete the Business Opportunities Notification Form https://www.surveymonkey.com/r/DGSNotificationForm

Cristen Ervin

Training & Outreach Coordinator cristen.ervin@maryland.gov 410-767-4272

Questions & Answers

Thank you!