PROCUREMENT SERVICES Of Goods and Commodities 2012    WWW.KCMO.ORG, click “Business” tab, next click “Business Information”, then bidding for vendors List scopes of services or products on application At award time, all suppliers must be registered with Procurement Services    Register at www.kcmoplanroom.org To be invited to first view of projects, notify Supplier Relations Coordinator: [email protected] office 816-513-1598 cell 816-335-5864 List all scopes of work done   WWW.KCMO.ORG – click “Business tab”, next click “Business Information”, then click Bids/RFPs/ Types of Bids issued: Goods & Services, Professional Services, Architectural, Construction & Construction Related Service.  Invitation for Bid (IFB) – A formal request to prospective vendors soliciting price quotations or bids, contains, or incorporates by reference specifications or scope of work and all contractual terms and conditions ◦ Examples – Vehicle Wraps, Service Pins, etc  Request for Proposals (RFP) – All documents utilized for soliciting, whether attached or incorporated by reference ◦ Examples - Technology Services  Request for Information- request made typically during the project planning phase where a buyer cannot clearly indentify product requirements, specifications, and purchase options. ◦ Examples - Technology Services  Request for Qualifications- method used to obtain statements of the qualifications from bidders prior to issuing the solicitation. ◦ Examples – Design Professional Services  At the time of submission of Bid/RFP, submit the following: oTax Clearance Letter oCity of Kansas City Business License oMissouri Secretary of State Registration oCertificate of Insurance oEmployment Eligibility Verification Affidavit oHuman Relations (M/WBE) forms  Invitation for Bids - Requires submission of Affidavit of Intended Utilization within 48 hours after bid opening. Bidder shall submit Contractor Utilization Plan & Letters of Intent to Subcontract.  Request For Proposal- Proposer shall submit an Affidavit of Intended Utilization with the proposal. Prior to the award of any contract, the proposer shall submit Contractor Utilization Plan & Letters of Intent to Subcontract      Advertised opportunities to participate in the contract in general circulation media, trade, professional association publications, small & minority/women’s business media, and publications of minority and women’s business organizations in sufficient time to allow M/WBE firms to participate effectively; Provided notice to a reasonable number of minority and women’s business organization of specific opportunities to participate in the contract in sufficient time to allow M/WBE firms to participate effectively; Sent written notices, by certified mail, e-mail or facsimile, to qualified M/WBE’s soliciting their participation in the contract in sufficient time to allow them to participate effectively; Attempted to identify portions of the work for qualified MBE and/or WBE participation in order to increase the likelihood of meeting the goals, including breaking down the contracts into economically feasible units; Requested assistance in achieving the goal from the director and acted on the director’s recommendations    Conferred with qualified M/WBE’s and explained the scope and requirements of the work for which their bids or proposals were solicited; Attempted to negotiate in good faith with qualified M/WBE’s to perform specific subcontracts, not rejecting them as unqualified without sound reason based on a thorough investigation of their capabilities; Attended pre-bid meetings when such meetings were indicated.     Goals will be set by Human Relations Department for contracts over $117,000 Goals will be set by Fairness in Construction Board for construction contracts over $300,000 Goals are determined by M/WBE availability, scope of work, dollar amount of contract MBE/WBE Directory can be located at www.kcmo.org, click Departments, click Human Relations Department       Bids/Projects under $117,000 for Goods & Services Construction Projects under $300,000 Only SLBEs can submit bids for SLBE bids/projects Minimum of three (3) SLBEs for an SLBE project Five percent (5%) bid incentive on SLBE Goods/Services Contracts SLBE certification criteria ◦ Race & Gender neutral program ◦ Owner must have 51% majority ownership ◦ Business must be in Cass, Clay, Jackson, Wyandotte, Johnson, Leavenworth or Platte Counties ◦ Firm’s annual gross receipts over three (3) consecutive years do not exceed five percent (5%) of the applicable business size standard for SBA or $1.675 million.  Review the solicitation documents thoroughly  Attend pre-proposal conference (if applicable)  Submit questions in the timeframe specified  Review MBE/WBE requirements (if applicable)  Submit your solicitation as required  Review and understand the contractual language  Be prepared to execute the requirements and expect City oversight  Submit your company’s Affirmative Action Plan per Chapter 38 requirements of the city’s ordinance       Forget to get all proper documentation submitted Forget to submit bid before deadline Forget to submit all your HRD paperwork with response by deadline Forget to obtain a business license Forget to make sure your taxes are paid and in good standing Forget to register with Missouri Secretary of State Free Resource for Help with Registering Your Business KCBizCare, Business Customer Service Center 1118 Oak Street, (In the Standard Parking facility just west of City Hall) Kansas City, MO 64106 Phone: 816-513-2492 Email: [email protected] KCBizCare is a free resource for new and existing businesses providing information and assistance in understanding and complying with City, state and federal requirements for operating a business. Services Include: ‣ For new businesses, specific checklists of the steps necessary to open for business. ‣ For new and existing businesses, information and referrals to City departments, agencies and partnering organizations involved in regulation or assistance to business. ‣ Referrals to nonprofit resource partners offering education and counseling to entrepreneurs. ‣ Advocacy between businesses and City departments to coordinate businessrelated concerns. ‣ Public access to City computers to allow completion of online registrations with the Missouri Secretary of State and/or other state, or federal requirements. ‣ Providing zoning checks and clearance in preparation for application for a KCMO business license.