FULL AND OPEN COMPETITION Purchasing Procedures Request for Qualifications (RFQ) Purchasing Policies 3.02 F and 3.02 G

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1 FULL AND OPEN COMPETITION Request for Qualifications (RFQ) Purchasing Policies 3.02 F and 3.02 G SPECIAL NOTES: Policy 3.02F: Professional Design Services (per ORC ) Policy 3.02G: Other than Professional Design Services Formatted: Underline Purchases for Computer Hardware/Software/Consulting require approval by TAC (Technical Advisory Committee). The approval must be completed prior to submission into BSO or NOVUS. Upload signed/dated CSR. FIELD BUYER Request for Qualifications RFQ (For Contracts over $24,999.99) BuySpeed: Enter Open Market requisition in BSO: required item(s) and estimated cost, (if multiple year contract, include dollar estimate for each year), detailed specifications, commodity codes Enter type code: Request for Qualifications (RFQ). Enter index code(s), sub-object code and other required codes (if applicable) Once reviewed and completed, submit for approval. Enter Open Market requisition for the legal notice (per above) Enter type code: Legal Advertisement The estimated cost should range between $ $ Enter index code(s), sub-object code and other required codes (if applicable) Once reviewed and completed, submit for approval. Please Note: If advertising on the County s Web page only, an advertising requisition is not required. Enter Open Market requisition in BSO: required item(s) and estimated cost, detailed specifications, commodity codes. Enter type code: Request for Qualifications (RFQ) Enter index code(s), sub-object code and other required codes (if Page 1 of 6

2 DEPARTMENT APPROVER applicable) Once completed, submit for approval. Enter Open Market requisition for the legal notice (per above) Enter type code: Legal Advertisement Note: For each RFQ, A new template must be used. Enter index code(s), (per above) Once completed, submit for approval. RFQ Template entry: Access RFQ Template on Intranet. Open template as read only. The template only allows entry in approved areas (others are blocked), tab through document in order to make entry. Once done, rename the document and save in your document file. Verify availability of funds in On-Line FAMIS (for both requisitions) Approve request, or disapprove request if necessary. A reason must be entered in BSO for disapproval. Formatted: Indent: Left: 0.4" OBM APPROVER DEPARTMENT NOVUS USER This is the DCA Required Action Verify availability of funds of the RFQ requisition Approve request, or disapprove request if necessary. A reason must be entered in BSO for disapproval. Access RFQ Template on Intranet. Please refer to the County s Intranet for the latest template Novus: Enter Request to Advertise Deputy Chief Approval ( DCA ) in Novus and select a meeting date. The DCA item should have all of the final information, except for the dates (those will be added later). Attach Draft of the RFQ, and the Plan Holders List and TAC approval (if required). Once complete, submit for approval. Note: For a computer-related purchase, Technical Advisory Committee (TAC) approval is required for cost estimate. Enter Request to Advertise Deputy Chief Approval ( DCA ) in Novus and select a meeting date. The DCA draft should have all of the final information, except for the dates (those will be added later). Attach Draft of the RFQ, Vendor List. Once complete, submit for approval. Formatted: Font: Times New Roman, Underline, Font color: Auto Page 2 of 6

3 DEPARTMENT NOVUS APPROVER(S) Approve the DCAabove request. The calendar meeting date will be verified once all departmental approvals are completed. Create file folder and save provided documentation in electronic RQ folder (including RFQ and Vendor List). Request SBE goal from Director. Review RFQ requisition for OBM approval, Novus item and draft specs (Dates to be determined). Contact Field Buyer or Project Manager to verify calendar, advertising, preproposal conference and submission deadline dates. If advertising is estimated to be over $500, submit legal notice requisition for CPB approval Purchasing Agent Create file folder and save provided documentation in electronic RQ folder (including RFQ and Plan Holder s List). Request SBE goal from Director. Take RFQ to Bid status in BuySpeed. Director: Establish SBE goal for the RFQ and notify Buyer via . Notify SBE Division. Formatted: Indent: Left: 0.25" Formatted: Indent: Left: 0.25", Bulleted + Level: 1 + Aligned at: 0.44" + Indent at: 0.69" Formatted: Indent: Left: 0.65", No bullets or numbering Formatted: Indent: Left: 0.25" DEPUTY CHIEF OF STAFF DEPUTY CHIEF OF STAFF (or CONTRACTS & PURCHASING BOARD) Approve Novus request Director or Purchasing Manager: Approve Novus request Approve Request to Advertise in NOVUS Approve Request to Advertise in NOVUS (OR CPB approves at scheduled meeting date). Complete bid to Sent status. Send to Department final PDF of the RFQ, and deadline date for the RFQ distribution copies to be delivered to. the Support Staff the legal Notice with instruction for Page 3 of 6 Formatted: Font: Times New Roman, 11 pt Formatted: Font: Times New Roman

4 advertising and internet posting: Support Staff (If applicable) Submit Legal Notice for advertising. Submit Legal Notice for Internet posting. Per instruction mail final RFQ and/or Legal Notices, per Plan holder s List directions. Advise department contract of approval to advertise and set dates for advertising, prebid and closing. Request deadline for final RFQ to be delivered to. Support Staff: (If applicable) Submit Legal Notice for advertising. Submit Legal Notice for Internet posting. Mail final RFQ and/or Legal Notices, per Vendor List directions. Purchasing Agent Take RFP to Bid status in BuySpeed. Advise department contact of approval to advertise and set dates for advertising, prebid and closing. Request deadline for final RFQ to be delivered to. Support Staff: (If applicable) Submit Legal Notice for advertising. Submit Legal Notice for Internet posting. Mail final RFP and/or Legal Notices, per Vendor List directions. Open and reads aloud only vendor names at time established for public opening. Support Staff: Create tabulation sheet for RFQs submitted. Keep one copy of each proposal received for file folder. Once completed, submit Tab Sheet and Proposals to Purchasing Agent. Complete administrative review of the responsiveness of proposals submitted. SBE Compliance Officer: Complete SBE review of the bids submitted, if established. Director: Review and sign-off of SBE, if established. Send original tab sheet with original RFQ and copies submitted to department contact for review. Log date sent on s-drive version of tab sheet. Place copy into Tab Sheet Basket. (Send reminders to Department contact every 10 Page 4 of 6, No underline, No underline, No underline, No underline, No underline, No underline, No underline, No underline

5 business days until tab sheet is received). Open and read aloud only vendor names at time established for public opening. Administrative Assistant: Create tabulation sheet for RFQs submitted. Keep one copy of each qualification received for file folder. SBE Compliance Officer: Complete SBE review of the bids submitted, if established. Director: Review and sign-off of SBE, if established. Send original tab sheet with original RFP and copies submitted to department contact for review. Log date sent on s-drive version of tab sheet. Place copy into Tab Sheet Basket. (Send reminders to Department contact every 10 business days until tab sheet is received). DEPARTMENT Evaluate qualifications submitted. If required, request cost proposals for top-ranked vendors. This is usually only for Professional Design Services. Formatted: Bulleted + Level: 1 + Aligned at: 0.65" + Indent at: 0.9" DEPARTMENT NOVUS USER Return the signed Tab Sheet to with award recommendation(s) identified. Novus: Enters Recommendation of Award and Contract submission at same time. *If there is a performance bond, the Department submits the Recommendation of Award separately from the contract. A Notice of Intent letter is sent to any who submitted a qualification. Attach all required forms including the Forward copy of Notice of Intent letter to the Novus action.. DEPARTMENT NOVUS APPROVER(S) Approve the above request. The calendar meeting date will be verified once all departmental approvals are completed., Bulleted + Level: 1 + Aligned Formatted: Font: Times New Roman, Underline, Underline, Bulleted + Level: 1 + Aligned Reviews Recommendation of Award. Places appropriate checklist onto the Novus action and verifies compliance of all requirements. Director or Purchasing Manager: Approves item in Novus for selected calendar date. Page 5 of 6 Formatted: Indent: Left: 0.4", Bulleted + Level: 1 + Aligned at: 0" + Indent Formatted: Indent: Left: 0.8" Formatted: Bulleted + Level: 2 + Aligned at: 0.5" + Indent at: 0.75"

6 CONTRACTS & PURCHASING BOARD, BOARD OF CONTROL, COUNTY COUNCIL DEPARTMENT Reviews item to determine approval or not. Any item up to $100,000 will be reviewed by the Contracts and Purchasing Board. Any item over $100,000 through $500,000 is to be reviewed by the Council Board of Control. Any item over $500,000 will be reviewed by County Council. The Recommendation of Award will result in a Contract (i.e., Cover Sheet), once the signed approval letter by the County Executive is received by the Department, an Award Letter is sent to the successful vendor for completion of other required documents, performance bond, if any, and signed Contract documents. Once all documents are received, upload completed Contract into Novus for County Executive approval., Bulleted + Level: 1 + Aligned, Bulleted + Level: 1 + Aligned Note: If all contract materials are received at time of Recommendation of Award, a combined request for Award Recommendation and Submittal of Contract can be processed simultaneously in NOVUS. COUNTY EXECUTIVE Signs Contract DEPARTMENT Forwards executed, completed Contract to Vendor(s). DEPARTMENT Processes payments based on the Contract terms. Submits payment voucher to Fiscal Office. FISCAL OFFICE Issues check (s) to vendor., Font color: Red Formatted: Font: Calibri, 11 pt Page 6 of 6