How To Do Business With Orange County Public Schools. Procurement Services 445 W. Amelia Street Orlando, FL

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1 How To Do Business With Orange County Public Schools Procurement Services 445 W. Amelia Street Orlando, FL Phone: Fax: Website:

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3 Table of Contents Preface 3 Mission Statement... 4 Code of Ethics. 5 Contacting Procurement Services.. 6 Obtaining Solicitations Website... Public Notice/Advertisement. Purchasing Procedures. Small Purchases... Informal Quotes and Bids Formal Sealed Bids. Requests for Proposals Piggyback Bids.. Florida State Contracts... Competing For School Board Contracts... Bid Forms... Bid Tabulations. Specifications Bid Bonds... Performance Bonds.. Samples and Testing Addenda/Changes in Documents.. Bid Withdrawal Making An Award Lowest Responsive and Responsible Bidder... Award Recommendations... Rejection of Bids... Board Approval. Business Opportunity Program... Protest Rights Lobbying. After An Award Is Made. Notice of Award. Delivery Vendor Default.. Change Orders and Modifications. Invoice Payments Gifts and Gratuities. 11 Notes

4 Preface Welcome vendors to Orange County Public Schools! This vendor guide is designed to simplify interactions between you and Procurement Services. This guide contains the information you will need in order to sell goods and/or services to our district. The information contained in the guide is for informational purposes only, and is not intended to be a compilation of all legal requirements applicable to the district. The Department's goal is to ensure that the district receives quality merchandise and services at the most competitive price. We invite all businesses to participate in Orange County Public School s purchasing process. 4

5 Mission Statement "Procurement Services provides goods and services of the highest quality and value to meet the District goals." Procurement Services is dedicated to providing the highest quality goods and services at the best value through competitive pricing while protecting the integrity of district funds and adhering to policies and procedures. We strive to maintain fair and equitable treatment of all vendors and to provide quality customer service while facilitating the district's goals of academic achievement, constant innovation, employee professionalism, and operational efficiency. 5

6 Code of Ethics Purchasing professionals must have a highly developed sense of professional ethics to protect their own and their institution s reputation for fair dealing. To strengthen ethical awareness, and to provide guidelines for staff, Procurement Services promotes the following code of ethics: o Give first consideration to the objectives and policies of OCPS, while striving to obtain the maximum value for each dollar of expenditures. o Shall not engage in unscrupulous practices and misrepresentations; recognizing that mutually profitable business relations are based upon honesty and fair dealings. o Shall be courteous, considerate, prompt, and businesslike with all contacts including employers, employees, vendors, and the general public. o Grant all competitive suppliers equal consideration insofar as state, federal and OCPS policy permits. o Do not allow political considerations or other conflicting outside influences to enter the relationships with vendors or with employees. o Will not accept gifts or other things of value from vendors, where the intent is to influence the purchaser, complying with all current laws and statutes pertaining to acceptances of gifts and gratuities. o Shall strive to continually increase competition in vendor selection and shall endeavor to prevent any collusive activities among vendors. o Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third party review insofar as OCPS policies permit. 6

7 Contacting Procurement Services Procurement Services is located at the Educational Leadership Center, 445 West Amelia Street Orlando, Florida, 32801, on the fourth (4 th ) floor. Our telephone number is (40) and our fax number is (40) You may also visit our website at Normal business hours are Monday thru Friday :30 am to 4:30 pm. Visits from sales representatives are welcome, but appointments are recommended to ensure availability to meet with you and give you the attention you deserve. Obtaining Solicitations Website Procurement Services Department publishes bids, proposals and notices on our website at: (Click Current Solicitations ). It is the sole responsibility of all vendors to check for current solicitations on the Procurement Services website. Bidders List If you wish to do business with OCPS, you must register with us as a vendor. The vendor registration process is now automated and available at Click on the Vendor Registration button. This is a two step process. Complete the company profile information and then select the commodity code for the goods or services that you provide. After you have completed the vendor registration process, you will be placed on the bidder s list for the commodity area(s) you select. Submission of vendor registration does not guarantee receipt or notification of bids, proposals or advertisements/notices from OCPS. It is solely the vendor s responsibility to check for current bids on the website at It is recommended that you update your vendor profile information annually to maintain the status as a current vendor. Public Notice/Advertisement The Procurement Services Department publishes a general notice in the Orlando Sentinel and/or on our website at Fingerprinting The Jessica Lunsford Act became effective September 1, If your business operations and employees meet any of the following criteria, you will be affected by this law: 1) have access to school grounds when students are present, 2) have direct contact with students, or 3) have access to or control of school funds. In order to comply with the Jessica Lunsford Act, any vendors under contract with Orange County Public Schools, who meet any of these three conditions, need to ensure that they are fingerprinted and pass level 2 screening. Additional information on this process may be found on our website at

8 Purchasing Procedures The following purchasing methods are used by OCPS to acquire products, services and equipment: Small Purchases (Up to $4,999.99) Purchases under $4, are bought on the open market with or without competition. However, every attempt is made to secure such purchases from certified M/WBE vendors. The Visa Purchasing Card is encouraged. Informal Quotes ($5,000-$9,999.99) Purchases from $5,000 to $9, are procured via a minimum of two (2) written quotes from selected vendors. Requests for Quotation ($,000 - $24,999.99) Purchases from $,000 to $24, are procured via a Request for Quotation (RFQ) to a minimum of three (3) vendors selected from the Vendor List. The RFQ form details items being purchased and OCPS specifications. Vendors should return the completed RFQ form within the designated time period. Procurement staff review quotes and select the lowest responsive and responsible quote. Formal Sealed Bids (Over $25,000) All purchases exceeding $25,000 are acquired through the Formal Sealed Bid process, with the exception of sole source and emergency procurements. Sealed bids are solicited through the issuance of Invitation for Bids. Bid packages are prepared with Specifications & Terms and Conditions including items bid, units and total quantity required, instructions for bidding, delivery information and any special requirements for bidding. Anticipated date for bid opening is also included. Requests For Proposals (RFP) Requests for Proposals are often used for purchases of professional services, specialized services or equipment of a highly technical nature. In addition to price, award is made on the basis of evaluating several criteria, including experience, qualifications, M/WBE participation, past performance and other factors. RFP s are designed to select the best proposal based on the criteria stipulated in the RFP. Rather than detailed specifications, which are contained in Sealed Bids, the RFP generally includes a series of objectives and scope of work to be accomplished. Piggyback Bids When deemed in the best interest of the School Board, the School Board reserves the right to purchase under current contracts from other governmental agencies, school districts or other educational institutions under the same terms and conditions and pricing structure. This may be done in lieu of seeking competitive bids. Any purchases from piggyback bids over $50,000 require School Board approval. Florida State Contracts When deemed in the best interest of the School Board, the School Board may give consideration to and approve purchases from State Contracts issued by the State of Florida Department of Management Services. Any purchases from State Contracts over $50,000 require School Board approval. 8

9 Single Source Purchases Single source products or services are procured in accordance with DJB, Purchasing policy, DOE Rule 6A and Florida State Statute (5)(c), to verify the validity of a single source purchase. Competing For School Board Contracts Bid Forms Bids/RFP s may be obtained from our website at or by calling the Procurement Services Department at When requesting by phone, please ask for it by Title and Number; this information appears on the website. A phone request may result in the Bid/RFP being picked up at Procurement Services Department, faxed or mailed. All documents posted on our website are in Adobe Acrobat form. A free download of Adobe Acrobat Reader is available on our website. All Bids/RFP s contain specifications and/or scope of work for the goods or services being purchased, as well as the general terms and conditions governing the document. Upon completing the Bid/RFP documents, you should ensure that all forms have been completed, signed, accounted for and are included in your submittal. This includes but is not limited to addenda, attachments, appendices, bid bonds, etc. Bids sent by or fax will not be considered unless otherwise specified in the document. Your submittal shall be in a sealed envelope with the OCPS provided label adhered to the front. If the label is not used, please include your company name, bid name, number and opening date on the outside of the envelope. Late submittals will not be accepted You are responsible for ensuring your submittal reaches Procurement Services prior to the date and time specified in the Bid/RFP documents. You may call us at any time to confirm that your Bid/RFP has been received. All Bids/RFP s are opened in public and read aloud. If you are interested in attending an opening, please contact Procurement Services to determine the room in which the opening will be held. Any special conditions to the opening will be designated in the Bid/RFP document. Bid Tabulations Bid tabulations are prepared by the Procurement Services Department and are posted in Procurement Services Department and on the website. Bid tabulations will be posted in Procurement Services for review by interested parties for 2 hours. Failure to file a protest within the time prescribed in Section 120.5(3) b, Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Specifications The School Board shall establish the minimum acceptable standards for all Bids/RFP s. This shall include specific quality and performance standards for all goods and services. Specifications are determined upon the needs of our customers. At times it is necessary for assistance from vendors in developing specifications. Preferential treatment can not be given to the vendor(s) in return for their services. Our Standards & Design Department may assist in the creation of specifications for particular goods and services. Standards & Design can be reached at (40) or at their website: Any questions, concerns or objections regarding specifications in a Bid/RFP document shall be directed solely to the Procurement Specialist indicated in the document. All inquires shall be made in writing. 9

10 If you feel the specifications impede competition please contact us within the timeframe specified in Section 120.5(3) b, Florida Statutes. Failure to do so shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Bid Bonds The requirement for a Bid Bond will be specified in the Bid/RFP document when necessary. All bonds are held in Procurement Services until award. Upon award all bonds will be returned unless otherwise specified. If the bond of the awarded vendor is to be held through the term of the contract, it will be specified in the Bid/RFP document. Payment and Performance Bonds The requirement for a Payment and Performance Bond will be specified in the Bid/RFP document, if necessary. Performance Bonds may be based on 0% of the bid submittal and/or on a project by project basis. Sample and Testing When samples and/or testing are necessary, it shall be specified in the Bid/RFP documents. Conditions for samples and testing vary and will be specified in the documents. Sample/testing may be done prior to and after award. Addenda/Changes in Documents When changes are required to the Bid/RFP documents which affect any portion of the document, including but not be limited to terms and conditions or specifications, an addendum will be issued to all vendors who have received a copy of the original document. Only Procurement Services is authorized to issue an addendum to a Bid/RFP. The addendum will be posted on our website. Vendors are responsible for contacting Procurement Services prior to the bid opening date to inquire about any addenda that may have been issued. An addendum becomes part of the document and should be included in your submittal. Bid Withdrawal Vendors may have their bid withdrawn at any time before 2:00 PM the day of the bid opening. Any bid or proposal not so withdrawn shall constitute an irrevocable offer, for a period of sixty (60) days from bid opening. The bidder agrees not to withdraw from competition during this sixty (60) day period to provide ample time for evaluation and acceptance by the School Board.

11 Making An Award Lowest Responsive and Responsible Bidder After the Bid/RFP opening, results are tabulated, evaluated and analyzed to determine the lowest responsive and responsible bid. The time frame for completion of evaluation and award varies depending upon the complexity of the Bid/RFP. Award Recommendations Notices of Intended Action are issued from the Procurement Services Department. These notices are faxed to all vendors who submitted Bid/RFP and are also posted on our website. Rejection of Bids The School Board of Orange County reserves the right to reject any or all bids or to accept any bid or part thereof that, in its judgment, will be for the best interest of the Orange County School System. The Board also reserves the right to waive all informalities. Board Approval School Board approval is required for all awards exceeding $50,000. This includes piggybacks and State of Florida contracts. Business Opportunity Programs A. Minority- and Women-Owned Business Enterprise Program The Orange County School Board has adopted a Minority and Women Business Enterprise Assistance Policy on May 24, The Policy seeks to ensure that qualified minority and women owned businesses that compete for School Board contracts are not subject to unlawful discrimination on the basis of race, color, national origin, or gender. The School Board has set within the policy an overall annual participation level of 12% for procurement of goods and non-professional services. In addition to the annual overall participation level established by the School Board, the Superintendent, may set contract participation levels, for individual projects for which there are known available MWBE s with capabilities consistent with the requirement of the specific contract. B. Local Developing Business Program The Orange County School Board has adopted a Local Developing Business Policy on May 24, The Policy seeks to promote the development of local businesses and facilitate the availability of firms to compete for upcoming projects at the School Board. This Policy will promote economic growth and enhance employment opportunities within the Local Area; will also diversify the pool of qualified contractors vying for contracts to be let by the School Board for construction contracting, procurement and professional service. This Policy will increase the competitiveness for such contracts. The School Board has set within the policy an overall annual participation level of % for procurement of goods and non-professional services. In addition to the annual overall Program goals established by the School Board, the Superintendent may set contract goals for individual projects. Additional information about the district s Business Opportunity programs is available at 11

12 Protest Rights Bidders are advised that all Bid Protests must be made in accordance the Administrative Rules of the Florida Department of Education, and Chapter 120, Florida Statutes. Lobbying Bidders are hereby advised that they are not to lobby with any District Personnel or Board Members related to or involved with a Bid/RFP until the Administration s recommendation for award has been posted. All oral or written inquires must be directed through Procurement Services. Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and all other groups who seek to influence the Governmental decision of a Board Member or District Personnel after advertisement and prior to the posted recommendation on the award of a contract. Any bidder or any individuals that lobby on behalf of bidder during the time specified will result in rejection/disqualification of said Bid/RFP. 12

13 After An Award Is Made Notice of Award Once the School Board has approved the award of the Bid/RFP, the awarded vendor(s) will be sent a letter notifying them of the official award. Delivery Goods/Services shall only be delivered after receipt of an authorized purchase order issued by the School Board. Acceptance of the delivery is subject to purchase order Terms & Conditions. Vendor Default Vendors failing to perform in accordance with the terms and conditions specified in the document will be held in default. Change Orders and Modifications Changes which occur in price or performance after an award of a Bid/RFP and/or purchase order will require a written contract amendment or change order to the purchase order. Vendors shall adhere to the requirements specified in the Bid/RFP when requesting modifications to the award. Change orders to original purchase order or modifications to the award can only be authorized by Procurement Services. Invoice Payments The successful bidder will be required to submit invoices that reference purchase order numbers on all requests for payment. All statements must reference valid purchase order numbers. Invoices, in duplicate, shall be mailed directly to Orange County Public Schools, Accounts Payable, P.O. Box 4984, Orlando, Florida A separate invoice must be received for each purchase order number. Payments shall be made to the awarded vendor unless otherwise directed by the School Board. It is the sole responsibility of the vendor to reconcile the purchase order and the vendor s invoice by notifying the bookkeeper/secretary at the location requesting the materials or services of any discrepancies prior to billing. The School Board will only pay the dollar amounts authorized on the purchase order. Gifts and Gratuities With the exception of promotional items with company logos or advertising, employees are prohibited from accepting gifts or gratuities. Gifts or gratuities cannot influence employees in their decision to purchase from a specific vendor. 13

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