CITY OF KNOXVILLE PURCHASING DIVISION 1 Boyce Evans, Purchasing - - PowerPoint PPT Presentation

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CITY OF KNOXVILLE

Boyce Evans, Purchasing Agent

Energy, Technology & Environmental Business Association Presentation

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Appliances

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Architectural & Engineering

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Automation Maint & Services

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Automotive Repair & Parts

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Beverages

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Bus Parts

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Cement/Concrete

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Clothes

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Computers & Printers

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Construction

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Decorations for Special Events

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Displays

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Fuel

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Gravel/Rocks

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Janitorial Services & Supplies

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Landscaping Services & Supplies

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Lawn Care Services

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Office Furniture

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Office Supplies

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Pest Control

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Police Equipment

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Rec equipment & installation

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Safety Equipment & Supplies

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Traffic signs, lights & equipment

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Trucks

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Vehicles

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AND MUCH MORE

SAMPLE OF WHAT WE BUY

 $50MAnnually

PROCUMENT THRESHOLDS

 $25K and higher:

ITBs, RFPs, RFQs, & LOI’s

 $5K - $24,999:

3 Quotes (see our website)

 Below $5K:

Departmental discretion

 Register as a vendor – Self Service account at

www.cityofknoxville.org/purchasing

– Ensure you’ve checked the right products/services you offer – Ensure you are receiving auto-emails from purchasing for bids

 Know what opportunities are on the horizon

– Annual Business Breakfast in June – Small Business Newsletter – View the City’s bidding website frequently - especially for quote

solicitations ($5,000 to $24,999)

– Ask Sherry

PREPARE TO COMPETE

 Stay current on insurance, certifications, licenses, etc.  When preparing a bid

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Attend pre-bid meetings – (especially good for sub-contractors/consultants)

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Visit website often for addendums

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Review Purchasing files to view your competitor’s pricing

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Submit bids on time – no flexibility here – 11:00 a.m. & no seconds

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Submit competitive pricing

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If unclear on RFP requirements – ask for clarification

 After the bid opening

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Get a brief-back

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View the bid tabulations to focus pricing better next time

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Be persistent

PREPARE TO COMPETE

CONSTRUCTION SPECIFIC

 View City website weekly  Ensure you are properly licensed per ITB requirements (HRA,

TDOT pre-qualified, etc., etc.)

 Ensure sub contractors are properly licensed (prime’s

responsibility)

 Submit bid bond (5%) for projects worth over $100K  If you win, then submit performance (100%) & payment (100%)

bonds

 Acquire insurance

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Commercial general liability (occurrence basis) $2M

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Auto liability ($1M per occurrence)

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Workers compensation with statutory limits & Employers liability with limits of $500K minimum

 Sherry Bennett, Small Business Specialist – 215-2293, sbennett@cityofknoxville.org  Boyce Evans, Purchasing Agent – 215-2069, bhevans@cityofknoxville.org  Janice McClelland, Assistant Purchasing Agent – 215-2063, jmcclelland@cityofknoxville.org

CONTACTS

UPCOMING OPPORTUNITIES

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UPCOMING OPPORTUNITIES

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FLEET SERVICES DEPARTMENT

• Motor Oil

Oct 28, 2014

• Fluids & Lubricants

Nov 30, 2014

• Collision Repair

Dec 16, 2014

• KPD Motorcycles

Mar 31, 2015

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KNOXVILLE AREA TRANSIT

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Item

2014 2015 July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun

Bulk Motor Oil Dispensers Carport Covering (Bus) Drill Press Horizontal Band Saw Carport Covering (Tires) Vertical Band Saw Brake Lathe Pulse Welder Office and Cleaning Supplies

Specs & Solicitation Development Bid Advertising Contract Award

PUBLIC SERVICE DEPARTMENT

 Solid Waste Mgt Facility Upgrades - includes construction of

a large awning & shed as well as rebuilding a large hydraulic compactor “pit”. Fall 2014 = $400,000

 Fire Station Maint Program - Includes structural repairs,

painting, electrical upgrades, asbestos abatement, fixtures, bathroom, kitchen, & living space upgrades, & concrete repairs. Fire Station #7 is the next station. Multi-Year Program = $150,000 project in 14/15

 Krutch Park Upgrades - Develop & construct a renovation of

the Krutch Park stream & waterfall. Summer 2014 = $50,000

 Tecoma/Harrell Hills Bush Hog Service

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COMMUNITY DEVELOPMENT & KCDC

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One Time Opportunities Title Anticipated Date Building Signage at Western Heights August/Sept/Oct Replacement of Lighting at Western Heights August/Sept/Oct Replacement of Kitchen Subflooring at Passport August/Sept/Oct Exterior Painting at Lonsdale Homes August/Sept/Oct Awning Repair/Replacement at Love Towers August/Sept/Oct Sewer Line Replacement at Taylor Homes August/Sept/Oct Parking Lot Paving/Striping at Taylor Homes August/Sept/Oct

COMMUNITY DEVELOPMENT & KCDC

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One Time Opportunities Title Anticipated Date Repair of the Retaining Wall at KCDC’s Main Office August/Sept/Oct Redesign/Rebuild Windows at North Ridge Crossing August/Sept/Oct Replacement of the Roof on the Purchasing Division Building August/Sept/Oct Sidewalk Repairs/Replacements at Montgomery Village August/Sept/Oct Seal/Caulk the Low Rise Building at Isabella Towers August/Sept/Oct

COMMUNITY DEVELOPMENT & KCDC

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One Time Opportunities Title Anticipated Date Replace the HVAC at the Vista August/Sept/Oct Replace the Subflooring at the Vista August/Sept/Oct Replace the HVAC at Autumn Landing August/Sept/Oct Repair/Replace Wooden Porches at Autumn Landing and Nature’s Cove August/Sept/Oct Roof Replacement at Passport Homes August/Sept/Oct Roof Replacement at Passport Residences August/Sept/Oct

COMMUNITY DEVELOPMENT & KCDC

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Indefinite Quantity/Indefinite Delivery Opportunities Custodial Supplies August 2014 Electrical Services July 2014 Elevator Maintenance/Repair Services March 2015 Environmental Assessment Services July 2014 Floor Scrubber Equipment Maintenance May 2015 Housekeeping & Laundry Services December 2014 ID Equipment, Materials and Supplies March 2015 Mass Mailing Services March 2015 Pest Control Services October 2014 Set Out Services July 2014 Towing Services April 2015

PUBLIC BUILDING AUTHORITY

 COK Parking Facilities

• Market Square Garage – Seal deck, structural

repairs

• All City Parking Facilities – Security Cameras,

Landscape Improvements, new parking equipment & software update evaluations, elevator controls

• City County Building Garage – Post Tension

Cable, barriers

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PUBLIC BUILDING AUTHORITY

 Concrete & Asphalt Repair Services – July 2014  Mulching Services – September 2014  Painting Services & Finishes – September 2014  Window Covering & Install – September 2014  Elevator Repair Services – December 2014  Kitchen Equipment – January 2015  Flooring & Installation Services – May 2015

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PUBLIC BUILDING AUTHORITY

 Security AV Equip. & Install – May 2015  Recycling Services – July 2015  HVAC Parts & Services – September 2015  Sprinkler Suppression Systems – September 2015  Water Proofing Services – October 2015  Window Film & Install – November 2015  Plumbing Services – December 2015

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QUESTIONS/DISCUSSION

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DBE SPEND

$0 $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 $3,500,000 $4,000,000 MOB WOB Combined M/WOB Mid Yr FY13 $656,199 $1,518,181 $2,174,380 Mid Yr FY14 $716,053 $3,084,933 $3,801,046 Expenditures

3.2% 13.9% 17.1%

New Non-Competitive Expenditures

Waste Disposal Services Healthcare Related Services Large Nationwide Type Insurance Company Expenditures Banking Services Communication Services (phone, cellular, cable, &

Internet)

Bus Manufacturing & Parts Fire Truck Manufacturing & Parts

• SLBE Ordinance Postponed
• Implement Accountability Executive Order
• Implement Remainder of M&A Plan Initiatives
• S.B. Awards Program
• Teaming Initiatives
• Increase # of DBE’s in vendor database

Boyce Evans, Purchasing Agent

PURCHASING DIVISION

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Moving Forward

Boyce Evans, Purchasing Agent

Non Competitive Spend Amounts

Summary of Additional Deletions Amount Waste Disposal Services 3,554,243.12 Healthcare Related 9,795,215.36 Insurance Related 1,117,048.34 Banking Services 821,237.29 Communications Services 936,239.57 Bus Manufacturing & Parts 53,959.33 Fire Truck Manufacturing & Parts 521,860.97 Total 16,799,803.98

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Accountability Executive Order

 Defines S.B.’s, MOB’s, WOB’s, Vet-owned S.B.’s & Disabled

Vet-Owned S.B.’s

 Requires departments to set annual goals for doing business

with S.B’s, MOB’s, WOB’s, Vet-Owned, and Disabled Vet- Owned S.B.’s

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Mayor to review and approve goals

 Requires departments to report the amount of business they

conduct with these businesses, compared to previous 3 years, to the Mayor twice/year

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PBA, KCDC, and Airport Authority to submit reports annually

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Competitive Spend Calculation Example

NON COMPETITIVE PAYMENTS KUB Utilities Sole Source Procurements State Wide Contract Procurements Payments to the State of Tennessee, Knox County, etc. Refund payments Payments for travel & expenses Payments for grants & benevolence Banking services with BOA & Regions Payments to non-profits Payments to large publicly traded insurance companies Payments to railroads Lease payments Purchases of real property Payments to landfills U.S. Postal and other large carriers (i.e. FEDEX, etc.) Financial custodial services Trust company services Prof Organizations for dues & subscriptions (non profits) Investment rating services

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$250M Total FY11 City of Knoxville Budget ($71M) Less payroll ($14M) Less debt services (i.e. payments on debt for the convention center, etc. =$165M Amount our S.B. specialist begins to work with $165M Starting number (-$100M) Less amount deducted for non competitive expenses =$65M Amount considered competitive procurements. Base DBE calculations on this