selling to the state of mn b willard 031009

Department of Administration

Materials Management Division

Brenda Thielen Willard; CPPO, CPPB

Purchasing Authority

Commissioner of Administration

(As delegated by Minn. Stat. Ch. 16C)

Materials Management Division

Authorized Agency Buyer

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What the State Buys

Total value of State purchasing is approximately $4 billion

Wide Range of Goods

Non-Prof/Tech Services

Professional/Technical Services

Construction

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Procurement Overview One time Purchases

Long Term Contracts

About 1700 contracts

1 – 5 year contract terms are typical

Approximately 1000 contracts are offered to CPV members

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Cooperative Purchasing Venture (CPV) Program

Allows other governmental entities to procure goods and services from state contracts, when allowed by the contract

Political Subdivision must be a current CPV member – no cost membership

Ability to leverage better prices due to increased volume (saves time and money)

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Who is Eligible to Join? All governmental units

A “governmental unit” is defined by statute as any city, county, town, school district, political subdivision, licensed nonprofit hospital, or any agency of the State of Minnesota, another state or United States government. (Minn. Stat. 471.59 Subd. 1.)

See our website to see additional groups that may participate in our program.

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Procurement Methods Request for Bid (RFB)

Best Value: Award to lowest responsive/responsible bidder meeting all terms, conditions, and specifications

Request for Proposal Ability to Negotiation Best Value: Award based on

price as well as other criteria

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Request for Bid/Proposal Advertising Required

Over $25,000 for goods & non-P/T services

Over $25,000 for construction

Sealed Bids/Proposals Required

Over $50,000 for goods & non-P/T services

Over $50,000 for construction

Professional Technical Services

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Authority for Local Purchase (ALP)

Delegated to individuals in state agencies by Dept. of Administration

Levels of Delegation of Authority

$10,000

$25,000/$50,000

Special delegations

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Small Business Preferences Targeted Groups (TG)

Must be certified, eligible, and approved for the specific products and services

Up to 6% preference

Economically Disadvantaged (ED)

Up to 6% preference

Except for Construction: up to 4%

Veteran Owned (VO)

Up to 6% preference 10

Small Business Program Targeted Groups (TG) Small businesses owned, operated and

controlled by the following groups: Minorities

(A) Asian (I) American Indian (B) African American (E) Alaska Native (H) Hispanic

Disabled (D) Women (W)

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Small Business Procurement Program Economically Disadvantaged (ED)

(L) Labor Surplus Area County designated by US Dept of Labor

(M) Low Median Income County County designated by MN Planning

Certified Rehab. Facility or Extended Employment provider (Minn. Stat. 268A)

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Commodity Purchase Requirements

$0 - $5,000 Minimum of one solicitation to TG/ED/VO within

normal purchase area

$5,000.01 - $10,000 Minimum of two solicitations Contact a TG/ED/VO vendor, when reasonably

available

$10,000.01 - $25,000/$50,000 Minimum of three solicitations Contact a TG/ED/VO vendors, when available Advertised on MMD’s Website

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Veteran’s Owned (VO) Preference

In accordance with Minnesota Statutes 16C.16, subd. 6a, eligible verified veteran-owned small businesses with their principal place of business in Minnesota may receive up to 6 percent preference when responding to solicitations. The preference is applied only to the first $500,000 of the response.

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Vendor Opportunities Solicitation Announcements are

posted on MMD’s website and/or Vendor Portal: www.mmd.admin.state.mn.us Advertised RFBs/RFPs for goods and non-P/T

services

Construction projects

Some Prof/Tech services

Updated real-time

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Professional/Technical Services “Services that are intellectual in character; that

include consultation, analysis, evaluation,

prediction, planning, programming or

recommendation, and result in the production of a

report or the completion of a task. Professional or

technical contracts do not include the provision of

supplies or materials except by the approval of the

commissioner or except as incidental to the

provision of professional or technical services.”

Minn. Stat. § 16C.08

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Professional/Technical Requirements $0 - $5,000

Contact a minimum of one vendor

$5,000 - $50,000 Advertisement required either in State Register

and/or on MMD website

Other advertising encouraged

Over $50,000 Advertisement required in State Register and/or

Vendor Portal

MMD website or other advertising encouraged

Formal RFP 17

Vendor Opportunities – Professional/Technical

State Register Advertised RFPs for professional/technical

services

Published each Monday

www.comm.media.state.mn.us

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Who to contact? Agency Procurements

Contact agencies directly

State Procurements See solicitation postings on MMD’s website

www.mmd.admin.state.mn.us

Professional/Technical Procurements Contact Agency

Also view MMD’s website, Vendor Portal, and State Register

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Vendor’s Common Errors Error’s when responding to a

Solicitation Did not get their response in on time

Failed to read the solicitation document

Did not sign properly

Did not respond to all requirements

Taking exception to the terms, conditions, or specifications that make it a material deviation

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Vendor’s Common Errors (con’t)

Did not initial strike-overs properly

Pricing in vendor’s response completed in pencil

Not providing proper attachments

Not providing all the information that was required

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MMD Website www.mmd.admin.state.mn.us

Solicitation Announcements

Vendor Management information

List of Acquisition Management Specialists

Small Business (TG/ED) Program Information

On Line Vendor Registration

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Registrations/Certifications Online Vendor Registration is on MMD’s

Website

Vendor list used centrally and state wide

Vendors can view and change their own information

Small Business Procurement Program

Certified company info available via

MMD website (public)

Internal automated purchasing system (state employees)

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MMD Helpline 651-296-2600 Quick Access

General Information

Small Business Program Information

Bid Request/Bid Results Line

How to Register as a Vendor

MMD Switchboard

www.mmd.admin.state.mn.us 24

Contact Information MMD Helpline

651.296.2600

Bid Results Available

Assistant Director Brenda Thielen Willard; CPPO, CPPB

651.201.2402

Vendor Management Specialist Sheila Scott

651.201.2428

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Questions?

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