form 11 training - purchasing

7/27/2019 Form 11 Training - Purchasing

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P R E S E N T E D B Y : L I S A B O E R N E RP U R C H A S I N G M A N A G E R

W A L T E R M A C KS R . P R O C U R E M E N T C O N T R A C T S P E C I A L I S T

PURCHASING DEPARTMENT

FORM 11S1


2/12

PURCHASINGS TOP 5

Subject

Departmental Needs

Board MotionsReads like a Short Story

Price reasonableness

Department Responsibility

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3/12

SUBJECT

The Form 11 Subject Title:

Two choices

Subject: Approval of the Agreement with (Insert Vendorname) to provide (Insert Service or Commodity) for the(Insert Department)

OR

Subject: Approve the Purchase (or Agreement) of(Insert

Commodity or Service) for(Insert Department) via theCompetitive Bidding Process, With Only OneResponsive/Responsible Bid Received

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4/12

DEPARTMENTAL NEEDS

Please identify the following in the Board Motion:Identify Contractor/Vendors

Total annual cost and ensuing costs beyond the first year

Amount of years neededSole/Single source

H-11 (If IT related)

Department Head Signature

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5/12

RECOMMENDED MOTION

SERVICE FORM 11S

MOVE THAT THE BOARD OF SUPERVISORS:1. Approve and execute the one year professionalservice agreement with (Insert Vendor) for $xxx,xxxannually, which contains an option to renew the

agreement fortwo additional one-year periods; and2. Authorize the Purchasing Agent, in accordancewith Ordinance No. 459, to exercise the renewaloption, based on the availability of fiscal funding, andto sign amendments that do not change thesubstantive terms of the agreement, includingamendments to the compensation provision that donot exceed the annual CPI rates.

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6/12

RECOMMENDED MOTION

PRODUCT FORM 11S

MOVE THAT THE BOARD OF SUPERVISORS:1. Approve the purchase of one (Insert Product

description) (model ABC-XYZ) in the total purchaseamount of $xxx,xxx, and;

2. Authorize the Purchasing Agent, in accordancewith Ordinance No. 459.4, to sign the purchaseorder.

VERY Important

Please justify Sole/Single source or other than lowbid

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7/12

RECOMMENDED MOTIONPRODUCT FORM 11S

FOR MULTIPLE VENDORSMOVE THAT THE BOARD OF SUPERVISORS:

1. Authorize the County Purchasing Agent to establish andamend Purchase Orders with (Insert Vendors), for thepurchase of (Insert Product Description), for an annual

aggregate amount of $xxx,xxx, and;2. Authorize the County Purchasing Agent to shift funds, as

needed, among the various POs, and to add new orrescind POs with the vendors while staying within thecombined aggregate amount through (Insert end ofcontract date), renewed in one-year increments.

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8/12

SHORT STORY

BACKGROUND: Provide a brief background of why theCounty needs these services or commodity.

The story should be concise without unnecessary

verbiage. Stick to the point.

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9/12

PRICE REASONABLENESS(FUNNIES)

Common explanation and my personal favorites:Very reasonable

Vendor has a long standing relationship and the departmentwishes to continue the relationship, therefore the price isreasonableEND OF STORY

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10/12

PRICE REASONABLENESSBUT SERIOUSLY.

Items shall be purchased at applicable current fair market rates. (Usedfor BPOs)

Purchasing released a Request for Proposal, mailing solicitations to ??

companies and advertising on the Countys Internet. ?? responseswere received, with proposals submitted by ?? vendors.

The proposals were reviewed by an evaluation team consisting ofpersonnel from Purchasing and the (Insert Dept). The evaluation teamreviewed and scored each proposal based on the bidders (Insert bidcriteria) (overall responsiveness to the requirements of the scope ofservice, the ability to perform, software and equipment capability,references and the overall cost).

Cont

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11/12

PRICE REASONABLENESSBUT SERIOUSLY.CONT

Product demonstrations were held at the PurchasingDepartment and (Insert Responsive Vendor) was selectedas the (most or lowest) responsive/responsible vendor,

submitting an annual cost that shall not exceed $xxx,xxx.The other bidders proposed fees ranged from $xxx,xxx to$xxx,xxx.

The evaluation committee recommends that the award begiven to (Insert Responsive Vendor), as the lowestresponsive/ responsible vendor with the annual amount of$xxx,xxx.

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12/12

DEPARTMENTS RESPONSIBILITY

Submit to the Purchasing Department, County Counsel,and E.O. Analyst a soft copy prior to obtaining signatures

Two weeks to review all documents

Provide input into agreementsFiscal review and approval

IT Related H11 Form submittal and approval

Provide staff to support and assist in the preparation

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form 11 training - purchasing

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