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

Energy, Technology & Environmental Business Association Presentation CITY OF KNOXVILLE PURCHASING DIVISION 1 Boyce Evans, Purchasing Agent 7/25/2014

 $50MAnnually SAMPLE OF WHAT WE BUY Appliances Landscaping Services &   Supplies Architectural & Engineering  Automation Maint & Services Lawn Care Services   Automotive Repair & Parts  Office Furniture  Beverages  Office Supplies  Bus Parts  Pest Control  Cement/Concrete  Police Equipment  Clothes  Rec equipment & installation  Computers & Printers  Safety Equipment & Supplies  Construction  Traffic signs, lights & equipment  Decorations for Special Events  Trucks  Displays  Vehicles  Fuel  AND MUCH MORE Gravel/Rocks   Janitorial Services & Supplies 

PROCUMENT THRESHOLDS ITBs, RFPs, RFQs, & LOI’s  $25K and higher:  $5K - $24,999: 3 Quotes (see our website)  Below $5K: Departmental discretion

PREPARE TO COMPETE  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 Attend pre-bid meetings – (especially good for sub-contractors/consultants) – Visit website often for addendums – Review Purchasing files to view your competitor’s pricing – Submit bids on time – no flexibility here – 11:00 a.m. & no seconds – Submit competitive pricing – If unclear on RFP requirements – ask for clarification –  After the bid opening Get a brief-back – View the bid tabulations to focus pricing better next time – Be persistent –

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 Commercial general liability (occurrence basis) $2M – Auto liability ($1M per occurrence) – Workers compensation with statutory limits & Employers liability – with limits of $500K minimum

CONTACTS  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

UPCOMING OPPORTUNITIES 8 7/25/2014 PURCHASING DIVISION

UPCOMING OPPORTUNITIES 9 7/25/2014 PURCHASING DIVISION

FLEET SERVICES DEPARTMENT  Motor Oil Oct 28, 2014  Fluids & Lubricants Nov 30, 2014  Collision Repair Dec 16, 2014  KPD Motorcycles Mar 31, 2015 10 7/25/2014 PURCHASING DIVISION

KNOXVILLE AREA TRANSIT 2014 2015 Item Sept July Aug Nov May Dec Jan Feb Mar Apr Jun Oct 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 11 7/25/2014 PURCHASING DIVISION

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 12 7/25/2014 PURCHASING DIVISION

COMMUNITY DEVELOPMENT & KCDC 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 August/Sept/Oct Passport 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 13 7/25/2014 PURCHASING DIVISION

COMMUNITY DEVELOPMENT & KCDC 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 August/Sept/Oct Building Sidewalk Repairs/Replacements at Montgomery August/Sept/Oct Village Seal/Caulk the Low Rise Building at Isabella Towers August/Sept/Oct 14 7/25/2014 PURCHASING DIVISION

COMMUNITY DEVELOPMENT & KCDC 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 August/Sept/Oct Autumn Landing and Nature’s Cove Roof Replacement at Passport Homes August/Sept/Oct Roof Replacement at Passport August/Sept/Oct Residences 15 7/25/2014 PURCHASING DIVISION

COMMUNITY DEVELOPMENT & KCDC 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 16 7/25/2014 PURCHASING DIVISION

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 17 7/25/2014 PURCHASING DIVISION

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 18 7/25/2014 PURCHASING DIVISION

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 19 7/25/2014 PURCHASING DIVISION

QUESTIONS/DISCUSSION

DBE SPEND 17.1% $4,000,000 13.9% $3,500,000 $3,000,000 Expenditures $2,500,000 $2,000,000 $1,500,000 3.2% $1,000,000 $500,000 $0 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 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 21

Moving Forward 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  PURCHASING DIVISION 22 Boyce Evans, Purchasing Boyce Evans, Purchasing Agent 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 23 7/25/2014 PURCHASING DIVISION

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 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 PBA, KCDC, and Airport Authority to submit reports annually – 24 7/25/2014