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4477- <br /> Finance Department <br /> General Government Subcommittee <br /> March 6, 2019 <br /> Presented by: Susy Haugen <br /> Subject: Services Procurement <br /> 1. History <br /> a. All services used PSAs <br /> b. No competition or very little competition <br /> 2. Best practices <br /> a. Use of competition helps to ensure best value, provide opportunities to local and small <br /> businesses, and demonstrate impartiality and accountability to the public <br /> 3. RFP Process <br /> a. RFP Process Revisions <br /> i. Revised boilerplate and tailored it to suppliers—restructured the flow of <br /> information with important dates on the first page <br /> ii. Included the PO terms and conditions as a separate section of the solicitation so <br /> that there are no surprises for businesses. <br /> iii. Incorporated pertinent sections from PSA into the solicitation <br /> iv. Created consistency across all of our solicitation boilerplates. <br /> v. Improved the specifications section <br /> vi. Added a questionnaire form tailored specifically to the service that is needed <br /> vii. Added a review of insurance requirements <br /> 4. Contract vs PO <br /> a. Purpose-create a more streamlined, business-friendly process to encourage broader <br /> participation, particularly among small businesses, and eliminate redundancy between <br /> the solicitation and PSA <br /> b. Services are evaluated individually to determine if they would be appropriate for the <br /> streamlined process. <br /> i. PO-RFP is used only for low-risk services <br /> ii. PO-RFP is never used for architects and engineers <br /> c. The solicitation contains the terms and conditions as well as the pertinent sections from <br /> the PSA. The solicitation terms and conditions are the same as the purchase order. <br />