AGENDA ITEM

AGENDA ITEM

Business Development and Procurement Services3FN1500 Marilla St.Dallas, Texas

PREPARATIONMANUAL

Document Number: BDPS-PRO-802 Revision Number: 1

Approved By: Mike Frosch Effective Date: 1/29/2010

Description of Last Change:Initial Release

Document Title: Agenda Item Preparation Manual4.2.1d from ISO 9001

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Agenda ItemsThe agenda for City Council meetings is prepared by City staff at the departmental level, with oversight and direction provided by the City Manager’s Office.

Agenda items are created in Lotus Notes. Once Lotus Notes access has been authorized, you are ready to start in the workspace page. Each agenda item (unless it’s an Interlocal Agreement procurement or Revenue item) has an Agenda Information Sheet, BID Summary Form and Resolution.

There are four sections required on ALL agenda items in the Agenda Information Sheet (AIS). Business Development & Procurement Services agenda items require eight sections in the AIS. They are:

1) Subject

2) Background

3) Prior Action4) Fiscal Information

5) M/WBE Information 6) Ethnic Composition7) Bid Information8) Owners

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Agenda Item Preparation

After preparing the AIS, you will then create you BID Summary and Resolution. Every AIS will have a Resolution, but not every AIS will have a BID Summary.

Procurements made through Interlocal Purchasing Coop Agreements and Revenue items do not require the completion of a BID Summary.

THINGS TO REMEMBER WHEN CREATING AN AGENDA ITEM

Font and size: Arial 12

Text paragraphs should be fully justified on all documents

Section headers should be capitalized, bold, left justified and underlined

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Lotus Notes Workspace Window

Agenda items are created in the DEPARTMENT database. If it is an item involving more than one department, all of

the departments named will be able to see the item in the DEPARTMENT database.

Note: The item will be mailed to the CITYWIDE database by the Agenda Coordinator. Once an item has been mailed, it is removed from the DEPARTMENT database, and all updates will be done in the CITYWIDE database. Please see Council agenda schedule provided to you by your agenda coordinator for Citywide mail out deadlines.

Agenda items are created in the DEPARTMENT database. If it is an item involving more than one department, all of

the departments named will be able to see the item in the DEPARTMENT database.

Note: The item will be mailed to the CITYWIDE database by the Agenda Coordinator. Once an item has been mailed, it is removed from the DEPARTMENT database, and all updates will be done in the CITYWIDE database. Please see Council agenda schedule provided to you by your agenda coordinator for Citywide mail out deadlines.

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In Department view select “Create”, then “Agenda Information Sheet”, then “New Single subject AIS”

Creation of Agenda Item in Department View

Top Portion of Agenda Information Sheet

Enter as many KFA’s as necessary. All five can be entered, depending on the item.

Sort order is an optional field that defaults to 99. If you prefer to have an item listed in a specified order within a department, enter a corresponding number, e.g. 1,2,3, etc.

Select the appropriate type of meeting to bring up the dates in the drop down menu for “Agenda Date”

Normally “All” is selected for BDPS items, if not and you select a few districts also include the dollar breakout for each Council district in the “Fiscal Information" section.

Department name defaults to BDPS. If you add another department here the CMO field below is

automatically populated with the appropriate CMO. Department names here should match the

“Distribution” section of the Resolution

Mapsco numbers should be entered in the following format:

1B V, Y 2 T 12 Z 21 B, V 22 E-G, J, K, M, N

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SINGLE SUBJECT Templates Used Most Frequently

(For Multi-Subject Items see your Agenda Coordinator for assistance)

Service Contract

Authorize a (length of contract e.g. xxxx-xxxx-month) service contract for (service description) – (appropriate agency), lowest responsible bidder of (xx, only bidder, etc) – Not to exceed $(dollar amount) - Financing: (appropriate fund(s))

Master Agreement

Authorize a (length of agreement e.g. xxxx-xxxx-month) master agreement for (service description) – (appropriate agency), lowest responsible bidder of (xx, only bidder, etc) - Not to exceed $(dollar amount) - Financing: (appropriate fund(s))

Purchase

Authorize the purchase of (name of the item) - (appropriate agency), lowest responsible bidder of (xx, only bidder, etc) - Not to exceed $(dollar amount) - Financing: (appropriate fund(s))

Revenue Contract Authorization with Renewal Option

Authorize a (length of contract e.g. xxxx-xxxx-month) concession contract, with (number) (xxxx-month) renewal options, for (service description) at (appropriate location) – (appropriate agency), highest responsible bidder of (number) – Estimated Revenue: $(dollar amount)

Professional Services-shown below without a “term”; add term if applicable before “professional services contract” Authorize a professional services contract to (service description, i.e: conduct a job analysis/test validation study for the Police Physical Agility Test) -(appropriate agency), only proposer or most advantageous proposer of (number) - Not to exceed $(dollar amount) - Financing: (appropriate fund(s))

Do not use abbreviations in the SUBJECT

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FUNDING Information

Enter total dollar amount here Select appropriate

box

Select funding type here and funding listed here should match what is in the Subject & Fiscal Information

List funding information here using this format. This funding information should match what is in the

Resolution, Section 2 if applicable.

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BackgroundBackground information should reflect purpose of the procurement. At the end of stating the purpose also include the price comparison and RLT statement (in order listed below):

Price Comparison Statement (select one of the statements below that applies):

This solicitation was structured in a manner which required bidders to submit a response using unit pricing; this bid resulted in a 7.78% increase over comparable unit prices for the bid awarded in 2005.

This solicitation was structured in a manner which required bidders to submit a response using discounts from manufacturer’s price list; this bid resulted in a 25% discount compared to an 18% discount for the bid awarded in 2005.

This solicitation was structured in a manner which required bidders to submit a response using discount or markup pricing from an industry index. This bid resulted in a 25% discount compared to an 18% for the bid awarded in 2005.

This solicitation was structured in a manner which would render the City the most advantageous proposal; this proposal resulted in a XX% increase/decrease over comparable proposal awarded in XXXXX.

This solicitation was structured in a manner which required bidders to submit a response according to scope of work; this bid resulted in a XX% increase/decrease compared to the XXX% for the bid awarded in XXXX.

RLT Statement:

As part of the solicitation process and in an effort to increase competition, Business Development and Procurement Services (BDPS) used its procurement system to send out XXX email bid notifications to vendors registered under respective commodities. To further increase competition, BDPS uses historical solicitation information, the internet, and vendor contact information obtained from user departments to contact additional vendors by phone. Additionally, in an effort to secure more bids, notifications were sent by the BDPS’ ResourceLINK Team (RLT) to 25 chambers of commerce, the DFW Minority Business Council and the Women’s Business Council – Southwest, to ensure maximum vendor outreach.

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BackgroundThe following information should be included on all proposals in the Background section. This is placed

before the price comparison statement.

A five member evaluation committee was selected from the following departments:

Business Development & Procurement Services (2)*Public Works & Transportation (1)Equipment & Building Services (1)Human Resources (1)

*Business Development & Procurement Services only evaluated cost and the Business Inclusion and Development Plan.

The successful proposer was selected by the committee on the basis of the following criteria:

(Example of criteria used in agenda items)

• Business Inclusion and Development Plan 15 points• Cost 20 points• Responsiveness 15 points• Background 15 points• Benefits Consulting Experience 15 points• Municipality Experience 20 points

Business Development & Procurement Services (2) - will always be listed. Other participating departments will

follow.

Business Inclusion & Development Plan and Cost will always be listed. Other

appropriate criteria will follow.

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Background

If applicable also add the following for minority participation in a Coop Agreement award:

Although Good Faith Effort initiatives are not taken into account for cooperative agreements, this particular agreement will utilize certified minority sub-contractor or contractor, (name of vendor), resulting in X.X% participation.

Coop Agreement statement (if applicable):

Competitive bids were issued on XXXXXXX XX, XXXX and opened on XXXXXXX XX, XXXX. A total of XXX bids were received. Bid pricing was then compared to Texas local cooperative purchasing agreements, and it was determined that the (enter name of coop agreement here) provided the most advantageous pricing to the City. (enter name of coop agreement here) pricing total is $0,000,000.00 compared to the lowest competitive bid total of $0,0000,000.00. The City will save $000,000.00 by utilizing (enter name of coop agreement here) pricing. (enter name of coop agreement here) conforms to the requirements of Texas Statutes that are applicable to competitive bids and proposals.

Or

Competitive bids for (insert what bid was for here) were issued on XXXXXXX XX, XXXX and opened on XXXXXXX XX, XXXX . Bid pricing was then compared to governmental cooperative purchasing agreements, and was found that pricing received from (enter name of vendor) was identical to the (enter name of coop agreement). However, (enter name of coop agreement) offers a provision for volume pricing discounts not otherwise available through standard agreements. Therefore, Business Development and Procurement Services determined that (enter name of coop agreement) provided the most advantageous agreement for the City for (insert what bid was for here) .

And add the following paragraph to whichever statement you select above:

(enter name of coop agreement) conforms to the requirements of Texas Statutes that are applicable for competitive bids and proposals, in accordance with the Interlocal Cooperation Act, Chapter 791, Texas Government Code. In addition, (enter name of coop agreement) receives bids from manufacturers and dealers throughout the United States.

If a coop procurement the coop agreement statement is placed before the price comparison statement in the Background.

Select one of the two listed here.

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Prior Action, Fiscal Information & Ethnic Composition

Standard language for PRIOR ACTION (List newest to oldest Council Action):

On (enter date – Month day, year), City Council authorized a (enter exact previous award text. i.e. thirty-six-month master agreement for janitorial supplies to be used at various departments ) by Resolution No. (enter resolution number).

OR

This item has no prior action.

Never include vendor names. Include briefings and Park Board approvals if applicable.

Standard formatting for FISCAL INFORMATION:

$00,000.00 – Current Funds$ 2,000.00 – Water Utilities Current Funds

Standard language and formatting for ETHNIC COMPOSITION:

ETHNIC COMPOSITION

Dien, Inc.

White Female 4 White Male 3Black Female 0 Black Male 1Hispanic Female 0 Hispanic Male 4Other Female 2 Other Male 1

Proper order for ethnicities

Always list Current Funds first

Fiscal Information should match funds listed in the Subject

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M/WBE Information & Ethnic Composition

Standard language and formatting for M/WBE Information:

M/WBE INFORMATION

35 - Vendors contacted33 - No response 2 - Response (Bid) 0 - Response (No Bid) 2 - Successful

215 M/WBE and Non-M/WBE vendors were contacted

The recommended awardees have fulfilled the good faith requirements set forth in the Business Inclusion and Development (BID) Plan adopted by Council Resolution No. 08-2826 as amended.

Successful vendors noted here should also be reflected on the BID Summary

Form

Count of vendors contacted here should match the count entered on the RLT statement in your

Background.

Use the recently adopted BID(08-2826) language here.

M/WBE INFORMATION

This is a sole source procurement and requires no bidding.

Use standard statement when Sole Source award

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BID INFORMATION

BID INFORMATION

The following bids were received from solicitation number BD0904 and opened on December 18, 2008. This master agreement is being awarded in its entirety to the lowest responsive and responsible bidder.

OR (if awarded by line or group us the following)

The following bids were received from solicitation number BL0902 and were opened on November 6, 2008. This master agreement is being awarded to the lowest responsive and responsible bidders by line. Information related to this solicitation is available upon request.

*Denotes successful bidder

Bid Information statements are to be used as they apply to the procurement. Modify as needed.

Insert bid number

Insert date of bid opening

Insert type of procurement

Use “by line or “by group” as applicable.

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BID INFORMATIONBid awarded in its entirety or by multiple lines/groups with 4 or more lines/groups.


Bidders Address Amount of Bid

*Dien, Inc. 3510 Pipestone $219,000.00Dallas, TX 75212

F2 Industries, Inc. 423 C Smyrna Square Drive $243,000.00Smyrna, TN 37167

OR


*Dien, Inc. 3510 Pipestone Multiple LinesDallas, TX 75212

F2 Industries, Inc. 423 C Smyrna Square Drive Multiple LinesSmyrna, TN 37167

Proper format for bid awarded in its entirety

Proper format for bid awarded by multiple

lines/groups with 4 or more lines/groups.

Important Note:Never state “single line” when awarding by multiple lines.

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BID INFORMATIONBid awarded by group or line (less than 4 lines/groups) or a non-responsive bidder



*AAF-McQuay, Inc. dba 1250 Post & Paddock Rd. Group 1: $ 913,580.00McQuay International Suite 200 Group 2: No bid

Grand Prairie, TX 75050

*Gulf Energy Systems, Inc. 818 S. Central Expwy. Group 1: $2,130,000.00Suite 16 Group 2: $ 119,000.00Richardson, TX 75080

American Mechanical Services 3033 Kellway Dr. Group 1: $ 961,369.84Carrollton, TX 75006 Group 2: No bidSmyrna, TN 37167

OR


Air Conditioning Innovative 1028 N McDonald Group 1: Non-responsive**Solutions, Inc. dba ACIS, Inc. McKinney, TX 75069 Group 2: $ 274,035.00

**Air Conditioning Innovative Solutions, Inc. dba ACIS, Inc. was deemed non-responsive to Group 1 due to errors on the bid sheet.

Proper format for bid awarded by group

Proper format for noting a non-responsive bidder

Include sentence with reason for non-responsiveness

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BID INFORMATION

BID INFORMATION

The following bid was received from solicitation number BR0812 and opened on February 27, 2008. This service contract is being awarded in its entirety to the only bidder.


Bidder Address Amount of Bid

*Lion TotalCare, Inc. 6450 Poe Ave. $3,229,092.00Suite 300Dayton, OH 45414

Note: Pursuant to Business Development and Procurement Services’ (BDPS) request, the Auditor’s office has reviewed the single bid item and submitted related documentation and has determined BDPS followed Administrative Directive 4-05 provisions for processing this single bid item and made reasonable efforts to increase bid participation. This proposed procurement meets the requirements for a single bid.

Only Bidder or Sole Source Award

BID INFORMATION

Bidder Address Amount of Bid

Lawson 380 St. Peter Street $814,300.00Software St. Paul, MI 55102

Note: Pursuant to Business Development and Procurement Services’ (BDPS) request, the Auditor’s office has reviewed this sole source bid and submitted related documentation and has determined this procurement meets the exceptions from competitive bidding as specified in the State of Texas Local Government Code, chapter 252.022, General Exemptions (a)(7).

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BID SUMMARY (Standard Form)

To create your BID Summary for your agenda item, first open the agenda item, select “create”, then “BID”, then “BID Summary (standard)”.

Select BID Summary here

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This section is automatically updated from Subject information by Lotus

Vendor name(s) should be entered and then complete sentence appropriately

Select type of procurement Enter total dollars in the appropriate line for local

and non-local. Click “Refresh Screen Calculations” button above when finished.

Enter 1st vendor name and vendor number if multiple vendors

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If prime vendor or sub-contractor is a minority vendor, add a minority contractor worksheet from BID Summary form.

Another window will open. Complete the form for the minority

prime or sub-contractor. Click

save when finished.Go back to original BID Summary form, save and close this

document. Re-open BID Summary

form and your minority vendor information will appear in the

appropriate area for local or non-local contractor or sub-

contractor.


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Completed BID Summary form with Minority Prime Vendor and Minority Sub-Contractor

Information entered on the Minority Contractor Worksheet will appear here

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BID SUMMARY(Standard Form)

Upon completing the local and non-local

minority contractor & sub-contractor info,

these totals will automatically update

Completed BID Summary form with Total MinorityPrime Vendor and Minority Sub-Contractor Calculations

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BID SUMMARY(Form for Increase to Existing Contract/Agreements)

Select the BID Summary form for increase

Increases to Contract/Agreements will need the BID Summary form for “increases or decreases”. Select this form from the same drop down menu that you would select the “standard” form.

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Completion of the “increase/decrease” BID Summary form is slightly different from the “standard” form. See “total contract amount” below.

Enter total amount of contract here. This amount should include original amount of

contract plus the requested increase amount.

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Minority participation for current requested increase will be included as usual and previous participation should also be included. See below.

Current minority participation dollars

Previous + current minority participation dollars here

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RESOLUTIONTo create your Resolution for your agenda item, first open the agenda item, select “create”, then “Resolution or Ordinance”, then “Resolution New”.

Select Resolution here

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RESOLUTIONBegin with “WHEREAS” as formatted here then copy and paste your “Prior

Actions” from your Agenda Information Sheet that are Council approved. Do not list briefings in the Resolution. List oldest to newest.

Follow each “WHEREAS” end with “, and;”. When listing the last “WHEREAS” end it with a “;”

From this point down use the appropriate template

for procurement

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RESOLUTIONFollowing will be the most frequently used Resolution Templates.

FORM RESOLUTION – ONE TIME PURCHASE ORDERS (FOR OVER $50,000 ONE-TIME PURCHASES OF GOODS)

[appropriate WHEREAS paragraphs go here]

NOW, THEREFORE,

BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DALLAS:

Section 1. That the purchase of ____________ [description of goods exactly as it appears in the Subject of the AIS is placed here] is authorized with __________ [name of vendor placed here] (______) [vendor number placed here] in an amount not to exceed $_________ [dollar amount placed here].

Section 2. That the Purchasing Agent is authorized, upon appropriate requisition, to issue a purchase order for __________ [description of goods exactly as it appears in the Subject of the AIS is placed here]. If a formal contract is required for this purchase instead of a purchase order, the City Manager is authorized to execute the contract upon approval as to form by the City Attorney

Section 3. That the City Controller is authorized to disburse funds from the following appropriation, in an amount not to exceed $___________ [dollar amount placed here]:

FUND DEPT UNIT OBJECT ENCUMBRANCE

Section 4. That this resolution shall take effect immediately from and after its passage in accordance with the provisions of the Charter of the City of Dallas and it is accordingly so resolved.

DISTRIBUTION:

Business Development and Procurement Services, 3FS

Business Development and Procurement Services will always be listed first.

Departments listed at the top of AIS are also included in the “Distribution”.

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RESOLUTIONFORM RESOLUTION – MASTER AGREEMENTS (FOR ONGOING PURCHASES OF GOODS FOR A STATED

TERM)


NOW, THEREFORE,


Section 1. That a master agreement for the purchase of ________ [description of goods exactly as it appears in the Subject of the AIS is placed here] is authorized with ___________ [name or names of vendors placed here] (________) [vendor number placed here] for a term of _______ [number of months placed here] months in an amount not to exceed $_________ [dollar amount placed here].

Section 2. That the Purchasing Agent is authorized, upon appropriate request and documented need by a user department, to issue a purchase order for __________ [description of goods exactly as it appears in the Subject of the AIS is placed here]. If a written contract is required or requested for any or all purchases of ___________ [description of goods exactly as it appears in the Subject of the AIS is placed here] under the master agreement instead of individual purchase orders, the City Manager is authorized to execute the contract upon approval as to form by the City Attorney.

Section 3. That the City Controller is authorized to disburse funds in an amount not to exceed $______ [dollar amount placed here].


DISTRIBUTION:




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RESOLUTIONFORM RESOLUTION – BID OR PROPOSED SERVICE CONTRACTS (OTHER THAN CONSTRUCTION,

ARCHITECTURAL, AND ENGINEERING SERVICES)


NOW, THEREFORE,


Section 1. That the City Manager is authorized to execute a contract with ___________ [name or names of vendor placed here] (______) [vendor number placed here] for _________ [statement of the service exactly as it appears in the Subject of the AIS placed here] for a term of _______ [number of months placed here] months in an amount not to exceed $_________ [dollar amount placed here], upon approval as to form by the City Attorney. If the service was bid or proposed on an as needed, unit price basis for performance of specified tasks, payment to [name of vendor placed here] shall be based only on the amount of the services directed to be performed by the City and properly performed by [name of vendor placed here] under the contract.

Section 2. That the City Controller is authorized to disburse funds from the following appropriation in an amount not to exceed $___________ [dollar amount placed here]:

FUND DEPT UNIT OBJECT ENCUMBRANCE


DISTRIBUTION:




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Revision AlertsOnce an item has been mailed, it is removed from the DEPARTMENT database, and all updates will be done in the CITYWIDE database. Any updates to your agenda item will now require the completion of a “Revision Alert”.

After completing any updates to your agenda item (once your item has been mailed citywide) select “create”, then

“revision alert”, and “revision alert” again.

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Revision AlertsRevision alerts require detailed information of changes that are made to the agenda item. Everything that is changed in the Subject, Funding, etc. is used by the Agenda Office staff to assign/reassign items, prepare the Council Agenda and the Council Matrix document. Be more specific, especially if they involve changes to funding, the Subject or the Resolution. A detailed description helps to ensure that the Agenda Office performs reviews accordingly without having to read the entire agenda item to search for what has been changed. For example do not only state “changed background’ or “added more to the background”. All changes should be in red and strikethroughs if applicable. Following are two examples of a “detailed” revision alert.

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Revision AlertsIMPORTANT INFORMATION ON REVIEWERS’ COMMENTS

Updates to your agenda item are usually required from reviewers posting comments on your agenda item. After completing requested updates remember to immediately complete your revision alert and ALSO RESPOND to the reviewer’s comments. Click on the “Respond” tab and send appropriate response.

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General Information

Don’t Use:

Example: June, 2006Price agreementApproved# symbolCity of DallasIn Subject only: $300,000.00

Use:

June 2006Master agreementAuthorizedNo.City$300,000

This preparation manual is meant to assist you with the preparation of agenda items although, not all types of procurements are covered in this manual. Please see previous awards for examples of agenda items not covered here, but also consult with your Sr. Buyer and/or Agenda Coordinator for assistance.

Common mistakes and corrections:

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