Procurement Cycle and Tips on Doing Business with the State

Statewide HUB Program

Texas Comptroller of Public Accounts

Texas4Hubs.org

Agenda• State Government Procurement Cycle • Centralized Master Bidders List (CMBL)• Vendor Profile• Research

– Internal – The State

• The Pitch – In Person– Print Communication

• Track Your Outreach and Marketing Efforts

• How to Download the HUB Coordinators Contact List

Statewide HUB Program’s Mission

The mission of the Statewide HUB Program is to facilitate the use of HUBs in

state procurement, and to effectively provide information on the state's

procurement process to minority and woman-owned businesses.

Incentives To Become HUB Certified

• FREE of charge and valid for four (4) years

• Listed on the state’s HUB Directory

• Agencies and universities are required to make a “Good Faith Effort” to increase contract awards to HUBs and report the utilization of HUBs

• Increased exposure to prime contractors ($838M+ spent w/HUBs in subcontracting opportunities)

• Increased opportunities for non-competitive purchases ($61M+ was spent w/HUBs through procurement card)

The State’s Procurement Process

Purchasing Enabling Legislation

• Texas Government Code, Title 10

– Chapter 403 - Comptroller of Public Accounts

– Chapter 2155 - Purchasing: General Rules and Procedures

– Chapter 2156 - Purchasing Methods

– Chapter 2157 - Purchasing: Purchase of Automated Information Systems

– Chapter 2158 Purchasing: Miscellaneous Provisions for Purchase of Certain Goods and Services

– Chapter 2161 Historically Underutilized Business

The State of Texas Procurement Cycle• Need Defined

• Procurement Method Selected

• Solicitation

• Receipt of Bids

• Evaluation and Award

• Inspection and Acceptance

• Contract Administration

• Payment

• Disposal of Property

Procurement Thresholds• Non Competitive - up to $5,000

– Solicitations are not required

• Informal Solicitations - $5,000.01 to $25,000– Solicitations may be requested by

phone, fax or email to:1) Minimum of three vendors (two must

be HUBs) and 2) Registered on the Centralized Master

Bidders List (CMBL).

• Formal Solicitations - Over $25,000– Have terms/conditions, – Indicate opening time and place, – Notifications are sent to CMBL vendors,

and– Posted on the Electronic States

Business Daily (ESBD).

Centralized Master Bidders List (CMBL)

Why Register?

– The CMBL is an automated registration system used by state agencies. Once a state entity has determine the need to solicit vendors for commodities or services they will develop a mailing list from the CMBL to distribute notifications of bid opportunities.

– Used by other purchasing entities (public & private) as well as prime contractors.

Note: The CMBL is not an approved vendors list.

Centralized Master Bidders List (CMBL)

The Centralized Master Bidders List is administered in accordance with:

• Texas Government Code, Chapter 2155.263-270, and

• Texas Administrative Code, Title 34, Part 1, Chapter 113, Subchapter CRule 20.34

Enabling Legislation

96 vendors found where class code (1) is '620', item code (1) is '79' or 'all', district flag (1) is '14' or 'all' sorted by name. (Inactive vendors listed in italics)

57 vendors found where class code (1) is '620', item code (1) is '79' or 'all', district flag (1) is '14' or 'all' sorted by name. (Inactive vendors listed in italics)

Centralized Master Bidders List (CMBL)

How to Register!

– Annual registration/renewal fee is $70.00 and may be paid on-line by credit/debit card or check debit (US addresses only).

– The profile may be printed after entered online and mailed with a check or money order (US dollars). Mailed applications incur a longer processing time.

Electronic State Business Daily(ESBD)

• State agencies are required to advertise solicitations over $25,000 on the ESBD

• Posting Requirements- 14 days - When all solicitation

documents are available on the ESBD

- 21 days – When all solicitation documents are not available on

the ESBD (i.e. Blue Prints, Project Manuals, etc.)

• Search for bid opportunities or awards by – agency, requisition number,

city/county, NIGP code or by keywordhttp://esbd.cpa.state.tx.us/

Vendor Profile

• Ensure your company information is always current:– Email– Class and Item Codes– Business Description

Research – Internal

• Step 1

Take a honest look at your business

and clearly identify what your

business provide.

• Step 2

What are some alterative uses for the

product or service you provide.

Research – The State

• Step 1– Read the Vendor Guide

• Step 2– Search the HUB Report

Vendor Guide

The Comptroller’s Vendor Guide is

available online and helps vendors better

understand the state of Texas

purchasing process.

The HUB Report

• Provides Semi and Annual Report of the expenditures of State Agencies and Universities

• Assist to identify entities to target marketing efforts

• Identify Potential Allies/Partners

Note: These are not Class and Item Codes

The Pitch• Be Confident

– Establish yourself as an authority in your area

• Be Clear– What are you able to provide

• Be Concise – In one sentence, what do you

provide? • Be Compelling

– What are some “Attention Getter” words within your industry that you are able to provide?

• Ex: Industry- Janitorial

“Attention Getter” Green Products – Are there alterative uses

The Pitch – In Person

• You are a successful business 1st and HUB Vendor 2nd

• Build a rapport with the entity’s contact

• Have a Game Plan – What are your main points about

your company

– What do you really want to know from that representative

The Pitch - Print Communication

• Business Card– Include an indicator of what your

business provide – Include an email address

• Email– Focus on one topic– What action do you want them to

take?– Is it error free?

• Mailings

Track Your Outreach and Marketing Efforts

Agency Name

Contract or

Spot Purchases

Important Dates, e.g. contract expiration

The State HUB Coordinators

• The HUB Coordinator is the HUB vendor’s door into doing business with a state agency or university

This page will provide general description of an HUB Coordinator. Below the first paragraph is a hyperlink titled “HUB Coordinator List”

This will provide a list of state agencies and universities

Their profile will indicate the contact information for several positions, including Agency Head.

If you scroll down you will find the HUB Contacts

To download the complete HUB Coordinator list, Choose the hyperlink “Click here for download versions

Choose the file hubcords.dat

From you browser choose save as.

Save the document as an Text File

Open an next excel document and open the file you save. Ensure you look in all files.

For step 1 of 3 of the Text Import Wizard simply choose next

For step 2 of 3, select the comma field under delimiter and then choose finish

This will provide a complete database of the HUB Coordinators and other contacts.

Questions

Statewide HUB Program Contact Information

• Paul Gibson Program Manager (512) 305-9071

• Rachel Snell Marketing Coordinator(512) 463-6958

• Suzette Ballenger Operations Support Specialist (512) 463-3364

• Ric Perez Certification TechnicalLead(512) 463-0294

• Allen Roberts Compliance Technical Lead (512) 36140

Toll Free (888) 863-5881

Fax (512) 936-2482

Website Texas4HUBS.org