Post on 27-Mar-2015
transcript
RRequest for equest for
ProposalProposaland Low Bidand Low Bid
Overview Overview
RRequest for equest for
ProposalProposaland Low Bidand Low Bid
Overview Overview
Commonwealth of Pennsylvania
Department of General Services
2009
Project PhasesProject PhasesProject PhasesProject Phases
•Design
• Procurement/Bidding• Construction
Procurement OverviewProcurement OverviewProcurement OverviewProcurement Overview• 2 primary procurement methods
•Normal approach
•Lowest Responsible Bidder Awarded the Contract
•Exception to the rule of Low Bid
•Contractors compete based upon cost, technical qualifications and DB participation
•Committee scores cost, technical, and DB
Determination - MeetingDetermination - Meeting Determination - MeetingDetermination - Meeting
• When design is almost complete, the Deputy Secretary and RFP Coordinator are notified of the need for a determination.
• Coordinator sets up a determination meeting to discuss the project with: – Deputy Secretary; and– Head of Using Agency or designee; and– E/A and BOC; and– the Professional; and– Legal
Determination - DecisionDetermination - DecisionDetermination - DecisionDetermination - Decision
• Deputy Secretary makes a written determination as to what procurement method will be used.– Determination is posted to DGS website.
Evaluation CommitteeEvaluation CommitteeEvaluation CommitteeEvaluation Committee• If the decision is made to proceed as a RFP
project, the Deputy Secretary appoints the 5 voting members of the Evaluation Committee:
• Representative from Bureau of E/A• Representative from Bureau of Construction• Representative from Using Agency• 2 Appointees by Dep. Sec. with specific project
expertise or knowledge
• Identity of Committee members not revealed in order to ensure scoring without outside influence.
Evaluation Committee Evaluation Committee MeetingMeeting Evaluation Committee Evaluation Committee MeetingMeeting
• Discuss/modify RFP and appendix documents to reflect specific facts of the project
• Base Bids on Cost Submission form• Scope of work/past experience to be
discussed by the proposer, including critical work/critical subs and critical suppliers
• Schedule requirements of Using Agency• Calendar of Events established
• Confidentiality Statements signed
Bid Phase - Bid Phase - Pre-Proposal Pre-Proposal MeetingMeeting Bid Phase - Bid Phase - Pre-Proposal Pre-Proposal MeetingMeeting • RFP Coordinator chairs the meeting. • Professional discusses project.• Coord/Legal discuss proposal
requirements and proposal process.• Questions taken from proposers.• Walk-thru of site/project by Prof. and
Using Agency.• Answers not binding until in bulletin.
Bid Phase – Bid Phase – Proposal Proposal ContentsContentsBid Phase – Bid Phase – Proposal Proposal ContentsContents• No mandated appearance
– Can be stapled, clipped or in a binder– Sections can be separated by paper, tabs
or other means
• Before submitting the proposal, use the Mandatory Requirements Checklist (attached as an exhibit to the RFP) to make sure the proposal doesn’t get rejected.
PROPOSAL COMPLIANCE AND COST REVIEW RESPONSIVENESS FORM
Proposer’s Name: ____________________ Type of Contract: .1 .2 .3 .4 Other Office of Chief Counsel Rep.: ___________________ Date: ______________________
Mandatory Proposal Requirements Indicate in the spaces provided if the proposal meets each of following mandatory proposal requirements. Any proposal that received a “No” will be rejected as non-responsive. Mandatory Proposal Requirement Yes No Separately Sealed Submittals
Technical Submittal Cost Submittal
Bid Bond included in appropriate amount Signed proposal on Cost Submittal Form
Disadvantaged Business Submittal Project Team Organization Chart Prime Contractor Qualifications Statement
If the response to debarment/suspension is yes, then check “No” Completed Subcontractor/Supplier Utilization Form
Subs/suppliers filled out % of dollar value of work Subcontractor(s) Qualifications Statement(s) received within two (2) days
If the response to debarment/suspension is yes, then check “No” Resumes for Project Management Team Workplan and Schedule Safety Plan QA/QC Plan Staffing Plan Supporting Documentation
Executed Non-Collusion Affidavit Please provide an explanation of the Proposer’s failure to meet any of the Mandatory Proposal Requirements in the space provided.
Bid Phase – Proposal Bid Phase – Proposal ContentsContentsBid Phase – Proposal Bid Phase – Proposal ContentsContents
• Format explained in detail in the RFP• Contract # and discipline (.1/.2/.3/.4) on each part• Proposal delivered in one box with 3 separate and
distinct parts
1 Cost
Firm Name
1 DBE
Firm Name
TechnicalFirm name
TechnicalFirm name
TechnicalFirm name
TechnicalFirm name
TechnicalFirm name
6 Technical
Firm name
Bid Phase: Bid Phase: Technical Technical SubmissionSubmissionBid Phase: Bid Phase: Technical Technical SubmissionSubmission
Cove
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ecti o
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1S
ectio
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Sectio
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2S
ectio
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Cover Cover Letter Letter
and and
4 4 SectionsSections
Cover Cover Letter Letter
and and
4 4 SectionsSections
Bid Phase – Bid Phase – Technical Technical submissionsubmission
Secti o
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1S
ectio
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Sectio
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ectio
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Cove
rProvides, at a minimum:• Company Name
• Company Address
• Contact person
• Phone, Fax, E-mail
Bid Phase –Technical Bid Phase –Technical submissionsubmission
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ectio
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Sectio
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Secti o
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Project Team Qualification/Experience
T-1A Intro to Project Team – who and what
T-1B Prime Contractor
– Qualifications Statement with attachments
• Submitted with the with the proposalproposal
T-1C Sub/Supplier Utilization
– Utilization Form • Submitted with the with the
proposalproposal
– Qualification Statements
• May not be needed @ $$
• With proposal or by COB 2 days after submission date
Bid Phase: Technical Bid Phase: Technical SubmissionSubmissionBid Phase: Technical Bid Phase: Technical SubmissionSubmission
Cove
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Sectio
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Secti o
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1
Project Management Plan
T-2A Project Management Team
• Who – identify individuals
• What – roles and responsibilities
T-2B Work Plan and Schedule
• Work Plan – understanding of the project and address critical issues
• Schedule – understanding and ability to work on CPM project
T-2C Safety Plan – copy or description
T-2D QA/QC Plan – implements/follows
Bid Phase – Technical Bid Phase – Technical submissionsubmission
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ecti o
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ectio
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Sectio
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ectio
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Staffing Plan
T-3A Resources
• approx. # of workers and hiring procedures
T-3B Training
• training program
T-3C Safety Training Program
Bid Phase – Technical Bid Phase – Technical submissionsubmission
Cove
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Sectio
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Supporting DocumentationT-4A Non-Collusion Affidavit
•Appendix D
•Must be Signed
Bid PhaseBid Phase ––Cost submission 1 Cost submission 1 copycopy
Cost F
orm
Pro
posal
Bon
d2 Mandatory
RequirementsIf not properly submitted,
the proposal will be rejected.
Cost Submission – Cost Cost Submission – Cost FormForm
Pro
posal
Bon
dC
ost F
orm
Cost Submission Form must be signed in the
proper place by person authorized
to bind the company
Bid Phase Bid Phase –Cost –Cost submissionsubmission
Pro
posal
Bon
d
Cost F
orm
Proposal Bond
Must be in an amount equal to or greater
than 10% of the highest Base Bid.
Bid Phase Bid Phase ––DBE Submission – 1 DBE Submission – 1 copycopyBid Phase Bid Phase ––DBE Submission – 1 DBE Submission – 1 copycopy
• List DGS-certified:
• MBE subs with $ commitment
• WBE subs with $ commitment
• MBE suppliers w/$ commitment
• WBE suppliers w/$ commitment
Total $ commitments
• Proof of DGS certification• If commitments don’t meet or exceed MPLs for contract, an explanation of efforts to
obtain commitments. • Summary of firm’s past performance
Bid Phase - SubmissionBid Phase - SubmissionBid Phase - SubmissionBid Phase - Submission• Submission Date
– Usually a Tuesday @ 2:00 in Harrisburg
– Rep. From Legal, Bidding & Comptroller’s Office:• All 3 have to sign Confidentiality
Statements and No-Conflict of Interest Statements
• Review Technical Submissions for responsiveness
– Mandatory checklist
• Review Cost Submissions for budget constraints• DB Submission sent to BMWBO for review
Bid Phase – Scoring Mtg.Bid Phase – Scoring Mtg.Bid Phase – Scoring Mtg.Bid Phase – Scoring Mtg.• Evaluation Committee reconvenes
– Voting members, Legal and Comptroller attend
– Voting members reveal scores by discipline.– BV Coordinator calculates Overall Technical
Score for each proposal.– After Technical scores are final, Coord opens
DB scores, calculates them in front of entire Committee and adds them to proposal score
– After Technical scores are final, Coord opens Cost scores, calculates them, in front of entire Committee and adds to proposal score.
Bid Phase – AwardBid Phase – AwardBid Phase – AwardBid Phase – Award• BV Coordinator, in front of the entire
Evaluation Committee, calculates total proposal score based upon the formula published in the RFP.
.1 Proposer Calculation RankCost Score: * .60 =
Acme Tech Score: * .30 = DB Score: * .10 =
Final Score:
Proposer CalculationCost Score: * .60 =
Baker Tech Score: * .30 = DB Score: * .10 =
Final Score:
Proposer CalculationCost Score: * .60 =
Charlie Tech Score: * .30 = DB Score: * .10 =
Final Score:
96.67
58.0092.00
88.00
98.27
100
50.00
10090.00
80.00
27.608.00
60.0026.405.00
58.9627.0010.00
93.60
91.40
95.96
1
$775,000
$750,000
$763,000
Bid Phase –AwardBid Phase –AwardBid Phase –AwardBid Phase –Award
• Coordinator drafts memo to Dep. Sec. setting forth recommendations for award
• Dep. Secretary reviews to ensure compliance with the RFP.
• Award letters issued in same manner as low bid.
• Coord posts successful proposal information on DGS website.
• Coordinator/Legal conduct debrief if requested.
Construction PhaseConstruction Phase
• There is no difference in the Construction Phase of the Project.
• Notice to Bidders• Bid Proposal• Instructions to Bidders• Plans and Specifications
Low Bid ProcurementLow Bid Procurement
• Project name and location• Professional
– Plans and Specs– Deposit
• Brief Description• Proposed project duration• MBE / WBE MPLs• Opening Date and Time• Pre-Bid Conference
– When and Where
Notice to BiddersNotice to Bidders
• Proposer’s name and contact info
• Base Bid(s)– If discrepancy b/w words &
numbers, words are the bid price
• List Bulletins received
Bid Proposal SubmissionBid Proposal Submission
• MBE / WBE FORM (Form 16)– Must be signed
• Bidder Organizational Information– If Corporation
•Certificate of Authority to do business in PA
– If not a Corporation and trading under a fictitious name•Registered under the Fictitious Name
Act
Bid Proposal SubmissionBid Proposal Submission
Bid ProposalBid Proposal
• Certification / Bid Signature Page– Bidders name and
date– Must be original
hand-scripted signature
• Bid Guaranty
• 10% of highest base bid– Certified check– Bank cashier’s check– DGS Bid Bond (provided)
Low BidLow Bid
• Surety approved to do business in PA– Department of Insurance
• Signed w/ original hand scripted signature
DGS Bid BondDGS Bid Bond
• Included with Bid Bond• Power of Attorney from Surety
– Ensure the Agent that signed Bid Bond has authority to bind Surety
– POA must bear the same date as on the Bid Bond
DGS Bid BondDGS Bid Bond
• Responsiveness– Name and address – Base Bids (words / numbers)– MBE/WBE Form is signed– Certification/Bid page is signed– Bid Guaranty
•DGS Bid Bond correct•Power of Attorney
Low BidLow Bid
Low Bid –AwardLow Bid –AwardLow Bid –AwardLow Bid –Award
• Director of BPSAS drafts memo to Dep. Sec. setting forth recommendations for award to Responsive and Responsible Low Bidder.
• Dep. Secretary reviews to ensure compliance with procurement procedures.
• Award letters issued.• Proceed to the Construction Phase.
QUESTIONS??
RFP and Low BidRFP and Low Bid
Mr. Oslwen Anderson
Construction LiaisonBureau of Minority & Women Business
OpportunitiesPh: 717-346-8106 Cell: 717-370-1482 Cell
How to Effectively Respond to a Commonwealth
Solicitation
Governor’s Initiative
EXECUTIVE ORDER 2004-6
• Establish MPLs• DGS Certified MBEs/WBEs
CALCULATION OF PRIME BIDDERS MPLs
DGS Anti – Discrimination Program
CONTACTOR RESPONSIVENESS
• Form GSMWBE 16
• 16 (A) Certification & 16 (B) Record of Solicitations and Commitments
• Bidder has 3 ways to respond to MPLs
DGS Anti – Discrimination Program
BIDDER MINIMUM SOLICITATION REQUIREMENTS
• 5/5
• Work Area
• Timely
• Resolve all solicited and unsolicited quotations
• Satisfactory explanation of non-commitments
DGS Anti – Discrimination Program
CONTRACTOR RESPONSIBILITY
• Business Persons Race/Gender
• Discriminatory Policies
• Fair Treatment