PRE-PROPOSAL CONFERENCE Bond Program Monitor Procurement (RFP 13-08) Moderator: Stephen J. Densmore,...

PRE-PROPOSAL CONFERENCE

Bond Program Monitor Procurement(RFP 13-08)

Moderator: Stephen J. Densmore, Special Counsel

June 10, 2013

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Board Rules

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Board Rules

Chapter XVIIArticle 3

Bond Program Monitor

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17300 Establishment of Office17301 Powers and Duties17302 Whistleblower Hotline17303 Investigation Reports and Other Documentary Material17304 Duty of Vigilance and Cooperation17305 Retaliation Prohibited17306 Referrals of Investigations17307 Conflicts of Interest17308 Legal Counsel17309 Internal Principles, Policies, and Procedures17310 Auditing and Management Functions17311 Training Programs

Board Rules

Impetus for recent Rule changes:

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Minimize overlapping functions with those of Bond Program auditors

Focus activities on misconduct involving fraud, abuse of discretion, and waste

Add an emphasis on proactive detection and prevention of misconduct.

Eliminate involvement in management issues involving efficiency, policy-making, and legal interpretations

RFP Process

RFP Process

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RFP Process Objective

“. . . to select one qualified firm or professional to provide Key Personnel and

support staff to reorganize and continue the operation of the Bond Program Monitor for the Bond Program consistent with the mandates

of the current Board Rules .”

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RFP Process Overview

FIRST PHASETechnical Proposal Evaluations

(Open to all Proposers)

SECOND PHASEInterviews

Technical Proposals Price Proposals

Score Clerk

Short-List (4 firms)

THIRD PHASENegotiations

Final Ranking

short-list results (no scores)

Phase I scores

Combined final scores - ranking

Phase IIscores

RFP ISSUANCE

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RFP Process –Proposals

Two-Package Submission

Technical Proposal - SCOREDPricing Proposal – NOT SCORED

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RFP Process –Proposals

Technical Proposal

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RFP Process –Technical Proposals

Overview

Firm history and organizationPersonnel

Firm experienceTechnical approach

References

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Personnel

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Personnel Categories

Key PersonnelProfessional Support Staff

Staff

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Key Personnel

Bond Program MonitorSenior Confidential Investigator

Senior Confidential Auditor

“Preferred qualifications”

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Professional Support Staff

i.e., investigators, IT specialists, auditors

Resume and experience summary

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Staff

i.e., clerical and office staff

experience summary

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Firm Experience

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RFP Process – Technical Proposals

Focus Statement

“. . . For each of the three individuals proposed to serve as its Key Personnel, the Proposer shall describe the past experience of that individual in performing services for building programs (or for other types of public programs that, although not building programs, involved services of a type that are comparable to that required for a building program) for a public agency, department, district, or political subdivision services, which description shall include . . .”

– RFP Attach. No. 4, “Proposal Requirements and Evaluation Criteria,” p. 7

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Technical Approach

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RFP ProcessTechnical Proposals

How would the Proposer organize, staff, and operate the BPM?

What types of misconduct would the Proposer would anticipate encountering?

What investigative methodologies and techniques would the Proposer anticipate employing to conduct investigations without inhibiting performance by employees, contractors, and consultants?

How would the Proposer administer the Whistleblower Program?

How would the Proposer structure an annual Work Plan?

What types of customized solutions might the Proposer consider suitable to detect and prevent fraud, waste, and abuse in the Bond Program?

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Technical Approach

RFP ProcessReferences

References

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RFP ProcessReferences

3 referencesPublic agencies

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RFP ProcessPrice Proposals

Price Proposals

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RFP ProcessPrice Proposals

Pricing* negotiated, not competed.

* For each 12-months of 5-year term: (1) proposed hourly rates; (2) proposed total fees not to exceed specified RFP maximums (RFP Attach. 3) and (3) proposed total reimbursable expenses budget

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RFP Process Price Proposals

Staffing PlanEach 12-month period of termRates, hours, FTE conversionsTotal fees per position, overall12-month maximum fees12-month reimbursables budget

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RFP Process Price Proposals

Proposal Attachments

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RFP Process Proposal Attachments

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Technical Proposal Pricie Proposal

• Transmittal letter• Technical response• Acknowledgement of

Addenda• Conflict of Interest

Certification• Noncollusion Declaration• Non-Discrimination

Certification• Authorization to Release

Information• Verification

• Transmittal letter• Staffing Plan• Acknowledgement of

Addenda• Conflict of Interest

Certification• Noncollusion Declaration• Non-Discrimination

Certification• Outreach forms• Verification


Outreach

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Outreach Forms1. Form LSE – 0010: Select option 1, 2, or 3.

2. Form LSE – 0120 (option 1): Demonstrate 28% or more of fees to be earned by

sub’s that are local, small, or emerging businesses

3. Form LSE – 0130 (option 2): Demonstrate good faith efforts to outreach to local, small, or emerging businesses.

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RFP Process Interviews

Interviews

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InterviewsShort-listed proposers only3 attendees (BPM required)

Scripted Questions (TBA)Presentation: 40 minutes

Q & ASchedule (TBA)

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Reference InterviewsOptional

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RFP Process Evaluations

Evaluation Criteria and Scoring

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RFP Process – Evaluation Weighting

RFP: First Phase (Technical Proposal Evaluations)

% of First Phase % Total (70%)

Firm History/Organization 5 3.5Personnel Qualifications 30 21Experience 30 21Technical Approach 30 21Overall Proposal Quality 5 3.5

RFP: Second Phase (Interviews Short-Listed Proposers only) % of Second Phase % Total (30%)

Proposer Interviews 100/90 30/27

Reference Interviews (Optional) -/10 -/3

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RFP Process Award

Award

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RFP Process Award

District Options:

Immediate awardor

Negotiations

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RFP Process Schedule

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RFP EVENT DATE / DEADLINE

Issuance of Request for Proposals: May 23, 2013

Pre-Proposal Conference: 2:00 pm, June 10, 2013

Requests for Clarification Deadline: June 13, 2013

Pre-Submission Objections Deadline: June 14, 2013

Pre-Proposal RFP Addenda Issuance Deadline:

June 19, 2013

Proposals Due Deadline: 1:00 pm, June 21, 2013

RFP ProcessBackground Checks

Background Checks

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Background checks are conducted after Notice of Intent to award or negotiate

Background checks are limited to Key Personnel of intended/tentative awardee

Each individual shall sign a Consent form (RFP Attach. 14) and submit to fingerprinting

Proposer shall submit w/in 5 business days of request all information required by RFP Attach. No. 4, Part 5 (pp. 18 – 22)

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Investigative areas:

• criminal history • financial and credit history and ratings • civil litigation history• social services department records and reports• military service records and reports• workers compensation records and reports• past business affiliations• educational history• employment history• licensing and professional certifications history• social media postings• other matters relevant to character and general reputation

RFP ProcessBoard Interview

Board Interview

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RFP ProcessBoard Interview

Board Interview: Not scored Not part of competitive evaluation Not attended by all Board members Results of background checks available to Board

interviewers

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DISCLAIMER

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Summaries and other information provided at the Pre-Proposal Conference relating to the requirements of the RFP Documents are for the convenience of the proposers and are not binding upon the District unless and until confirmed by RFP Addendum. Statements by the District’s representatives or attorneys, including, without limitation, statements or responses contained in RFP Addenda, do not constitute legal advice.

PRE-PROPOSAL CONFERENCE Bond Program Monitor Procurement (RFP 13-08) Moderator: Stephen J. Densmore,...

Documents

Transcript of PRE-PROPOSAL CONFERENCE Bond Program Monitor Procurement (RFP 13-08) Moderator: Stephen J. Densmore,...