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

rS

ecti o

n

1S

ectio

n 3

Sectio

n

2S

ectio

n 4

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

n

1S

ectio

n 3

Sectio

n

2S

ectio

n 4

Cove

rProvides, at a minimum:• Company Name

• Company Address

• Contact person

• Phone, Fax, E-mail

Bid Phase –Technical Bid Phase –Technical submissionsubmission

Cove

rS

ectio

n 3

Sectio

n

2S

ectio

n 4

Secti o

n

1

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

rS

ectio

n 3

Sectio

n

2S

ectio

n 4

Secti o

n

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

Cove

rS

ecti o

n

1S

ectio

n 4

Sectio

n

2S

ectio

n 3

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

rS

ecti o

n

1S

ectio

n

2S

ectio

n 4

Sectio

n 3

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