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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RFP Process –Technical Proposals
Personnel
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RFP Process –Technical Proposals
Personnel Categories
Key PersonnelProfessional Support Staff
Staff
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RFP Process –Technical Proposals
Key Personnel
Bond Program MonitorSenior Confidential Investigator
Senior Confidential Auditor
“Preferred qualifications”
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RFP Process –Technical Proposals
Professional Support Staff
i.e., investigators, IT specialists, auditors
Resume and experience summary
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RFP Process –Technical Proposals
Staff
i.e., clerical and office staff
experience summary
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RFP Process –Technical Proposals
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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RFP Process –Technical Proposals
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
RFP Process Proposal Attachments
Outreach
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RFP Process Proposal Attachments
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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RFP Process Interviews
InterviewsShort-listed proposers only3 attendees (BPM required)
Scripted Questions (TBA)Presentation: 40 minutes
Q & ASchedule (TBA)
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RFP Process Interviews
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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RFP ProcessBackground Checks
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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RFP ProcessBackground Checks
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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.
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