R equest for Proposal and Low Bid Overview

1. Request for Proposaland Low Bid Overview Commonwealth of Pennsylvania Department of General Services 2009

2. Project Phases • Design Procurement/Bidding Construction

3. Procurement Overview • 2 primary procurement methods Low Bid • Normal approach • Lowest Responsible Bidder Awarded the Contract Request for Proposal • Exception to the rule of Low Bid • Contractors compete based upon cost, technical qualifications and DB participation • Committee scores cost, technical, and DB

4. Determination - Meeting • When design is almost complete, theDeputy 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

5. Determination - Decision • Deputy Secretary makes a written determination as to what procurement method will be used. • Determination is posted to DGS website.

6. Evaluation 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.

7. Evaluation Committee Meeting Confidentiality Statements signed • 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

8. Bid Phase - Pre-Proposal Meeting • 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.

9. Bid Phase – Proposal Contents • 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.

10. Firm name Firm name Firm name Firm name Firm name Firm name 6 Technical Technical Technical Technical Technical Technical Firm Name 1 Cost Firm Name 1 DBE Bid Phase – Proposal Contents • 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

11. Cover Section 1 Section 2 Section 3 Section 4 Bid Phase: Technical Submission Cover Letter and 4 Sections

12. Cover Section 1 Section 2 Section 3 Section 4 Bid Phase – Technical submission Provides, at a minimum: • Company Name • Company Address • Contact person • Phone, Fax, E-mail

13. Cover Section 1 Section 2 Section 3 Section 4 Bid Phase –Technical submission Project Team Qualification/Experience T-1A Intro to Project Team – who and what T-1B Prime Contractor • Qualifications Statement with attachments • Submitted with the proposal T-1C Sub/Supplier Utilization • Utilization Form • Submitted with the proposal • Qualification Statements • May not be needed @ $$ • With proposal or by COB 2 days after submission date

14. Cover Section 1 Section 2 Section 3 Section 4 Bid Phase: Technical Submission 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

15. Cover Section 1 Section 2 Section 3 Section 4 Bid Phase – Technical submission Staffing Plan T-3A Resources • approx. # of workers and hiring procedures T-3B Training • training program T-3C Safety Training Program

16. Supporting Documentation Cover T-4A Non-Collusion Affidavit • Appendix D • Must be Signed Section 1 Section 2 Section 3 Section 4 Bid Phase – Technical submission

17. Cost Form Proposal Bond Bid Phase–Cost submission 1 copy 2 Mandatory Requirements If not properly submitted, the proposal will be rejected.

18. Cost Submission Formmust be signed in the proper place by person authorized to bind the company Cost Form Proposal Bond Cost Submission – Cost Form

19. Proposal Bond Cost Form Must be in an amount equal to or greater than 10% of the highest Base Bid. Proposal Bond Bid Phase –Cost submission

20. List DGS-certified: • MBE subs with $ commitment • WBE subs with $ commitment • MBE suppliers w/$ commitment • WBE suppliers w/$ commitment Total $ commitments Bid Phase –DBE Submission – 1 copy 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

21. Bid 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

22. 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 • AfterTechnical scores are final, Coord opens Cost scores, calculates them, in front of entire Committee and adds to proposal score.

23. Bid Phase – Award $775,000 96.67 58.00 92.00 27.60 8.00 80.00 • BV Coordinator, in front of the entire Evaluation Committee, calculates total proposal score based upon the formula published in the RFP. 93.60 $750,000 100 60.00 88.00 26.40 5.00 50.00 91.40 $763,000 98.27 58.96 1 90.00 27.00 100 10.00 95.96

24. Bid 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.

25. Construction Phase • There is no difference in the Construction Phase of the Project.

26. Low Bid Procurement • Notice to Bidders • Bid Proposal • Instructions to Bidders • Plans and Specifications

27. Notice to Bidders • 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

28. Bid Proposal Submission • Proposer’s name and contact info • Base Bid(s) • If discrepancy b/w words & numbers, words are the bid price • List Bulletins received

29. Bid 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

31. Bid Proposal • Certification / Bid Signature Page • Bidders name and date • Must be original hand-scripted signature

32. Low Bid • Bid Guaranty • 10% of highest base bid • Certified check • Bank cashier’s check • DGS Bid Bond (provided)

33. DGS Bid Bond • Surety approved to do business in PA • Department of Insurance • Signed w/ original hand scripted signature

34. DGS 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

36. Low Bid • 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

37. Low 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.

38. RFP and Low Bid QUESTIONS??

39. How to Effectively Respond to a Commonwealth Solicitation Mr. Oslwen Anderson Construction Liaison Bureau of Minority & Women Business Opportunities Ph: 717-346-8106 Cell: 717-370-1482 Cell

40. Governor’s Initiative EXECUTIVE ORDER 2004-6 • Establish MPLs • DGS Certified MBEs/WBEs CALCULATION OF PRIME BIDDERS MPLs

41. 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

42. DGS Anti – Discrimination Program BIDDER MINIMUM SOLICITATION REQUIREMENTS • 5/5 • Work Area • Timely • Resolve all solicited and unsolicited quotations • Satisfactory explanation of non-commitments

43. DGS Anti – Discrimination Program CONTRACTOR RESPONSIBILITY • Business Persons Race/Gender • Discriminatory Policies • Fair Treatment