Transcript ICC Parking Update: Phase II, H&W Garage

Request for Proposal
and Low Bid
Overview
Commonwealth of Pennsylvania
Department of General Services
2009
Project Phases
• Design
•
Procurement/Bidding
• Construction
Procurement 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 - 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:
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–
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–
–
Deputy Secretary; and
Head of Using Agency or designee; and
E/A and BOC; and
the Professional; and
Legal
Determination - Decision
• Deputy Secretary makes a written determination as
to what procurement method will be used.
– Determination is posted to DGS website.
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:
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•
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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 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
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.
PROPOSAL COMPLIANCE AND COST REVIEW
RESPONSIVENESS FORM
Bid Phase – Proposal Contents
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 nonresponsive.
• No mandated appearance
Mandatory Proposal Requirement
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
Yes
– Can be stapled, clipped or in a binder
– Sections can be separated by paper, tabs or other
means
No
• 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.
Please provide an explanation of the Proposer’s failure to meet any of the Mandatory
Proposal Requirements in the space provided.
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
Firm Name
1 Cost
Firm Name
1
DBE
Firm
Firmname
name
Firm
name
Firm
name
Technical
Firm
name
Technical
Firm
name
Technical
Technical
Technical
6
Technical
Bid Phase: Technical Submission
Cover
Cover
Letter
and
4 Sections
Section 4
Bid Phase – Technical submission
Cover
Provides, at a
minimum:
• Company Name
• Company Address
• Contact person
• Phone, Fax, E-mail
Section 4
Bid Phase –Technical submission
T-1A Intro to Project Team – who and what
Cover
Project Team Qualification/Experience
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 @ $$
Section 4
• With proposal or by COB 2
days after submission date
Bid Phase: Technical Submission
Cover
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
T-2C Safety Plan – copy or description
T-2D QA/QC Plan – implements/follows
Section 4
• Schedule – understanding and ability
to work on CPM project
Bid Phase – Technical submission
T-3A Resources
Cover
Staffing Plan
• approx. # of workers and hiring
procedures
T-3B Training
• training program
T-3C Safety Training Program
Section 4
Bid Phase – Technical submission
Cover
Supporting Documentation
T-4A Non-Collusion Affidavit
•Appendix D
•Must be Signed
Section 4
Bid Phase –Cost submission 1 copy
If not properly submitted,
the proposal will be rejected.
Cost Form
2 Mandatory Requirements
Cost Submission – Cost Form
Cost Form
Cost Submission Form
must be signed in the
proper place by person
authorized to bind the
company
Bid Phase –Cost submission
Must be in an amount
equal to or greater than
10% of the highest Base
Bid.
Cost Form
Proposal Bond
Bid Phase –DBE Submission – 1 copy
• 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 - 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.
• 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.
.1
Proposer
Calculation
Rank
$775,000 Cost Score: 96.67 * .60 =
58.00
Acme
Tech Score: 92.00 * .30 =
27.60
8.00
.10 =
BV Coordinator,DBinScore:
front80.00
of the* entire
93.60
Final Score:
Evaluation Committee, calculates
total proposal
Bid Phase – Award
•
score based upon the formula published in the
Calculation
RFP.Proposer
$750,000
Baker
Proposer
$763,000
Charlie
60.00
Cost Score: 100 * .60 =
Tech Score: 88.00 * .30 =
26.40
5.00
DB Score: 50.00 * .10 =
Final Score: 91.40
Calculation
Cost Score: 98.27 * .60 =
Tech Score: 90.00 * .30 =
DB Score: 100
* .10 =
Final Score:
58.96
27.00
10.00
95.96
1
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.
Construction Phase
• There is no difference in the Construction
Phase of the Project.
Low Bid Procurement
• Notice to Bidders
• Bid Proposal
• Instructions to Bidders
• Plans and Specifications
Notice to Bidders
• Project name and location
• Professional
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•
•
•
•
– Plans and Specs
– Deposit
Brief Description
Proposed project duration
MBE / WBE MPLs
Opening Date and Time
Pre-Bid Conference
– When and Where
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
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
Bid Proposal
• Certification / Bid
Signature Page
– Bidders name and date
– Must be original handscripted signature
Low Bid
• Bid Guaranty
• 10% of highest base bid
– Certified check
– Bank cashier’s check
– DGS Bid Bond (provided)
DGS Bid Bond
• Surety approved to do business in PA
– Department of Insurance
• Signed w/ original hand scripted signature
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
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
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.
RFP and Low Bid
QUESTIONS??
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
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