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Pre-proposal Conference Project Title Here
(RFP/RFQ #)
Issuing Officer: Your NameDate/Time
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Pre-proposal Conference Template Revision 2-3-2011
Agenda
Introductions Housekeeping Supplier Development and Support Bureau of Small Business Opportunities (BSBO) COSTARS (if applicable) Overview of RFQ/RFP RFQ/RFP Requirements Areas of Interest/Attention Review of Submitted Questions and Answers Additional Questions and Answers
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Introductions
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Agency Representatives
Department of General ServicesYour Name, Issuing OfficerGayle Nuppnau, BSBO, Procurement Liaison
Agency NameAgency Representative, Representative Title
House Keeping
In the event of a fire drill: Exit building via stairs Cross Walnut Street Gather in grass at Forum Building
Restrooms through secure door to the left Sign attendance register Provide business card Sign in sheet will be posted to eMarketplace
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Your Gateway to All Procurement Information
Links to:
Supplier Service Center PA e-Marketplace PA Supplier Portal Procurement Handbook
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Supplier Development & Support
www.eMarketplace.state.pa.us
Your Gateway to Contract Information Solicitations Tabulations Awards Contracts Sole Source Upcoming Procurements Links:
Supplier Service Center Treasury Contracts
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Supplier Development & Support
www.pasupplierportal.state.pa.us
Your Gateway to Procurement
New Supplier Registration
Manage company data
Link: Supplier Service Center
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Supplier Development & Support
Resources Frequently Asked Questions How to Register E-Alerts COSTARS Reset Password Resource Toolbox
Brochures Guides
Supplier Service Center
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Supplier Development & Support
Supplier Development & Support
Pamphlets available on Table:
Doing Business with the CommonwealthVendor RegistrationCoStars Information
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Telephone - Toll Free: 877-435-7363 Telephone - Harrisburg: 717-346-2676Web: www.pasupplierportal.state.pa.us
e-Mail: RA-PSC Supplier [email protected]
Vendor Registration GuideBidding Reference GuideeAlerts W-9 Form
Supplier Development & Support
Proposals Due
Sealed proposal must be received on or before XXXXXXXX, XXXX, X:00 PM EST to the Issuing Office at the following address:
Department of General Services
Bureau of Procurement
Attn: YOUR NAME
555 Walnut Street, 6th Floor
Harrisburg, PA 17101
REF: See next slide for important information to include
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ADDRESS PROPERLYPlease include:RFQ/RFP Number Number Multiple Package
(i.e. 1 of 3, 2 of 3, etc.) Must be SealedAllow time for delivery
If the proposal is delivered in person at DGS-BOP, Forum Place, you
will receive a receipt for your proposal.
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Proposal Package Notes
COSTARS
What is COSTARS? COSTARS is the Commonwealth of Pennsylvania’s Cooperative Purchasing
Program, a service provided by the Department of General Services for Local Public Procurement Units within the Commonwealth of Pennsylvania as established by Section 1902 of Act 57 on May 15, 1998, as amended by Act 142 of December 3, 2002, 62 Pa. C.S. Section 1902, and Act 77 of July 15, 2004, 62 Pa. C.S. Sections 1902 and 2107. These acts authorize Local Public Procurement Units to participate in those contracts for supplies and services made available by the Department of General Services.
Eligible Local Public Procurement Units are defined as: Any political subdivision; Any public authority; Any tax-exempt, nonprofit educational or public health institution or organization; Any nonprofit t fire, rescue, or ambulance company; And to the extent provided by law, any other entity, including a council of
government or an area government that expends public funds for the procurement of supplies and services.
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For more information regarding the COSTARS Program: Department of General Services, Bureau of Procurement,
COSTARS Program.
Toll-Free: 1-866-768-7827 Fax: 717-783-6241E-mail: [email protected] visit the COSTARS Web site at
www.dgs.state.pa.us/costars
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COSTARS
Program designed to encourage participation of Small Diverse Businesses (SDB) in state contracting and is one of the below:
• Department of General Services, Bureau of Small Business Opportunities (BSBO)-certified minority business enterprises (MBEs), women business enterprises (WBEs), veteran business enterprises (VBEs) and service disabled veteran business enterprises (SDVBEs) that qualify as small businesses; and
• United States Small Business Administration (SBA) certified 8(a) small disadvantaged business concerns
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Bureau of Small Business Opportunities
Small Diverse Business Program (SDB)
Grosses less than $20 million annually or $25 million for companies involved in Information Technology (IT) services or sales. Proof of annual sales can be one of 3 items listed below:
Copies of audited financials Copy of recent federal tax form Letter from a CPA attesting to company's annual sales
Employ no more than 100 full-time or full-time equivalent employees Proof of number of employees can be one of 2 items listed below:
Copy of 941's Letter from company attesting to number of employees
Is able to do the work in question Must be for profit Must be owned by a U.S. Citizen
Small Diverse Business Program (SDB)
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To receive credit for being a Small Diverse Business or for subcontracting with a Small Diverse Business (including purchasing supplies and/or services through a purchase agreement), a Offeror must include proof of Small Diverse Business qualification in the Small Diverse Business participation submittal of the proposal, as indicated in section II of the RFP.
• Copy of active certification• Proof of annual sales• Proof of number of employees• If using a company in the 8(a) program must show proof of US Citizenship•All Offerors must provide a numerical percentage for commitment based on the base term of the contract• Small Diverse Business (es) must be named including address and phone • Specify the type of goods or services the Small Diverse Business(es) will provide•You will not receive credit by stating that you will find a Small Diverse Business after the contract is awarded or by listing several companies and stating you will select one later
Important Information to Note: Section II of the RFP
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Bureau Of Small Business Opportunities
BSBOMs. Gayle Nuppnau
Procurement Liaison
Telephone: (717) 346-3819
E-Mail: [email protected]
Bureau of Small Business Opportunities
Procurement Background
Background. [Outline the basic problem or problems that caused the agency to issue the FP. Relate the problem to the organization mission and explain how the work to be done by the selected contractor is expected to help solve the problem. Explain any unusual organizational interrelationships that affect the problem or the work to be performed].
HistoryWhy we need this procurement
• Services and Functions
History data Current Supplier Current Contract # Spend Quantities
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What have we done
Met with key stakeholders to review IT and business requirements
Discussed prevalence of existing solutions and agency challenges.
Developed an RFQ that follows the DGS procurement process, analyze current industry best practices and enter a competitive bid.
Other
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Goals and Objectives
Goals for the procurement Enter Goals
Scope of the Procurement Enter Scope
Objectives for the ProcurementEnter Objectives
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Areas of Attention
Example… Lot 1, Lot 2, Phase 1, deliverables, etc. Costing
Other
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RFQ /RFP Structure
Critical Points in the RFP. [Call attention to specific portions of the RFP you would like the Offeror to note. These may refer either to contractual or administrative matters or to the work that is to be done. The following is illustrative only].
Proposal is divided into the following three parts that must be submitted in separate individual sealed envelopes: Technical Requirements = 50% of total points Small Diverse Business Submittal = 20% of total points Cost Submittal = 30% of total points Bonus Points: Domestic Workforce Utilization
Proposal Submission Deadline- Put in date and Time
Proposal Quantities 5 paper copies and 2 electronic copies of Technical submittal 2 paper copies and 2 electronic copies of Cost submittal 2 paper copies and 2 electronic copies of Small Diverse Business submittal
Award structure: Single award by lot or may award to a single supplier for multiple or all lots
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Submittal Response
Proposal Technical Submittal Response I. Two (2) Paper copies of Offeror’s
Technical responsed
II. Electronic responses
The Offeror’s Technical response shall include:
1. Proposal document –(pdf)
2. Domestic Workforce Utilization Form
3. Trade Secret Form (pdf)
4. Proposal Cover sheet
5. Offeror & Personnel Information
6. Company’s Financial Information (electronic)
7. Dun & Bradstreet Comprehensive Report
8. SAS 70 Report
The Offeror’s Technical response shall include:
1. Proposal document –(pdf)
2. Domestic Workforce Utilization Form
3. Trade Secret Form (pdf)
4. Proposal Cover sheet
5. Offeror & Personnel Information
6. Company’s Financial Information (electronic)
7. Dun & Bradstreet Comprehensive Report
8. SAS 70 Report
CD Flash Drive
OR
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AND
Small Diverse Business Submittal Response
I. Two (2) Paper Copies of Offeror’s SDB Submittal Response
II. Electronic Response
OR
AND
Submittal Response
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RFQ/RFP Requirements
Mandatory Response Requirements Financials Personnel Qualifications Solutions Other
Contract Requirements Signed by an official authorized to bind the company to a contract Must obtain 70% of total available technical points to advance If you specify that the proposal is not firm for the time period specified in
Section I-12 of the RFP, your proposal may be rejected. If there are any assumptions included in the cost submittal, your
proposal may be rejected. If you state that the proposal is contingent on negotiation of offeror
terms and conditions, your proposal may be rejected.
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Review of QuestionsAdditional Questions
Please be sure to write down all your questions on the Q&A sheets provided.
Questions
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Questions & Answers
Answers provided today are considered unofficial and not binding.
All questions and responses will be posted on the DGS Emarketplace Website:
http://www.emarketplace.state.pa.us
Thank-you for attending today’s
Pre-proposal conference28
