13519-20240911083842 SCMW.pdf

REQUEST FOR

COMPETITIVE BIDS

for

Fiber Fusion Splicing Training Equipment

Fiscal Agent:

Central Mississippi Planning and Development District

1020 Centre Pointe Boulevard

Pearl, MS 39208

Release Date: September 11, 2024

Submission Deadline: September 27, 2024

Late submissions will not be accepted.

Central Mississippi Planning and Development District (CMPDD) is an Equal Opportunity Organization

Auxiliary aids and services are available upon request for individuals with disabilities.

Southcentral Mississippi Works Workforce Development Area

Light Brigade Fiber Fusion Splicing Training Equipment RFB

Request for Bid Timeline

Request for Bids (RFB) Release September 11, 2024

Bidders’ Conference Teams Meeting Wednesday, September 13, 2024, 3:00 p.m. CST

Last Day to Submit RFB Questions Friday, September 18, 2024, noon

Bids Due September 27, 2024, 12:00 noon

Subaward Recommendation(s) Considered for Approval September 30, 2024

Section 1 – Introduction and Background

Central Mississippi Planning and Development District (CMPDD) serves as the administrative and fiscal agent for the South Central Mississippi Works (SCMW) Workforce Development Area, a consortium of seventeen

(17) counties in the southwest and central area of the State of Mississippi designated under the Workforce

Innovation and Opportunity Act of 2014 (WIOA). The SCMW Workforce Development Area is comprised of the following counties: Adams, Amite, Claiborne, Copiah, Franklin, Hinds, Jefferson, Lawrence, Lincoln, Madison, Pike, Rankin, Simpson, Walthall, Warren, Wilkinson, and Yazoo. As the administrative and fiscal agent, CMPDD is soliciting service providers for the following:

(1) Turn-key solution for Light Brigade Fiber Fusion Splicing Equipment, Consumables, and Supplies

Light Brigade fiber fusion splicing equipment is the industry standard for equipment; therefore, it is the required type of equipment needed for training.

1.1 Proposer Eligibility

Eligible respondents may be:

• For-profit organizations;

• Non-profit organizations;

• Public agencies; or,

• A collaboration between any of these organizations.

SCMW encourages the participation of respondents who are certified as small businesses, minority-owned firms, and women’s business enterprises. SCMW is committed to Equal

Opportunity in its subawarding process.

This RFB contains the requirements that respondents must meet to submit a responsive bid. Proposers must have an active Unique Entity ID (UEI) number and active registration with https://sam.gov to be considered for funding. The federal government uses a UIE for each entity that does business with the federal government. For more than two decades, DUNS has served as the unique entity ID;

however, DUNS ended on April 4, 2022, when the federal government completed the transition to the new UEI that is issued within the System for Award Management (SAM). Successful respondents will serve as contractors of federal WIOA funds authorized and administered by the United States

Department of Labor (DOL) and under the oversight of the SCMW. For more information, please visit https://sam.gov.

https://sam.gov/ https://sam.gov/

1.2 Bidders’ Conference

For any organizations that intend to submit bids and who wish to attend, a bidders’ conference to present

RFB requirements and address questions will be held at:

Date: Wednesday, September 13, 2024

Time: 3:00 pm CST

Location: Microsoft Teams Meeting

For login information, please contact rparker@cmpdd.org. The recording will be placed on the CMPDD

Workforce website for future reference.

1.3 RFB Questions

To ensure a fair and objective evaluation, questions related to the RFB that arise after the Bidders’

Conference must be submitted via e-mail to the email provided below through the following date and time:

Date: Friday, September 18, 2024

Time: 12:00 noon CST

Email: rparker@cmpdd.org

Written responses to questions received after the Bidders’ Conference will be posted on the CMPDD website (www.cmpdd.org) under the “Workforce” tab. Questions that are received after the above deadline will not be answered.

Only the responses on the website are considered clarifications to the instructions contained in this RFB.

No other sources of responses or clarification are considered valid.

1.4 Addenda to RFB

At the discretion of SCMW, if it becomes necessary to revise any part of this RFB, an addendum will be posted on CMPDD’s website.

Respondents are responsible for checking the website frequently to remain informed about the procurement process, receive addenda to the RFB, read responses to questions submitted, and remain updated on other information that may affect this RFB.

1.5 Ex-Parte Communication

Ex-parte communication or lobbying of any kind with any board member, SCMW staff, or other persons serving as an evaluator during the procurement process is strictly prohibited. Respondents that directly contact board members, staff, or evaluators risk the elimination of their bids from further consideration.

1.6 Right to Cancel or Negotiate

SCMW reserves the right to delay, amend, reissue, or cancel, all or any part of this RFB at any time without prior notice. SCMW also reserves the right to modify the RFB process and timeline as deemed necessary.

mailto:rparker@cmpdd.org mailto:rparker@cmpdd.org http://www.cmpdd.org/

This RFB does not commit SCMW to accept any bid, nor is SCMW responsible for any costs incurred by the respondent in the preparation of responses to this RFB. SCMW reserves the right to accept or reject any or all bids, accept or reject any or all items in the bid, and award the subaward in whole or in part as is deemed to be in the best interest of SCMW. SCMW reserves the right to accept any bid as submitted for the award, without substantive negotiation of offered terms, services, or costs, or to negotiate with any respondent after bids are reviewed if such action is deemed to be in the best interest of SCMW. Therefore, proposers are advised to propose their most favorable terms initially.

1.7 General Information Regarding Submittal of Bids

Bids must be submitted in a format that is easy to read and understand. The proposer must avoid repetitious material. All bids must be received on or before the following date at the following address:

Date: September 13, 2024

Time: 12:00 p.m. CST

Location: rparker@cmpdd.org

All bids must be submitted via email with, “Fiber Fusion Splicing Bid.” Proposers must provide one

(1) original signed bid, and five copies.

The respondent is responsible for requesting proof of delivery date and time from their chosen carrier and for ensuring that the bids are received by SCMW by the stated deadline.

Bids received after the denoted deadline date and time WILL NOT be considered for funding regardless of method of delivery.

A responsive bid complies with both the format and the content requirements of the RFB. Failure to comply with any of the format or content requirements will render the bid non-responsive, and it will not be considered for funding.

Bids will be received and maintained consistent with the Mississippi Public Records Act of 1983, being

Chapter 424 of the General Laws of the State of Mississippi. In general, bids will be exempt from disclosure until the evaluation and selection process has been completed. If a bid contains any information that the proposer considers proprietary and does not want to be disclosed to the public or used for any purpose other than evaluation of the offer, all such information must be indicated.

Each page of the bid that is considered proprietary should be marked "proprietary" at the top margin.

1.8 Required Bid Content and Order:

1. Transmittal Document

2. Cost Summary: Provide a detailed cost breakdown of each item and the total cost, using the attached spreadsheet.

3. Technical Compliance: Include a summary of how the bid meets the specifications and provides a turn-key solution.

mailto:rparker@cmpdd.org

4. Quality and Reliability Summary: Summarize the quality of the equipment and the vendor’s reputation.

5. Delivery and Lead Time Summary: Provide a summary of shipping costs and delivery timelines.

6. Support Summary: Detail the post-sale support offered.

7. Completed and Signed Minimum Threshold Certification

1.9 Bid Format Requirements:

Font 12 Point – Times New Roman

Pages Single-Sided

Margins One (1) Inch – This applies to ALL margins.

Spacing Double-Spaced

Footer The name of the organization submitting the bid and the page number on each page indicated as Page ___ of ___.

Proposers should use the forms included in this RFB. If a proposer chooses to create their forms, they must be identical to those included in this RFB.

Section 2 – Award Provisions

2.1 Period of Performance

The period of performance for service provider sub-awards or contracts resulting from this RFB is expected to begin on September 16, 2024, and end on June 30, 2024 (WIOA Program Year 2024). The

SCMW WDB and Local CEO Boards have the option to renew the purchase for an additional three (3) program years, on a one-year at a time basis, provided that the organization has exhibited success and quality customer service.

2.2 Award Provisions

1. Cost Basis: The SCMW will base its purchase on the actual cost of the equipment, consumables, and supplies outlined in the bid.

2. Bid Requirements: Bids must include the following:

• A comprehensive list of all equipment, consumables, and supplies as described in the bid (turn-key solution).

• Detailed shipping costs for the equipment.

2.4 Ethics

In accordance with the Mississippi Ethics in Government Laws and their applicability to members of the Local Workforce Development Board (LDB), members of the board must adhere to Ethics

Commission Opinion 06-099-E, 04-076-E, and 13-014-E. In accordance with Mississippi Ethics

Commission Opinions, no WDB member shall have an interest in funds subject to WDB oversight.

Therefore, 1) no non-profit or for-profit organization whose principals or staff are a WDB member may receive a contract or sub-award from SCMW funded in whole or in part by WIOA, 2) no for-profit or non-profit organization that offers or intends to offer training on the state’s “eligible training provider’s list,” may receive a contract or sub-award from SCMW funded in whole or in part by WIOA. The prohibition lasts for one year after the interested WDB member’s terms end. This prohibition does not extend to WDB members representing the public sector, such as community college or State agency representatives.

Section 3 – Bid Review and Evaluation Process

3.1 Bid Evaluation

All bids will be assessed based on cost-effectiveness and alignment with project requirements to determine the best fit.

3.2 Bid Rating

The following chart represents the evaluative weight that will be applied to each bid received:

Section

Maximum

Points

Allowable

Cost Evaluation:

• Total Cost: Review the overall price, including equipment, consumables, supplies, and shipping.

• Cost Breakdown: Assess the clarity and accuracy of the cost breakdown for individual components and services.

35%

Technical Compliance:

• Specifications: Evaluate how well the bid meets the technical specifications and requirements outlined in the RFB.

• Turn-Key Solution: Verify that the bid provides a complete turn-key solution, including all necessary components and services.

35%

Quality and Reliability:

• Equipment Quality: Assess the quality and reliability of the proposed equipment and materials.

• Vendor Reputation: Consider the vendor's track record for delivering high-quality products and services.

10%

Delivery and Lead Time:

• Shipping Costs: Verify the accuracy and reasonableness of shipping costs.

• Delivery Time: Assess the proposed delivery timeline and its alignment with project requirements.

10%

Support

10%

• Post-Sale Support: Consider the level of post-sale support and service included in the bid.

3.3 Selection Process

All bids will be evaluated and scored by the Evaluation Committee using a standardized scoring guide.

The evaluation will consider overall costs and other relevant factors to determine which bids are most advantageous to SCMW.

SCMW may make a selection based solely on the initial bid submissions; however, SCMW reserves the right to request additional information, conduct oral interviews, and/or perform a management review before finalizing any award recommendations.

If any aspect of the bid review indicates that the proposed service provider may not meet expectations, that the proposed services are unnecessary or not aligned with SCMW’s goals, or that the costs are deemed unreasonable relative to the available funds, SCMW reserves the right to reject the bid and not issue a sub-award, regardless of the bid rating.

3.4 Award Process

Each respondent submitting a bid will be notified in writing of any funding decision

Section 4 – Equipment, Supplies, and Consumables

SCMW will procure equipment, supplies, and consumables for two labs. The detailed item breakdown is provided below. Please submit a narrative with your bid along with a completed Microsoft Excel document that outlines the item cost, subtotal, and total cost for each item. An Excel template is available on the CMPDD Workforce website.

Equipment:

Supplies:

Consumable:

Section 5 – Bid Elements

A. Budget

The bid must describe the proposing organization’s experience with managing fiber fusion splicing equipment, training, and customer service.

Each bid must include a separate, specific budget and budget narrative.

All costs must be allowable, reasonable, allocable, and necessary to the services and activities of the program. All expenditures must be made in accordance with 2 CFR 200 Uniform Administrative

Requirements for Federal Grants.

Costs included in the bid will be compared with an independent cost estimate developed by SCMW.

FORMS

TRANSMITTAL DOCUMENT

PROPOSING AGENCY

ENTITY NAME: SIGNATORY OFFICIAL:

ADDRESS: CONTACT PERSON:

CITY/STATE/ZIP: PHONE NUMBER:

FEDERAL EMPLOYER ID#: EMAIL ADDRESS:

UEI NUMBER:

PROPOSED PROGRAM TYPE AND TARGET GROUP

❑ Fiber Fusion Splicing Training Equipment, Supplies, and Consumables

TYPE OF AGENCY

**CHECK ONE**

❑ PRIVATE NON-PROFIT ❑ COMMUNITY-BASED ORGANIZATION

❑ PRIVATE FOR-PROFIT ❑ STATE OR LOCAL GOVERNMENT AGENCY

❑ PUBLIC (INCLUDING EDUCATIONAL ENTITIES) ❑ OTHER

DATE AGENCY/ORGANIZATION BEGAN OPERATION:

BID SUMMARY

TOTAL BUDGET FOR BID: $

CERTIFICATION

This bid is a bonafide offer to provide the services outlined herein and to adhere to an accrual-based accounting system in conjunction with the budget if a contract is awarded. The proposer is legally authorized to submit this bid and to conduct the program if awarded. The SCMW assumes no responsibility for the costs of preparing this bid or negotiating a contract if one is awarded.

NAME OF AUTHORIZED OFFICIAL:

TITLE OF AUTHORIZED OFFICIAL:

SIGNATURE OF AUTHORIZED OFFICIAL:

DATE:

SOUTHCENTRAL MISSISSIPPI WORKS

Minimum Threshold Certification

The purpose of Minimum Threshold Certification is to collect information necessary to (1) determine whether a proposing agency qualifies as an eligible service provider and (2) rate the demonstrated effectiveness of the agency in providing the proposed services. Minimum Threshold Certification must be completed by the proposing agency for each bid submitted and must bear the original signature of the signatory official for that agency.

Proposing Organization Name: ____________________________________________________

Project/Activity: _____________________________________________________________ __________

Location(s) of Proposing Organization: ____________________________________________

MINIMUM THRESHOLD REQUIREMENTS

To be considered, a bid must meet all Minimum Threshold Requirements. Bids failing to meet all Minimum

Threshold Requirements will not be evaluated or considered for funding.

Requirements for Qualification as an Eligible Service Provider:

I. To be eligible, the proposer must be qualified to do business in the State of Mississippi. SCMW prefers that service providers be incorporated; however, a service provider may be a sole proprietorship, a commission, or another type of organization when in the best interest of the project proposed.

Required Information: Indicate below the nature of the proposing entity (e.g., public, private for-profit, private nonprofit). Private entities should indicate the date and location of incorporation.

Documentation certifying current registration with the MS Secretary of State’s office is preferred.

(Please attach)

II. To be eligible, the proposing agency or its principals:

A. May not be debarred, suspended, declared ineligible, or voluntarily excluded from participation in procurement or non-procurement by any federal department or agency;

B. Have not within a three-year period preceding this bid been convicted of or had a civil judgment rendered against them for the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity

(federal, state, or local) with the commission of any of the offenses enumerated in B above;

D. Have not within a three-year period preceding this bid had one or more public transactions terminated for cause or default.

Required Information: Provide a statement that certifies that the proposing organization adheres to all statements in this section.

IV. To be eligible, the proposer must have a current UEI and SAM.gov registration. Active SAM.gov registration must be maintained, with current information, at all times during which the organization has an active WIOA funded contract.

Required Information: Include proof of current UEI and SAM.gov registration with the bid. Bids received from organizations not currently having a UEI registration and not currently registered with

SAM.gov will be considered unresponsive and will not be evaluated. (Include as attachments)

Name of Proposing Entity

Name of Certifying Official

Signature of Certifying Official Date