2024-K12 Exh B-1-Scope Statements.docx

EXHIBIT B-1 – SCOPE OF SERVICES

CATEGORY 1 – MENTORS – Overview of Scope Each Mentor will be essential to the OMWBE Government Contracting Mentorship Program by providing mentorship for up to three (3) Protégés. Mentors will use technology to facilitate the program by meeting virtually and in-person to produce a comprehensive learning environment. By sharing knowledge and understanding of contracting and techniques for successful bid submission, their goal is to help Protégé(s) gain confidence in bidding processes so they can increase opportunities for obtaining government contracts.

Mentors will assist by tracking progress of their Protégé(s) by logging details such as time spent mentoring, subjects covered, and materials provided. Bid review activities to be tracked include any bid submissions, feedback received, and general Protégé progress. The desired outcome of the program is for each Protégé to successfully submit at least two (2) “LIVE” government bids by the end of the cohort and that they are knowledgeable and confident in the entire bidding process from searching to submission, to execute independently submitted bids after graduating the program.

1. Contractor’s Tasks and Responsibilities per each Protégé

A. Providing Government Procurement and Business Training Sessions:

1. Nine (9), two (2)-hour sessions (in-person or virtually), presented to each Protégé.

2. Training must include interactive exercises to demonstrate and provide talking points on:

a. Creating and Updating Business Plans.

b. Government Bidding, Contracts, and Procurement Basics.

c. Specification Reviews – Reading Specs & Highlighting Details Pre-Bidding.

d. Writing “Statement of” or “Request for Qualifications” & “Capability Statements”.

e. ”Pursuit Schedules” and ”Go-No-Go” processes.

f. Estimating Direct & Indirect Costs.

g. Estimating and Bidding Contractor “Schedules for Work”.

h. Prebid Conference – What is it? What’s in it for ME? Should I Attend?

i. Etiquette for Submitting Bids & Following Up.

j. Debrief Requests –What Can You Learn? Everything to Gain – Nothing to Lose.

k. Protesting Bid Awards – Understanding the Right to Protest.

l. Change orders – Awareness of the impact to projects and payment that occur when there are changes orders.

B. Creating Individual Business Plans. Providing a minimum of two (2) and up to eight (8) hours of direct support in developing a business plan by:

1. Assisting in creating a business plan or revising and updating an existing business plan:

a. Executive Summary

b. Company Description

c. Market Analysis

d. Organization and Management

e. Service or Product Line

f. Marketing and Sales

g. Funding Request (if applicable)

h. Financial Projections

2. Reviewing and Assisting in Updating Existing Business Plans by:

a. Building upon plans’ strengths

b. Highlighting any plans’ weaknesses

c. Suggesting ways to improve

d. Showing importance of improvements

e. Tailoring business plans to meet specific goals

C. One-on-One Procurement Consulting. Providing a minimum of forty (40) and up to sixty (60) hours of one-on-one consulting sessions with each Protégé to provide technical assistance, knowledge, and skills-based training on areas the Protégé needs and would benefit such as, but not limited to as it is expected an individual plan is created for each Protégé:

1. Value of Requests for Proposals (RFP’s) and Requests for Qualifications (RFQ’s).

2. Identifying Bidding Opportunities – focusing on those for which Client is Most Qualified.

3. Building “Pursuit Schedules”.

4. Estimating Direct and Indirect Costs.

5. Bidding Direct and Indirect Costs - Gathering and Analyzing Specification Details.

6. Producing “Schedules for Work”.

7. Submitting “LIVE” Bids - Planning, Reviewing, Providing Feedback, Proofing, Submitting.

8. Following Up After Submitting Bids.

9. Negotiating Contract Terms.

10. Proper way to contest a bid result.

D. Supporting Clients in “LIVE” Actual Bid Submissions

1. Providing up to sixty (60) hours assisting Protégé(s) to find and use resources on:

a. Government procurement – RFP’s RFQ’s, competitive solicitations.

b. Contracting opportunities specifically in highway, bridge and related transportation, and construction industries.

2. Supporting clients in researching and identifying potential government procurements for consideration.

3. Support in selecting at least two (2) “LIVE” government procurements and guiding Protégé(s) through entire submission process for each bid.

4. Providing concrete feedback and suggestions on enhancing these bid submissions.

5. Providing general feedback and suggestions for future bid submissions. By the end of the program, Protégé(s) should be knowledgeable enough in the process and fully capable of submitting a bid independently.

E. Record Keeping and Reporting

1. Keeping and maintaining records of participant and program data such as:

a. Log of hours, dates, and sessions completed

b. Topics covered

c. Materials provided

d. Number of Bids researched, reviewed, recommended, and submitted

e. Individual Feedback from Protégés

f. Areas of improvement, progress, successes, or areas needing improvement or attention – as applicable and appropriate concerning the Protégé

2. Providing written reports biweekly to Program Administrator and/or OMWBE.

3. Tracking mileage, tolls, and other reimbursable travel expenses.

4. Submitting travel reimbursement requests and invoices for services provided on a monthly basis.

Note: The use of subcontractors is not allowed for this solicitation or contract.

2. Contractor’s Qualifications. [This section will be finalized to add applicable qualifications from the responses in Exhibit B-2 before the contract is signed] A. Minimum of five (5) years of business experience in one or more of the following areas:

Transportation Construction and Building or related areas including but not limited to: highway, street, road, and bridge construction and related industries including site preparation, concrete pouring, electrical work, engineering, environmental consulting, and support services such as flagging, and traffic control and mitigation services, safety enhancements landscaping, lighting, and others.

B. Minimum of three (3) years of experience providing business mentorship, training, workshops, classes or one-on-one consultation to other individuals, businesses, or community organizations.

C. Minimum of five (5) years of experience writing, reviewing, editing, and submitting government bid proposals, Requests for Qualifications (RFQ’s) Requests for Proposals (RFP’s) and/or Requests for Information (RFI’s).

D. Experience winning at least three (3) federal, state, or local government contracts through competitive solicitation processes and meeting all majority of performance requirements during award period.

CATEGORY 2 – PROGRAM ADMINISTRATOR – Overview of Scope The Program Administrator will guide the OMWBE Government Contracting Mentorship Program by facilitating the administrative duties of the program and liaison between OMWBE and the Mentors & Protégés as necessary. They will keep the program on track to assist in creating a positive experience for those participating by matching parties to the best mutual benefit, ensure compliance of time spent and topics covered, and resolve concerns or conflict if they arise. They will also monitor timely submission of reports from Mentors and approve expenses within their authority for the program. Should additional support be needed for either Mentors or Protégés, they will provide feedback and guidance. The Program Administrator will gather the data received over the course of the program on the progress and feedback from the Mentors and Protégés and provide a report to OMWBE.

1. Program Administrator’s Tasks and Responsibilities A. Assist OMWBE in purposefully matching Mentors/Protégés.

B. Provide orientation for Mentors/Protégés.

C. Serve as Liaison between Mentors/Protégés.

D. Assist OMWBE in pairing the Protégé with another mentor if Mentor/Protégé relationship is not a good match. This may need to be virtual only if Mentor outside of the region where Protégé is located.

E. Provide basic curriculum, materials, and additional resources (handbooks, guides, cheat sheets, videos, relevant books, and tips that can be useful for the mentoring relationship to progress).

F. Field complaints, provide feedback, and escalate issues to OMWBE if unresolved at Program Administrator level.

G. Provide feedback to Mentors if gaps are evident or areas of improvement needed.

H. Reinforce goals of mentorship: increasing protégés’ knowledge, experience, networking opportunities, and successfully pursuing government contracts.

I. Check with Mentors bi-weekly to inquire about how the mentorship is progressing and if there are any needs or timely feedback.

J. Ensure Mentors/Protégés honor time, subject area, and overall program agreements.

K. Evaluate and measure program success. Collect data and provide a summary report upon pilot program completion (estimated June 2025).

L. Approve advance travel plans, authorization, and reimbursement requests.

M. Approve Mentors’ time worked and invoices.

N. Submit invoices to OMWBE for payment on monthly basis.

O. Promote Mentorship Program in Region.

P. Create and submit monthly summary report to OMWBE on program performance, detailing Protégé progress and Mentors’ results.

Q. Attend (audit) a meeting/training with each Mentor and their Protege at least once during the course of the program. Can be virtually or in person.

2. Program Administrator’s Qualifications. [This section will be finalized to add applicable qualifications from the responses in Exhibit B-2 before the contract is signed] A. Minimum of five (5) years of work experience in an administrative or management role leading five (5) or more staff (planning, scheduling, supervising, facilitating, coordinating, approving, evaluating programs, services, or production of goods) in a government agency, community organization, large corporation, or a small business.

B. Minimum of three (3) years of business experience in one or more of the following areas:

· Transportation, Construction and Building, or related areas including, but not limited to: highway, street, road, and bridge construction and related industries including site preparation, concrete pouring, engineering, environmental consulting, and support services such as flagging, and traffic control and mitigation services, safety enhancements landscaping, lighting, etc.

C. Working knowledge and/or hand-on experience with the competitive solicitation process: general understanding or experience with processes of writing, reviewing, editing, and submitting government competitive solicitation bid proposals to successfully provide support to mentors and Protégés as necessary throughout the Program.

D. Organizational, leadership, interpersonal, and decision-making skills.

E. Effective communication skills in both written and verbal forms.

F. Working knowledge of Washington state law and regulations as it relates to the transportation industry and its subcategories and hands on experience of conducting business in Washington State.

Note: The use of subcontractors is not allowed for this solicitation or contract.

Purchasers’ Responsibilities (Both Categories):

A. Providing orientation to Mentors and Program Administrator on:

i. Mentorship Program and Goals

ii. Working with Washington State

iii. Submitting Invoices and Reports

iv. OMWBE, Small Business, Procurement, and State Resources B. Assisting with Mentor/Protégé placements.

C. Assisting in or resolving conflicts or problems as needed.

D. Providing payment after receiving invoices and reimbursement requests.

EXHIBIT B-1 - SCOPE OF SERVICES: OMWBE 2024-K12 Page 1