2025_Recycling_Education_Outreach_PreBid_2025.pdf

2025 Recycling Education

Outreach

Pre-Bid and Matching Meeting 1 PM - September 11th 2025

▪ Welcome and Introductions

▪ Housekeeping

▪ Procurement Process Overview, Omoye Aikhuele - Sustainable Sourcing Specialist

▪ Sign-in Sheets/ Attendance via Teams

▪ How to Bid, Required Bid Docs, and Requirements to Bid

▪ Deadlines, Question Submission, and Communication Requirements

▪ MWBE Overview, Chuck Durham, Office of Business Diversity and Equal Opportunity Review Commission

▪ Participation Goals

▪ Good Faith Effort Expectations

▪ Project Overview, Halena Procopio Ross – Environmental Enforcement Specialist

▪ Overview

▪ Prime Vendor Scopes of Work

▪ Closing and Next Steps, Omoye Aikhuele - Sustainable Sourcing Specialist

▪ Question and Answer

▪ Networking for Primes and Subs

Agenda

Housekeeping:

▪ Please, No Bots - All bots will be ejected

▪ Please reserve any questions until the conclusion of our Q&A session

▪ We will facilitate virtual networking opportunities for Primes and Subs at the end of the presentation

Procurement Process Overview

Omoye Aikhuele - Sustainable Sourcing

Specialist

Office of Management and Budget

Visit the City of Pittsburgh's Beacon website at https://pittsburghpa.gov/beacon/index.html to:

▪ Register for OpenGov

▪ Search open bid opportunities

▪ Search current contracts

▪ Access educational materials

How to Bid https://pittsburghpa.gov/beacon/index.html

▪ Scope Proposal/ Cost Proposal

▪ EORC Participation Forms - Pre-Award Good Faith Effort Checklist

▪ Completed check-list including documentation is required to be considered a responsive and responsible bidder

▪ Statement of Affiliations (completed online and then uploaded)

▪ Vendor Contact Sheet

▪ Vendor Registration Form

▪ W9

Required Bid Documents

Submittal Requirements

▪ All proposals must be submitted electronically through OpenGov

▪ Respondents are required to provide one (1) electronic copy of their proposal in either MS

Word or PDF by the submission deadline.

Release Project Date: August 25th, 2025

Pre-Bid Meeting: September 10th, 2025 - 1:00 PM

Question Submission Deadline: September 26th, 2025, 5 PM Question Submission Method: Online via Project page on Open Gov - Question & Answer section

Bid Submission Deadline: October 3rd, 2025, 3 PM

Award Date: October 2025 (Following EORC and Budget Approval)

Project Timelines

EORC Overview Chuck Durham, Manager, Office of Business

Diversity and Equal Opportunity Review Commission

▪ City of Pittsburgh Participation Goals:

▪ 18% MBE

▪ 7% WBE

▪ 5% VOSB

▪ 3% LGBTQ+

▪ Before and/or after a Prime vendor is selected, they, along with the issuing agency/department, must fill out a MWDBE submission form for review by the Office of Business Diversity that shows they are able to reach the City's participation goals. A complete submission will then go on to the Equal Opportunity Review Commission (EORC). More details provided on the next slide.

▪ If the Prime vendor is not able to reach City's participation goals, they will present a Good Faith Effort that demonstrates (1) them reaching out to multiple MWDBE and LGBTQ+ companies that could participate on the project with (2) written replies on why they could not participate.

MWDBE, VOSB & LGBTQ+ Participation Goals

▪ Once the MWDBE submission form is received, the Office of Business Diversity will review to make sure it is complete with signed letters of commitment between Prime and sub-contractors, vendors' current certifications, and/or their Good Faith Effort.

▪ If is not complete, the Office of Business Diversity will work with the Prime to complete the form. If asked by the Prime, the Office will also help with a list (by category) of MWDBE sub-contractors.

▪ If completed, the Office will put the project on the next Equal Opportunity Review Commission (EORC) meeting agenda for their approval or denial. The EORC meets the 3rd Thursday of each month.

▪ If the MWDBE participation and the Good Faith Effort is not acceptable by the EORC then the plan/project is tabled until the next EORC meeting.

Equal Opportunity Review Commission (EORC)

▪ If the MWBE submission does not meet the established goals, the prime contractor will need to show a good faith effort was made. Examples include:

▪ Held pre-bid or pre-proposal meetings to discuss upcoming opportunities at least two weeks in advance of solicitation due date

▪ Identified and designated economically feasible portions of the work to be performed by M/WBEs. This may include breaking down the contract into sub-contracts to ensure participation

▪ Outreach to MWBE firms (with a written response as to why they couldn't participate)

▪ Made efforts to assist interested M/WBEs obtain bonding, lines of credit, insurance, equipment, materials, supplies, or other project-related components

Good Faith Effort

Pre-Award GFE Checklist

• Pre-Award Good Faith Effort Checklist is to ensure that bid responses align with City’s longstanding MWDBE participation goals and City Code (§ 177A in the City Code)

• Respondents must complete the checklist and provide supporting documentation to be considered a responsive bidder and have their proposal considered (§ 177A.06 in the City Code)

• Need support? We are here to help!

• This is both a pre-bid and matching meeting, so connect with folks here today!

• Contact the Office of Business Diversity:

chuck.durham@pittsburghpa.gov mailto:chuck.durham@pittsburghpa.gov

Project Overview Halena Procopio Ross – Environmental

Enforcement Specialist Department of Public Works

• Cold-messaging known community groups

• Farmers markets

• City in the Streets Initiative

• Earth Day Webinar (with a voucher raffle)

• Collaborating with outside organizations

• (Ex: CPC, PRC, KDKA-TV)

• Mascot appearances

• Annual recycling mailers

• Website

Overview: Recycling Outreach in Pittsburgh So Far...

Are they effective? If not, other realistic ideas?

Improved ways to measure recycling performance?

What is Community-Based Social Marketing?

• Consider impact, uptake likelihood, and status quo to select behavior changes that increase recycling quality and participation

• Target intervention points

• Develop a strategy that resonates with residents to establish new norms with goals and metrics to measure success

• Introduce the interventions in the strategy and evaluate success

• Develop and implement Community-Based Social Marketing (CBSM) research

• Emphasis: understanding and eliminating barriers to change

• Conduct audience research to assess unique concerns with residents across the City

• Engage via surveys, questionnaires, and focus groups

• Support change by identifying benefits of altered behaviors

Task 1 – Market Research

• Create an annual outreach plan with targeting messaging

• Apply the CBSM research

• Adapt outreach strategies based on audience

• Develop outreach material for specific campaigns

• Graphic design services to create custom illustration and artwork

• High-resolution photographs with regional context

• Images, charts, infographics, and other educational material

• Establish goals and metrics to demonstrate behavior change

• Print, publish, and/or distribute outreach material across media platforms

Task 2 – Integrated Outreach & Collateral

• Market research and campaign development must not exceed 15% of the proposed budget

• Proposals must include a timeline for outreach development and distribution that specifies frequency and duration

• All outreach materials and content developed through the RFP will be the property of the City of Pittsburgh

• Files should be provided in both editable and publishable formats

• A final report will be required at the end of the project

Housekeeping

Research- Informed Strategies

Existing Materials Newspaper

Bus Ad

•Project Schedule:

• Question Submission Deadline: September 26th, 2025, 5 PM

• Question Submission Method: Online via Project page on Open Gov - Question & Answer section

• Bid Submission Deadline: October 3rd, 2025, 3 PM

Overview: Scope of Work

▪ Question and Answer

▪ Networking and Matching with Primes and Subs

Closing and Next Steps

▪ Procurement – All non-project related questions (project related questions should be submitted in OpenGov via the Q&A tool)

Omoye Aikhuele - Sustainable Sourcing Specialist 412-255 0803 Omoye.aikhuele@pittaburghpa.gov https://pittsburghpa.gov/beacon/index.html

▪ EORC – Assistance with sub-contracting

Chuck Durham, Business Diversity Manager 412-255-8804 chuck.durham@pittsburghpa.gov

Contact Information mailto:Omoye.aikhuele@pittaburghpa.gov https://pittsburghpa.gov/beacon/index.html https://pittsburghpa.gov/beacon/index.html mailto:chuck.durham@pittsburghpa.gov

Thank You!

Enjoy Networking and Matching with

Primes and Subs