21-PA1858 Proposal Format Requirements and Evaluation Criteria.pdf

PA1858 – Pension Fund Consulting Services

PROPOSAL FORMAT AND EVALUATION CRITERIA

To facilitate and expedite the evaluation process, all information in the Proposal should be organized and presented as directed below. A Proposal may be deemed to be non-responsive and may be disqualified, at the Airport’s discretion, if the Proposal fails to comply with the following instructions.

1 PROPOSAL FORMAT REQUIREMENTS

1.1 Proposal Organization

1.1.1 Proposal format shall be in font no smaller than 10 point, 8.5-inch by 11-inch paper size, with one inch margins and single-spaced for the entire submitted proposal.

1.1.2 All Proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

1.1.3 Proposals shall be assembled in accordance with the following format.

2 Introductions

2.1 Cover Letter (1 Page Limit)

Include an explicit statement indicating that the Proposer, if successful, will be the Prime Contractor for the Work.

2.1.1 Disclosure Statements

2.1.1.1 Proposer’s disclosure and description of any outstanding legal issues and claims against it in connection with current Scope of Work / Specifications or other Scope of Work / Specifications undertaken in the last five (5) years.

2.1.1.2 The past fiscal year’s audited financial statement of Proposer and most recent affirmative statement of financial capability.

2.1.1.3 Proposers shall include in their response a statement affirming that no member of the Airport, no official or employee of the Airport, and no member of any commission, committee, board or corporation controlled or appointed by the Airport has already received, in connection with or related in any way to this contract, or has been promised, in the event this contract is awarded to the firm, any commission, finder's fee or other thing of value. In addition, the firm shall furnish a statement that identifies any member of the Airport and any official or employee of the Airport who, the firm has reason to believe, would or may be financially affected, whether affirmatively or negatively, and whether personally or through a spouse or other family member, if this contract were awarded to the firm. Upon request by the Airport’s Vice President of Procurement and Materials Management or an authorized agent thereof, the firm shall respond to any questions relating to the subject of this section.

2.2 Brief Executive Overview (1 Page Limit)

2.2.1 Introduction of the Proposer’s company including history, location, qualifications, experience, main line of business, how business is organized (corporation, partnership, public, private, etc.), notable achievements, etc.

2.2.2 Overall summary regarding plans to meet Airport requirements.

2.2.3 Identify proposed subcontractors, if any, by listing name, address, telephone and contact person.

For each listed proposed subcontractor, include a brief history, qualifications, experience, main line of business, how business is organized (corporation, partnership, public, private, etc.), notable achievements, etc. Proposer shall state whether it has worked with the listed proposed subcontractors in the past, addressing contractual relationship, frequency and scope of work completed.

2.3 Relevant Information (N/A Page Limit)

2.3.1 Include in this section all other contractor and subcontractor information that is relevant to this Scope of Work / Specifications, if any, and is not included elsewhere. Proposers may include relevant company brochures, published articles, abstracts, etc.

2.3.2 Brochures, catalogs, pre-printed matter or other relevant information not suitable for inclusion within the proposal may be provided in pdf form.

2.4 Addenda

All addenda issued by the Airport shall be acknowledged by the Proposer in Bonfire. See Acknowledgements.

3 Statement of Work (3 Page Limit)

3.1 Identify all major project tasks and milestones for the Work to be performed.

3.2 If appropriate, identify all major project tasks and milestones to be performed by subcontractors;

group all project tasks by the associated subcontractor.

3.3 Describe how the Proposer plans to successfully accomplish the Scope of Work / Specifications objectives.

3.4 List all human resources contributing to the Scope of Work / Specifications and their respective major area of responsibility in this project as well as the percentage of time to be spent on this project. Include the resumes (biographical information) at the end of this section for all proposed program personnel. Resumes are limited to one page per person and do not count against this tabbed section’s page limit.

3.5 Describe all airport staff requirements, resources, and information required by the proposer.

3.6 Provide a proposed project organizational chart, identifying reporting structure and areas of responsibility.

3.7 Include plan for providing quality customer service/support.

3.8 Provide minimum service guarantees; proposal to ensure quality customer service (performance guarantees, compensation deductions for sub-par performance, other quality incentive plans).

3.9 Provide description of ratio of on-site/local versus remote service availability.

4 Management (3 Page Limit)

4.1 Identify inherent Scope of Work / Specifications challenges and the overall plan for meeting project management challenges and work project reporting requirements.

4.2 Describe how the Proposer plans to manage this Scope of Work / Specifications and identify the individual who will function as the project manager, including name, home base and brief overview of their qualifications, including rationale for selection as project manager. Include, at the end of this section, the proposed project manager’s resume.

4.3 Provide a plan ensuring quality of the Work (quality control plan). Provide performance guarantees, if any, and how they would apply and be measurable.

5 Implementation (1 Page Limit)

5.1 The Proposer must provide a preliminary implementation plan, based on their understanding of the Work to be performed. This plan must provide time spans from the date of Notice to Proceed to completion of the Work (number of days, not specific dates). The Proposer must show the various phases of the project in Gantt Chart Format. The plan should cover all key phases and steps in the Scope of Work / Specifications, from Contract award through final acceptance of the Work.

5.2 Provide a brief narrative description of the schedule for the Work addressing key milestones.

5.3 Describe the proposed approach/procedures for meeting acceptance requirements. Provide a sample acceptance test plan methodology.

5.4 Provide a narrative description of the plan for performing any optional task(s), including overall approach, schedule, and anticipated outcome.

6 Business Diversity Participation

6.1 Include the following completed forms as a part of your submission in Bonfire. (Forms are available in Exhibit B):

• Work Force Composition: Present statistics on company-wide work force composition (company or business structure applicable to project) by gender and race/ethnic make-up.

• Commitment to M/WBE Participation Form*: Detail Prime’s commitment to meeting the M/WBE goal.

• Schedule of Subcontractors*: List all subcontractors the Prime intends to use in performing the work of the contract, including non-M/WBEs and detail percentage and dollar commitment for each.

• Intent to Perform Contract as a M/WBE Subcontractor*: Representation by Prime to enter into a subcontract with identified M/WBE firm(s) if awarded the contract.

• M/WBE Certificates for Prime and/or Subconsultants. Minority/Women Business Enterprise (M/WBE) certificates must be from an approved certification agency. Other certifications are not acceptable. The proposed M/WBE firm(s) is also required to have a place of business in the Airport’s market area at the time of bid/proposal submission.

Note: * If the M/WBE Goal is 0% and no M/WBE participation is proposed, note the forms as “Not Applicable”.

7 List of Exceptions / Substitutions / Clarifications / Additions

7.1 Although the Scope of Work included Project Requirements of the solicitation represents the Airport’s anticipated needs, there may be instances in which it is in the Airport’s best interest to permit exceptions to requirements and accept proposed alternatives.

7.2 If no exceptions are taken, please include a single document stating “No Exceptions taken” in this section.

7.3 It is extremely important for the Proposer to make clear where exceptions, clarifications substitutions and/or additions to the Scope of Work, Special Provisions and General Terms and Conditions are taken and how substitutions shall be provided. The Airport does not recognize strikeouts, deletions, or changes to Solicitation documents. Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the Airport’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the Airport shall assume the Proposer is responding to and shall meet the Airport’s stated requirements.

7.4 Identify each exception, clarification, substitution and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

7.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection. However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

7.6 For substitutions/clarifications, provide an explanation of the difference between what the solicitation requests and what is proposed. The Airport is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the Airport.

7.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

7.8 Begin responses to the major sections of the solicitation on a new page.

7.9 The Airport shall consider the number and substance of alterations to the Airport’s stated requirements as a factor in determining the most advantageous response.

8 Reference List / Experience (Limit one page per reference)

8.1 FOR THE PRIME CONTRACTOR - Provide a list of five (5) different and most recent entities for which Work has been completed. The reference list should include public entities for which Work of similar scope and complexity has been completed by the Proposer. Utilize references, if possible, that highlight the services requested in the Scope of Work, and that includes airports, construction work, and large real estate holdings. Include the following information:

• Company/Entity name

• Address

• Contact names (IT, project leader, and functional contacts)

• Phone number

• Facsimile number

• Email addresses (if known)

• Brief description of work performed and how it is relevant to the Scope of Work in this solicitation. Also list any prime or sub consultant team members who worked on the referenced project that are also proposed for this solicitation’s Scope of Work.

8.2 Provide the following information for at least two (2) completed projects:

• Original Contract Price Versus Final Contract Price

• Original Contract Implementation Date Versus Actual Implementation Date

• Critical Steps Summary

• Project Plans Summary

• Total Resources Allocated

• Brief description of work performed and how it is relevant to the Scope of Work in this solicitation. Also list any prime or sub consultant team members who worked on the referenced project that also worked on the completed project.

8.3 Provide the following additional information for all on-going and incomplete projects:

• Percent of Project Completion

• Key Personnel by Name and Role

• Percentage of Each Key Person’s Time Allocated to Listed Project

• Scheduled Completion Date

• Identify Potential Time/Personnel Conflicts with Work on This Contract and the Proposed Work

8.4 List all clients that have in the past two (2) years, terminated their contract prior to the contract’s original completion date, including decisions by the client not to exercise remaining contract option years. For any contracts listed, give the reason for termination (if known) and the names and telephone numbers of the client official responsible for administering the contract.

8.5 FOR EACH SUBCONTRACTOR (if any) - Provide a list of at least two (2) different and most recent companies for which Work has been completed by the Proposed Subcontractor. The reference list should include first public entities for which Work of similar size and complexity has been completed by Proposed Subcontractor. Include the following information:

• Company Name

• Address

• Contact names (IT, project leader, and functional contacts)

• Phone number

• Facsimile number

• Email addresses, if known.

• Brief description of work performed and how it is relevant to the Scope of Work in this solicitation. Also list any sub consultant team members who worked on the referenced project that are also proposed for this solicitation’s Scope of Work.

9 Pricing

Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.

10 EVALUATION CRITERIA

10.1 The evaluation criteria listed below will be used to determine which proposal response is most advantageous to the Airport. Said determination will be made in the Airport’s best interest, and shall therefore be considered final. Responses received to this solicitation will be evaluated based on the criteria and corresponding weight given in each evaluation category listed herein. The response to the requirements of the solicitation and Scope of Work as well as the proposed prices will be used in the Airport’s evaluation. The Airport’s evaluation team may consider feedback from references and/or the Airport’s direct experience with a proposing firm or a proposed subconsultant as part of their evaluation process and consideration for scoring proposals. The Airport’s evaluation team reserves the right to shortlist firms based upon scores/ratings received during the evaluation process. Scoring of Diversity & Inclusion Initiatives criteria below may be the exclusive responsibility of the Airport’s Business Diversity and Development Department’s committee representative or, if the committee desires, be scored by the full voting committee members.

Scoring of Pricing criteria below is the exclusive responsibility of the Airport’s Procurement and Materials Management Department’s committee representative. Generally, all of the available points are awarded to the “acceptable” proposal offering the lowest price. A percentage of the available points are then assigned to other acceptable proposing firms, based on the percentage of difference between their pricing and that offered by the lowest priced proposing firm. Note that a proposing firm who is otherwise acceptable and proposes a price greater than double that of the lowest priced proposing firm with an acceptable proposal would receive zero points in this “Price” category.

EVALUATION CRITERIA POINTS

Technical/Compliance with the Scope of Work 40

Management 30

Implementation 10

Price 20

Total 100

10.2 Discussions may be conducted with finalist firms as determined by the evaluation team. Proposers shall be treated fairly and equally with respect to any opportunity for discussions and revisions of Proposals. Inasmuch as the Airport may not request best and final offers, Proposers are strongly urged to provide competitive pricing since revisions may not be permitted after submissions and before the award of the Contract.

10.3 The evaluation criteria are listed below in the order of their relative importance:

10.3.1 Technical/Compliance with the Scope of Work (40 Points). This category will be evaluated based on:

• Overall understanding of the Airport’s requirements provided in the Scope of Work/Services.

• Compliance with and overall approach to Statement of Work tasks.

• Detailed approach to meeting task requirements.

• Background and experience of proposed Contractor and team member personnel, including proposed subcontractor personnel; rationale for selection of team members and their assigned roles.

10.3.2 Management (30 Points). This category will be evaluated based on:

• Experience of the individual selected a primary manager of the contracted work; rationale for his/her selection

• Plans for managing the project, including subcontractors, and plans for meeting work project reporting requirements.

• Quality control plan and methodology to ensure compliance with, and achievement of, scope of work/services tasks.

10.3.3 Implementation (10 Points). This category will be evaluated based on:

• Proposed implementation plan for meeting service requirements.

• Rationale and realism of the proposed project schedule.

10.3.4 Price (20 Points). The Price will be evaluated based on the proposed cost of performing work as provided in the pricing proposal of each proposing firm.

END OF PROPOSAL FORMAT AND EVALUATION CRITERIA