Appendix H - VBE Participation Summary Sheet and Attachments.pdf

Veteran Business Enterprise (VBE) Participation Summary Sheet

Solicitation/Project #: OGC-2026-23

Issuing Agency: Office of General Counsel on behalf of PID

Name of Procurement/Project: USTIF Outside Counsel RFP

VBE Participation Goal (for VBE and SDVBE): 16%

Attachments:

VBE-1 Instructions for completing VBE Participation Submittal and VBE Utilization Schedule

VBE-2 VBE Participation Submittal VBE-3 VBE Utilization Schedule VBE-3.1 VBE Letter of Commitment VBE-4 Guidance for Documenting Good Faith Efforts to meet the VBE participation goal VBE-5 Good Faith Efforts Documentation to Support Waiver Request of VBE

Participation Goal jkiessling Typewritten Text jkiessling Typewritten Text jkiessling Typewritten Text ** The combination SDB/VBE participation goal for this RFP is 16%. Firms may choose to meet the 16% goal by utilizing EITHER a DGS verified SDB OR a DGS verified VBE, OR a combination of both an SDB and VBE.** jkiessling Typewritten Text

Revised: March 25, 2021 VBE-1.1

VBE-1

INSTRUCTIONS FOR COMPLETING THE VETERAN BUSINESS ENTERPRISE

(VBE) PARTICIPATION SUBMITTAL AND VBE UTILIZATION SCHEDULE.

PLEASE READ BEFORE COMPLETING THESE DOCUMENTS

Bidders/Offerors do not need to return VBE-1 with their VBE Participation Submittal

The following instructions include details for completing the VBE Participation Submittal (VBE-2) which Bidders or Offerors must submit in order to be considered responsive.

The following instructions also include details for completing the VBE Utilization Schedule (VBE-3), which Bidders or Offerors must submit for any portion of the VBE participation goal the Bidder or Offeror commits to meeting.

A Bidder/Offeror’s failure to meet the VBE participation goal in full or their failure to receive an approved Good Faith Efforts waiver for any unmet portion of the VBE participation goal will result in the rejection of the Bid or Proposal as nonresponsive.

I. VBE Participation Goal: The VBE participation goal is set forth in the solicitation. The Bidder/Offeror is encouraged to use a diverse group of subcontractors and suppliers from the VBE classifications to meet the VBE participation goal.

II. VBE Eligibility:

1. Finding VBE firms: Offerors can access the directory of DGS-verified VBE firms from the DGS Supplier Search directory at: http://www.dgs.internet.state.pa.us/suppliersearch.

2. Only VBEs verified by DGS and as defined herein may be counted for purposes of achieving the VBE participation goal. In order to be counted for purposes of achieving the VBE participation goal, the VBE firm, including an VBE prime, must be DGS-verified for the services, materials or supplies that it has committed to perform on the VBE Utilization Schedule (VBE-3). A firm whose VBE verification is pending or incomplete as of the bid or proposal due date and time shall not be counted towards the VBE participation goal. Offerors cannot use self-certified SBs that do not have their VBE verification as of the bid or proposal due date and time to meet the VBE participation goal.

3. VBE Requirements: To be considered an VBE, a firm must be a DGS-verified Veteran- Owned Small Business Enterprise or Service-Disabled Veteran-Owned Small Business Enterprise.

Additional information on the DGS verification process can be found at:

https://www.dgs.pa.gov/Small%20Diverse%20Business%20Program/Pages/default.aspx http://www.dgs.internet.state.pa.us/suppliersearch https://www.dgs.pa.gov/Small%20Diverse%20Business%20Program/Pages/default.aspx

INSTRUCTIONS FOR COMPLETING THE VETERAN BUSINESS ENTERPRISE (VBE)

PARTICIPATION SUBMITTAL AND VBE UTILIZATION SCHEDULE.

Revised: March 25, 2021 VBE-1.2

4. Dually verified firms. If a DGS-verified SDB is dually verified as a VBE, the firm may receive credit towards both the SDB participation goal and the VBE participation goal as identified for the solicitation.

Example: The SDB participation goal is 10% and the VBE participation goal is 5%. A subcontractor is DGS-verified as both an SDB and a VBE and will perform 10% of the contract work. The prime contractor can satisfy both the SDB participation goal and the VBE participation goal through that subcontractor’s performance of 10% of the contract work., unless otherwise agreed to by the parties in writing and approved by BDISBO and the Issuing Office.

5. Participation by VBE firms as prime bidders/offerors or subcontractors. A Bidder/Offeror that qualifies as an VBE and submits a bid or proposal as a prime contractor is not prohibited from being included as a subcontractor in separate proposals submitted by other Bidders/Offerors. An VBE may be included as a subcontractor with as many prime contractors as it chooses in separate bids or proposals and a prime contractor may not prohibit an VBE from committing to any other prime contractor.

6. Questions about VBE verification. Questions regarding the VBE program, including questions about the self-certification and verification processes can be directed to:

Department of General Services Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) Room 611, North Office Building Harrisburg, PA 17125 Phone: (717) 783-3119 Fax: (717) 787-7052 Email: RA-BDISBOVerification@pa.gov Website: www.dgs.pa.gov

III. Guidelines Regarding VBE Prime Self-Performance.

1. An VBE firm participating as a prime bidder or offeror on a procurement may receive credit towards the VBE Participation goal established for the procurement through their own self-performance.

Example: A solicitation has a 15% VBE participation goal. An VBE prime offeror self-performing contract work valued at only 10% of contract costs (if permitted by the solicitation documents) must still satisfy the remaining 5% VBE participation goal through subcontracting or must request a Good Faith Efforts Waiver for the unmet VBE participation goal. Failure to satisfy the remining 5% VBE participation goal or failure to obtain a Good Faith Efforts waiver for the unmet portion of the VBE participation goal will result in rejection of that VBE prime’s bid or proposal as nonresponsive.

mailto:RA-BDISBOVerification@pa.gov https://www.dgs.pa.gov/

INSTRUCTIONS FOR COMPLETING THE VETERAN BUSINESS ENTERPRISE

(VBE) PARTICIPATION SUBMITTAL AND VBE UTILIZATION SCHEDULE.

Revised: March 25, 2021 VBE-1.3

2. For an VBE prime bidder or offeror to receive credit for self-performance, the VBE prime bidder or offeror must list itself in the VBE Utilization Schedule (VBE-3).

3. The VBE prime bidder or offeror must also include the classification category (Veteran- Owned Small Business Enterprise or Service-Disabled Veteran-Owned Small Business Enterprise) under which it is self-performing and include information regarding the work it will self-perform. For any portion of the VBE participation goal not met through the VBE prime bidder or offeror’s self-performance, the VBE bidder or offeror must also identify on the VBE Utilization Schedule (VBE-3) the other VBE subcontractors it will use to meet the unmet portion of the goal or must request and receive a Good Faith Efforts waiver.

IV. Calculating VBE participation

1. The selected Bidder or Offeror may only count dollar amounts actually paid to an VBE for performance of a Commercially Useful Function (the performance of a distinct element of work required for the Contract, with the requisite skill and expertise) towards satisfying its VBE participation commitments. In addition, the VBE subcontractor, through its own employees, must perform at least 50% of the amount of the subcontract.

V. Additional Required Documentation.

1. The Bidder or Offeror must submit along with its VBE Participation Submittal (VBE-2) a letter of commitment (LOC) (VBE-3-1) for each subcontractor included in its VBE Utilization Schedule (VBE-3). At a minimum, each LOC must contain the following unless otherwise specified by the solicitation documents:

a. The fixed numerical percentage commitment and associated estimated gross dollar value of the commitment made to the VBE; and

b. A description of the services or supplies the VBE will provide; and

c. The timeframe during the initial contract term and any extensions, options and renewals when the VBE will perform or provide the services and/or supplies; and

d. The name and telephone number of the Bidder or Offeror’s point of contact for VBE participation; and

e. The name, address, and telephone number of the primary contact person for the VBE;

and

f. Signatures of representatives of both the Bidder/Offeror and the VBE subcontractor who are authorized to contractually bind their firm.

INSTRUCTIONS FOR COMPLETING THE VETERAN BUSINESS ENTERPRISE

(VBE) PARTICIPATION SUBMITTAL AND VBE UTILIZATION SCHEDULE.

Revised: March 25, 2021 VBE-1.4

VI. Document Submittal Errors.

1. Fatal errors. The following errors will result in rejection of a bid or proposal as non-responsive:

a. Failure to submit a completed VBE Participation Submittal (VBE-2);

b. Failure to submit an VBE Utilization Schedule (VBE-3), unless the bidder or offer is seeking a complete Good Faith Efforts waiver;

c. Failure to make commitments to and list DGS-verified VBEs that will be used to meet the VBE participation goal, unless the bidder or offeror’s commitments to other DGS-verified VBEs meet or exceed the VBE Participation goal;

d. Failure to submit a Good Faith Efforts waiver request when not fully meeting the VBE participation goal.

Example: A bidder/offeror lists a subcontractor that possesses a third-party certificate issued by one of the DGS-approved third party certifying entities;

however, the subcontractor did not complete its DGS VBE verification as of the bid or proposal due date and time. The bidder/offeror does not receive credit for any commitments made to the subcontractor and has therefore not met the VBE participation goal. The bidder/offeror cannot cure this error. Therefore, the bid or proposal must be rejected as non-responsive.

2. Potentially curable errors. The Issuing Office and BDISBO may provide Bidders or Offerors the opportunity to provide clarifications or to correct errors not listed as fatal errors above. If the additionally submitted information does not adequately address the or clarify the submittal, the bid or proposal may be rejected. Bidders or Offerors are not permitted to add additional VBEs or make material changes as part of its clarifications or corrections in order to meet the VBE participation goal.

3. Solicitations with Multiple Lots or Base Bids. If the Bid or Proposal contains separate Lots or multiple Base Bids, an Offeror must complete and submit a separate VBE Participation Submittal (VBE-2) and accompanying required documentation for EACH Lot or Base Bid for which it is submitting a bid or proposal. Each separate VBE Participation Submittal and accompanying required documentation must be labeled to identify the corresponding Lot or Base Bid. Failure to submit an VBE Participation Submittal and accompanying required documentation for each Lot or Base Bid will result in the rejection of the bid or proposal for each Lot or Base Bid for which an VBE Participation Submittal was not submitted.

VBE-2

VBE PARTICIPATION SUBMITTAL

Revised: March 25, 2021 VBE-2.1

CHECK ONE, AND ONLY ONE, BOX. FAILURE TO COMPLY WILL RESULT IN

REJECTION OF YOUR BID/PROPOSAL.

Click on bold titles to navigate to that specific page.

☐ I agree to meet the VBE participation goal in full.

I have completed and am submitting with my bid or proposal an VBE Utilization Schedule (VBE- 3), which is required in order to be considered for award.

☐ I am requesting a partial waiver of the VBE participation goal.

After making good faith outreach efforts as more fully described in the Guidance for Documenting Good Faith Efforts to Meet the VBE Participation Goal, I am unable to achieve the total VBE participation goal for this solicitation and am requesting a partial waiver of the VBE participation goal.

I have completed and am submitting with my bid or proposal both of the following, which are required in order to be considered for award:

1. an VBE Utilization Schedule (VBE-3) for that portion of the VBE participation goal that I will meet; AND

2. a Good Faith Efforts Waiver Request for the portion of the VBE participation goals that I am unable to meet.

☐ I am requesting a full waiver of the VBE participation goal After making good faith outreach efforts as more fully described in the Guidance for Documenting Good Faith Efforts to Meet the VBE Participation Goal, I am unable to achieve any part of the VBE participation goal for this solicitation and am requesting a full waiver of the VBE participation goal.

I have completed and am submitting with my bid or proposal a Good Faith Efforts Waiver Request for the complete VBE participation goal, which is required in order to be considered for award.

NOTE: VBE primes who are submitting as bidders or offerors must complete an VBE Utilization Schedule (VBE-3) identifying any self-performance towards the VBE participation goal.

VBE-3

VBE UTILIZATION SCHEDULE

Revised: March 25, 2021 VBE-3.1

List in the chart below VBEs (including where applicable a prime bidder or offeror is self-performing a portion of the work) that will be used to meet the VBE participation goal (add additional pages if necessary). Submit a Letter of Commitment (VBE-3-1) for each VBE subcontractor (add additional Letters of Commitment as necessary).

VBE Name

SAP Vendor Number (6-digit number provided by VBE)

VBE Verification Number (located on DGS VBE verification)

Type of VBE

(check all that apply)

Description of Work to be Performed

(Statement of Work/Specification reference)

% Commitment

(or % of work to be self-performed by

VBE

bidder/offeror)

Associated Dollar Value of

Commitment

Name: ABC IT Solutions SAP Vendor Number: 123456 VBE Verification Number: 123456-2016-09-SB-M

MBE IT staffing resources % $

Name:

SAP Vendor Number:

VBE Verification Number:

___ VBE

___ SDVBE %

Name:

SAP Vendor Number:

VBE Verification Number:

___ VBE

___ SDVBE %

Name:

SAP Vendor Number:

VBE Verification Number:

___ VBE

___ SDVBE %

Name:

SAP Vendor Number:

VBE Verification Number:

___ VBE

___ SDVBE %

Attach additional sheets if necessary Total % VBE commitment: ______

Total $ amount:

VBE-3-1

LETTER OF COMMITMENT

Revised: March 25, 2021 VBE-3-1.1

This Letter of Commitment serves as confirmation of the commitment by the prime Bidder or Offeror to utilize the Veteran Business Enterprise (VBE) on the below-referenced Solicitation/Project.

Solicitation Number: __________________________________

Solicitation Name: ____________________________________

Bidder/Offeror Information VBE Information

Name

Address

Point of Contact

Telephone number

Email address

Services/Supplies and Time Frame. If Bidder/Offeror is the successful vendor, the VBE shall perform or provide the following services or supplies during the initial term of the prime contract and during any extensions, options or renewal periods of the prime contract exercised by the Commonwealth, as more specifically set forth below:

Services or supplies the VBE will provide:

Specific Time Frame the VBE will provide the services or supplies:

Percentage Commitment. These services or supplies represent _________% of the total cost of the Bidder/Offeror’s cost submittal for the initial term of the contract. Depending on actual contract usage or volume, it is expected the VBE will receive $________________ during the initial contract term.

VBE verified. By signing below, the VBE represents that it meets the VBE requirements set forth in the Solicitation and all required documentation has been provided to the Bidder/Offeror for its VBE submission.

Sincerely, Acknowledged

Printed name Printed name

Signature Bidder/Offeror Point of Contact Name

Signature VBE Point of Contact Name

* For purposes of monitoring compliance with SDB and VBE commitments, the work performed by a firm that is both an SDB and a VBE will be counted by BDISBO towards fulfilling both the SDB and VBE commitments unless otherwise agreed to by the parties in writing and approved by BDISBO and the Issuing Office.

Revised: March 25, 2021 VBE-4.1

VBE-4

GUIDANCE FOR DOCUMENTING GOOD FAITH EFFORTS TO MEET THE

VETERAN BUSINESS ENTERPRISE (VBE) PARTICIPATION GOAL

Bidders/Offerors do not need to return VBE-4 with their VBE Participation Submittal

In order for its bid or proposal to be responsive, the Bidder or Offeror must either (1) meet the VBE participation goal and document its commitments for participation of VBE firms, or (2) when it does not meet the VBE participation goal, submit a Good Faith Efforts waiver request as set forth in Section IV below and the Good Faith Efforts Documentation to Support Waiver Request (VBE-5) of the VBE Participation Goal.

I. Definitions

Good Faith Efforts - The “Good Faith Efforts” requirement means that when requesting a waiver, the Offeror must demonstrate that it took all necessary and reasonable steps to achieve the VBE participation goal. Those steps are considered necessary and reasonable when their scope, intensity, and relevance could reasonably be expected to obtain sufficient VBE participation, even if those steps were not fully successful. The Issuing Agency and Department of General Services’ Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) will determine whether or not the Offeror requesting a Good Faith Efforts waiver made adequate Good Faith Efforts by considering the quality, quantity, and intensity of the Offeror’s efforts. Mere pro forma efforts are not Good Faith Efforts to meet the VBE participation requirements. The determination concerning the sufficiency of the Offeror's Good Faith Efforts is subjective; meeting quantitative formulas is not required.

Identified Items of Work – all reasonably identifiable subcontractable work opportunities under a resulting contract for performance by subcontractors.

Identified VBEs– all of the VBEs the Offeror has identified as available to perform the Identified Items of Work and should include all DGS-verified VBEs that are reasonably identifiable.

Offeror – for purposes of this Good Faith Efforts Documentation to Support Waiver Request, the term “Offeror” includes any entity responding to a solicitation, including invitations for bids, requests for proposals, and other types of best value solicitations.

VBE – “VBE” refers to Veteran-Owned Small Business Enterprises or Service-Disabled Veteran-Owned Small Business Enterprise verified by BDISBO.

VBE participation goal – “VBE participation goal” refers to the VBE participation goal set for a procurement for Veteran-Owned Small Businesses and Service-Disabled Veteran-Owned Small Businesses.

II. Types of Actions Agency and BDISBO will Consider

The following is a list of types of actions the procuring agency and BDISBO will consider as part of the Offeror's Good Faith Efforts when the Offeror is unable to meet, in full, the VBE

Revised: March 25, 2021 VBE-4.2

GUIDANCE FOR DOCUMENTING GOOD FAITH EFFORTS TO MEET THE

VETERAN BUSINESS ENTERPRISE (VBE) PARTICIPATION GOAL

participation goal. This list is not intended to be a mandatory checklist, nor is it intended to be exclusive or exhaustive. Other factors or types of efforts may be relevant in appropriate cases.

A. Identify Proposal Items as Work for VBEs

1. Identified Items of Work

(a) Offerors should reasonably identify sufficient items of work to be performed by VBEs.

(b) Where appropriate, Offerors should break out contract work items into economically feasible units to facilitate VBE participation, rather than perform these work items with their own forces. The ability or desire of a prime contractor to perform the work of a contract with its own organization does not relieve the Offeror of the responsibility to make Good Faith Efforts to meet the VBE participation goal.

B. Identify VBEs to Solicit

1. Identified VBEs

(a) Offerors must reasonably identify the VBEs that are available to perform the Identified Items of Work.

(b) Any VBEs identified as available by the Offeror should be certified to perform the Identified Items of Work.

C. Solicit VBEs

1. Offerors must solicit a reasonable number of identified VBEs for all Identified Items of Work by providing written notice. The Offeror must:

(a) provide the written solicitation to the Identified VBEs at least 10 days prior to Bid or Proposal due date to allow sufficient time for the Identified VBE to respond;

(b) send the written solicitation by first-class mail, facsimile, or e-mail using contact information in the BDISBO Directory, unless the Offeror has a valid basis for using different contact information; and

(c) provide adequate information about the plans, specifications, anticipated time schedule for portions of the work to be performed by the Identified VBE, and other requirements of the contract to assist Identified VBEs in responding. (This information may be provided by including hard copies in the written solicitation or by electronic means as described in C.3 below.)

GUIDANCE FOR DOCUMENTING GOOD FAITH EFFORTS TO MEET THE

VETERAN BUSINESS ENTERPRISE (VBE) PARTICIPATION GOAL

Revised: March 25, 2021 VBE-4.3

2. “All” Identified VBEs includes any VBE Firms the Offeror identifies as potentially available to perform the Identified Items of Work, but it does not include Identified VBEs who are no longer certified to perform the work as of the date the Offeror provides written solicitations.

3. “Electronic Means” includes, for example, information provided via a website or file transfer protocol (FTP) site containing the plans, specifications, and other requirements of the contract. If an interested VBE cannot access the information provided by electronic means, the Offeror must make the information available in a manner that is accessible to the interested VBE.

4. Offerors must follow up on initial written solicitations by contacting Identified VBEs to determine their interest in bidding. The follow up contact may be made:

(a) by telephone using the contact information in BDISBO’s Directory, unless the Offeror has a valid basis for using different contact information; or

(b) in writing via a method that differs from the method used for the initial written solicitation.

5. In addition to the written solicitation set forth in C.1 and the follow up required in C.4, offerors must use all other reasonable and available means to solicit the interest of Identified VBEs certified to perform the work of the contract. Examples of other means include:

(a) attending any Supplier Forums, or Pre-Proposal or Pre-Bid conferences at which VBEs could be informed of contracting and subcontracting opportunities; and

(b) if recommended by the procurement, advertising with or effectively using the services of at least two veteran-focused entities or media, including trade associations, veteran community organizations, veteran contractors' groups, and local, state, and federal veteran business assistance offices.

D. Negotiate with Interested VBEs

Offerors must negotiate in good faith with interested VBEs.

1. Evidence of negotiation includes, without limitation, the following:

(a) the names, addresses, and telephone numbers of VBEs that were considered;

(b) a description of the information provided regarding the plans and specifications for the work selected for subcontracting and the means used to provide that information; and

VETERAN BUSINESS ENTERPRISE (VBE) PARTICIPATION GOAL

Revised: March 25, 2021 VBE-4.4

(c) evidence as to why additional agreements could not be reached for VBEs to perform the work.

2. In negotiating with subcontractors, the offeror should consider a subcontractor’s price and capabilities as well as the VBE participation goal.

3. Additional costs incurred in finding and using VBEs are not sufficient justification for the Offeror's failure to meet the VBE participation goal, as long as such costs are reasonable. Factors to take into consideration when determining whether an VBE’s quote is excessive or unreasonable include, without limitation, the following:

(a) dollar difference between the VBE subcontractor’s quote and the average of other subcontractors' quotes received by the Offeror;

(b) percentage difference between the VBE subcontractor’s quote and the average of other subcontractors' quotes received by the Offeror;

(c) percentage that the VBE subcontractor’s quote represents of the total contract cost;

(d) whether the work described in the VBE and Non-VBE subcontractor quotes (or portions thereof) submitted for review is the same or comparable; and

(e) number of quotes received by the Offeror for that portion of the work.

4. The factors in paragraph 3 above are not intended to be mandatory, exclusive, or exhaustive, and other evidence of an excessive or unreasonable price may be relevant.

5. The Offeror may not use its price for self-performing work as a basis for rejecting an VBE’s quote as excessive or unreasonable.

6. The “average of the other subcontractors’ quotes received” by the Offeror refers to the average of the quotes received from all subcontractors. Offeror should attempt to receive quotes from at least three subcontractors, including one quote from an VBE and one quote from a non-VBE.

7. The Offeror shall not reject an VBE as unqualified without sound justification based on a thorough investigation of the VBE’s capabilities. For each VBE that is rejected as unqualified or that placed a subcontract quotation or offer that the Offeror concludes is not acceptable, the Offeror must provide a written detailed statement outlining the justification for its conclusion. The Offeror also must document the steps taken to verify the capabilities of the VBE and non-VBE Firms quoting similar work.

VETERAN BUSINESS ENTERPRISE (VBE) PARTICIPATION GOAL

Revised: March 25, 2021 VBE-4.5

(a) The factors to take into consideration when assessing the capabilities of an VBE include, but are not limited to the following: financial capability, physical capacity to perform, available personnel and equipment, existing workload, experience performing the type of work, conduct and performance in previous contracts, and ability to meet reasonable contract requirements.

(b) The VBE’s standing within its industry, membership in specific groups, organizations, or associations and political or social affiliations (for example union vs. non-union employee status) are not legitimate causes for the rejection or non-solicitation of Proposals in the efforts to meet the VBE participation goal.

E. Assisting Interested VBEs

When appropriate under the circumstances, the procuring agency and BDISBO will consider whether the Offeror made reasonable efforts to assist interested VBEs in obtaining:

1. The bonding, lines of credit, or insurance required by the procuring agency or the Offeror; and

2. Necessary equipment, supplies, materials, or related assistance or services.

III. Other Considerations

In making a determination of Good Faith Efforts, the procuring agency and BDISBO may consider engineering estimates, catalogue prices, general market availability and availability of certified VBEs in the area in which the work is to be performed, other Proposals or offers and subcontract Proposals or offers substantiating significant variances between VBE and non-VBE costs of participation, and their impact on the overall cost of the contract to the Commonwealth and any other relevant factors.

The procuring agency and BDISBO may consider whether the Offeror decided to self-perform potentially subcontractable work with its own forces. The procuring agency and BDISBO also may consider the performance of other Offerors in meeting the VBE participation goal. For example, when the apparent successful Offeror fails to meet the VBE participation goal, but others meet it, this raises the question of whether, with additional reasonable efforts, the apparent successful Offeror could have met the VBE participation goal. If the apparent successful Offeror fails to meet the VBE participation goal but meets or exceeds the average VBE participation obtained by other Offerors, this, when viewed in conjunction with other factors, could be evidence of the apparent successful Offeror having made Good Faith Efforts.

IV. Documenting Good Faith Efforts

At a minimum, the Offeror seeking a Good Faith Efforts waiver of the VBE participation goal or a portion thereof must provide written documentation of its Good Faith Efforts along with its bid or proposal. The written documentation shall include the following:

VETERAN BUSINESS ENTERPRISE (VBE) PARTICIPATION GOAL

Revised: March 25, 2021 VBE-4.6

A. Items of Work (complete VBE-5, Part 1 – Identified Items of Work Offeror Made Available to VBEs)

A detailed statement of the efforts made to select portions of the contract work proposed to be performed by VBEs in order to increase the likelihood of achieving the VBE participation goal.

B. Outreach/Solicitation/Negotiation

1. A detailed statement of the efforts made to contact and negotiate with VBEs including:

(a) the names, addresses, and telephone numbers of the VBEs who were contacted, with the dates and manner of contacts (letter, fax, e-mail, telephone, etc.)

(complete VBE-5, Part 2 – Identified VBE Firms and Records of Solicitations. Include letters, fax cover sheets, e-mails, etc. documenting solicitations); and

(b) a description of the information provided to VBEs regarding the plans, specifications, and anticipated time schedule for portions of the contract work to be performed and the means used to provide that information.

2. The record of the Offeror's compliance with the outreach efforts set forth in VBE-5, Part 3 - Outreach Efforts Compliance Statement.

C. Rejected VBEs (complete VBE-5, Part 4 - Additional Information Regarding Rejected VBE Quotes)

1. For each VBE that the Offeror concludes is not acceptable or qualified, provide a detailed statement of the reasons for this conclusion, including the steps taken to verify the capabilities of the VBE and non-VBE firms quoting similar work.

2. For each VBE that the Offeror concludes has provided an excessive or unreasonable price, a detailed statement of the reasons for the Offeror’s conclusion, including the quotes received from all VBE and non-VBE firms proposing on the same or comparable work. (Include copies of all quotes received.)

D. Unavailable VBEs (complete VBE-5, Part 5 – VBE Subcontractor Unavailability Certificate)

1. For each VBE that the Offeror contacted but found to be unavailable, submit an VBE Subcontractor Unavailability Certificate signed by the VBE, an email from the VBE indicating the VBE is unavailable, or a statement from the Offeror that the VBE refused to sign the VBE Subcontractor Unavailability Certificate.

VETERAN BUSINESS ENTERPRISE (VBE) PARTICIPATION GOAL

Revised: March 25, 2021 VBE-4.7

E. Other Documentation

1. Submit any other documentation requested by BDISBO or the Procuring Agency to ascertain the Offeror's Good Faith Efforts.

2. Submit any other documentation the Offeror believes will help BDISBO or the Procuring Agency ascertain its Good Faith Efforts.

VBE-5

GOOD FAITH EFFORTS DOCUMENTATION TO SUPPORT WAIVER REQUEST OF VBE PARTICIPATION GOAL

Revised: March 25, 2021 VBE-5.1

Project Description:

Commonwealth Agency Name:

Solicitation #:

Solicitation Due Date and Time:

Bidder/Offeror Company Name:

Bidder/Offeror Contact Name:

Bidder/Offeror Contact Email:

Bidder/Offeror Contact Phone Number:

Part 1 – Identified Items of Work Offeror Made Available to VBEs

Identify those items of contract work that the Offeror made available to VBEs. This includes, where appropriate, those items the Offeror identified and subdivided into economically feasible units to facilitate the VBE participation. For each item listed, show the anticipated percentage of the total contract cost. Offeror must demonstrate that enough work to meet the VBE participation goal was made available to VBEs, and the total percentage of the items of work identified for VBE participation met or exceeded the VBE participation goal set for the procurement.

Identified Items of Work Was this work listed in the solicitation?

Does Offeror normally self-perform this work?

Was this work made available to VBE Firms? If not, explain why.

yes no yes no yes no yes no yes no yes no yes no yes no yes no yes no yes no yes no yes no yes no yes no

Attach additional sheets if necessary.

Revised: March 25, 2021 VBE-5.2

Part 2 – Identified VBEs and Record of Solicitations

Identify the VBEs solicited to provide quotes for the Identified Items of Work made available for VBE participation. Include the name of the VBE solicited, items of work for which quotes were solicited, date and manner of initial and follow-up solicitations, whether the VBE provided a quote, and whether the VBE is being used toward meeting the VBE participation goal. VBEs used to meet the VBE participation goal must be listed on the VBE Utilization Schedule (VBE-2).

Note: Copies of all written solicitations and documentation of follow-up calls to VBEs must be attached to this form. For each Identified VBE listed below, Offeror should submit an VBE Subcontractor Unavailability Certificate signed by the VBE or a statement from the Offeror that the VBE refused to sign the VBE Subcontractor Unavailability Certificate.

Name of Identified VBE and Classification

Describe Item of Work Solicited

Initial Solicitation Date & Method

Follow-up Solicitation Date & Method

Details for Follow-up Calls Quote Received?

Quote Used?

Reason Quote Rejected

VBE Name:

__ VBE

__ SDVBE

Date:

__ mail __ email __ fax

Date:

__ mail __ email __ fax

Date and Time of Call:

Spoke with:

Left Message:

__ yes __ no

__ yes __ no

__ Used other VBE __ Used non-VBE __ Self performing

VBE Name:

__ VBE

__ SDVBE

Date:

__ mail __ email __ fax

Date:

__ mail __ email __ fax

Date and Time of Call:

Spoke with:

Left Message:

__ yes __ no

__ yes __ no

__ Used other VBE __ Used non-VBE __ Self performing

Attach additional sheets as necessary.

GOOD FAITH EFFORTS DOCUMENTATION TO SUPPORT WAIVER REQUEST OF

VBE PARTICIPATION GOAL

Revised: March 25, 2021 VBE-5.3

Part 3 – VBE Outreach Compliance Statement

1. List the Identified Items of Work for subcontracting opportunities for the solicitation along with specific work categories:

2. Attach to this form copies of written solicitations (with Bid or Proposal instructions) used to solicit Identified VBEs for these subcontract opportunities.

3. Offeror made the following attempts to contact the Identified VBEs:

4. Bonding Requirements (Please Check One):

________ This project does not involve bonding requirements.

________ Offeror assisted Identified VBEs to fulfill or seek waiver of bonding requirements.

(DESCRIBE EFFORTS):

5. Pre-Bid/Proposal Conference or Supplier Forum (Please Check One):

________ Offeror did attend the pre-Bid/Proposal conference or Supplier Forum

________ No pre-Bid/Proposal conference or Supplier Forum was held

________ Offeror did not attend the pre-Bid/Proposal conference or Supplier Forum

Revised: March 25, 2021 VBE-5.4

Part 4 – Additional Information Regarding Rejected VBE Quotes

This form must be completed if Part 2 indicates that an VBE quote was rejected because the Offeror is using a non-VBE or is self-performing the Identified Items of Work. List the Identified Items of Work, state whether the work will be self-performed or performed by a non-VBE, and if applicable, state the name of the non-VBE firm. Also include the names of all VBEs and non-VBE firms that provided a quote and the amount of each quote.

Describe Identified Items of Work not being performed by VBEs (include specific section from bid or proposal)

Self-performing or using non-VBE (provide name of non- VBE if applicable)

Amount of non-VBE quote

Name of other firms that provided quotes and whether they are VBE

Amount quoted

Reason why VBE quote was rejected along with brief explanation

__ self-performing __ using Non-VBE Name:

__ VBE

__ Non-VBE Name:

__ price __ capabilities __ other

__ self-performing __ using Non-VBE Name:

__ VBE

__ Non-VBE Name:

__ price __ capabilities __ other

__ self-performing __ using Non-VBE Name:

__ VBE

__ Non-VBE Name:

__ price __ capabilities __ other

__ self-performing __ using Non-VBE Name:

__ VBE

__ Non-VBE Name:

__ price __ capabilities __ other

__ self-performing __ using Non-VBE Name:

__ VBE

__ Non-VBE Name:

__ price __ capabilities __ other

Attach additional sheets as necessary.

GOOD FAITH EFFORTS DOCUMENTATION TO SUPPORT WAIVER REQUEST OF

VBE PARTICIPATION GOAL

Revised: March 25, 2021 VBE-5.5

Part 5 – VBE Subcontractor Unavailability Certificate

1. It is hereby certified that the firm of _____________________________________________________ (Name of VBE) located at_____________________________________________________________________________ (Number) (Street)

(City) (State) (Zip) was offered an opportunity to bid on Solicitation No. ______________________________________ by __________________________________________________________________________________ (Name of Prime Contractor’s Firm)

2. ______________________________________(VBE), is either unavailable for the work/service or unable to prepare a Proposal for this project for the following reason(s):

(Signature of VBE’s Representative) (Title) (Date)

(DGS VBE Certification #) (Telephone #)

3. If the VBE does not complete this form, the prime contractor must complete the following:

To the best of my knowledge and belief, the above-listed VBE is either unavailable for the work/service for this project, is unable to prepare a Proposal, or did not respond to a request for a price Proposal and has not completed the above portion of this submittal.

(Signature of Bidder/Offeror) (Title) (Date)

Accessibility Report

Filename:

VBE Participation Packet - Supplies and Services - 6.16.2020_FORM.pdf

Report created by:

Organization:

[Enter personal and organization information through the Preferences > Identity dialog.]

Summary

The checker found problems which may prevent the document from being fully accessible.

Needs manual check: 2

Passed manually: 0

Failed manually: 0

Skipped: 1

Passed: 24

Failed: 5

Detailed Report

Document

Rule Name Status Description

Accessibility permission flag Passed Accessibility permission flag must be set

Image-only PDF Passed Document is not image-only PDF

Tagged PDF Passed Document is tagged PDF

Logical Reading Order Needs manual check Document structure provides a logical reading order

Primary language Passed Text language is specified

Title Passed Document title is showing in title bar

Bookmarks Passed Bookmarks are present in large documents

Color contrast Needs manual check Document has appropriate color contrast

Page Content

Rule Name Status Description

Tagged content Passed All page content is tagged

Tagged annotations Failed All annotations are tagged

Tab order Passed Tab order is consistent with structure order

Character encoding Passed Reliable character encoding is provided

Tagged multimedia Passed All multimedia objects are tagged

Screen flicker Passed Page will not cause screen flicker

Scripts Passed No inaccessible scripts

Timed responses Passed Page does not require timed responses

Navigation links Passed Navigation links are not repetitive

Forms

Rule Name Status Description

Tagged form fields Failed All form fields are tagged

Field descriptions Failed All form fields have description

Alternate Text

Rule Name Status Description

Figures alternate text Passed Figures require alternate text

Nested alternate text Passed Alternate text that will never be read

Associated with content Passed Alternate text must be associated with some content

Hides annotation Passed Alternate text should not hide annotation

Other elements alternate text Passed Other elements that require alternate text

Tables

Rule Name Status Description

Rows Passed TR must be a child of Table, THead, TBody, or TFoot

TH and TD Passed TH and TD must be children of TR

Headers Passed Tables should have headers

Regularity Failed Tables must contain the same number of columns in each row and rows in each column

Summary Skipped Tables must have a summary

Lists

Rule Name Status Description

List items Passed LI must be a child of L

Lbl and LBody Passed Lbl and LBody must be children of LI

Headings

Rule Name Status Description

Appropriate nesting Failed Appropriate nesting

Back to Top