B-35988 Pre-Bid Presentation 2-21-23 without bep video.pptx

WELCOME

Chat Feature in WebEx once you join:

1) First and Last name

2) Company Name or Agency

3) Phone #

4) Email

5) Whether you’re a Prime or Subcontractor.

Pre-Bid Conference JPMC Paper

23-416CMS-BOSS4-B-35988

Thank you for joining us today. My name is Chris and I will be conducting the pre-bid conference today along with Anita Harris who is the solicitation contact. The subject of the pre-bid conference is JPMC Snow Plows and Ice Handling Equipment

Before we begin, we will ask that everyone in attendance on the Webex or via telephone to please identify themselves in the Chat Panel, by sending the Host the following information:

Purpose This pre-bid conference is being held for the purpose of explaining the Business Enterprise Program process, and for the purpose of explaining the procurement responsiveness.

BEP Compliance and Responsiveness

IFB Responsiveness

BEP Compliance and Responsiveness BEP Compliance and Responsiveness.

10% Goal

Our intent is to assist all Prime Bidders and BEP certified Subcontractors in completing the solicitations’ Utilization Plan or U-Plan for short. The U-Plan is the means through which the Prime bidder identifies how their organization will meet the BEP diversity participation goal for the solicitation.

Please make sure that you have the most up-to-date version of the Utilization Plan, currently Version 21.0, which is attached to the solicitation in BidBuy. If you do not submit the current version of the U-Plan, your U-Plan will be determined to be non-responsive and you will be disqualified from receiving an award.

For BEP assistance please contact:

Leslie.Taylor@illinois.gov or BEP help desk 312-814-4190 / 1-800-356-9206 e-mail cei.bep.compliance@illinois.gov https://cei.illinois.gov/business-enterprise-program.html

Utilization Plan U-Plan Part I - Identify which of the three available options will be used to meet the Participation Goal.

1. BEP certified who will fully meet the participation goal through self-performance If this is the option selected, complete the rest of this page, sign, and attach it with your submittal ensuring that no fields or spaces are left blank.

2. Identified a single or multiple BEP firms certified who will fully meet the participation goal as a Subcontractor Complete, sign, and return Parts I and II. Part II must also be signed by the BEP certified Subcontractor. If you have engaged multiple contractors to meet the participation goal, you must submit a separate Part II for each Subcontractor

3. Can only partially meet or cannot meet the participation goal but has made a Good Faith Effort towards meeting the goal and wishes to request a waiver or reduction of the goal.

Requesting a reduction to the goal – Return Parts I, II, and III Requesting a waiver – Return Parts I and Parts III

U-Plan Part II - Participation Agreement between the Prime Bidder and BEP certified Subcontractor and identifies who the Prime Bidder is partnering with and the description or scope of work that will be performed by the Subcontractor.

Part II, Section (d), must list the work to be performed or the goods or equipment to be provided by the BEP certified Subcontractor and you must include the NIGP code or codes associated with the work to be performed or goods or equipment to be provided.

A separate Part II for each BEP certified Subcontractor is required when multiple Subcontractors will be engaged to meet the participation goal.

Part II must be signed by both the Prime Bidder and the Subcontractor and all spaces on the Participation Agreement must be completed if something does not apply, please enter N/A or not applicable.

In Section (a) you will identify the percentage of the participation goal the Subcontractor will receive.

If you engage multiple BEP certified Subcontractors, the sum of each goal identified on each individual U-Plan must equal the total participation goal

U-Plan Part III - Good Faith Efforts Section, defines the requirements necessary for successful completion of the Good Faith Effort when the Prime Bidder has exhausted every effort in meeting the BEP participation goals.

In order for a Bidder’s Good Faith Effort to be determined responsive, the Bidder must contact every BEP firm certified in the NIGP Codes whose contact information is provided on the BEP vendor listing attached to the solicitation in BidBuy.

In order to be considered as having completed a “good faith effort”, all BEP vendors certified under NIGP Code 20880 must be contacted and their responses entered in the BEP Utilization Plan. The Prime Bidder must email all registered BEP vendors under NIGP Code 20880 and follow up by telephone call. All emailed responses and phone logs (including date, time, and who you spoke with) must be submitted along with your BEP Utilization Plan.

Please keep in mind that during the Good Faith Effort responsiveness review, the BEP program staff may contact each vendor recorded on the contact log to verify its accuracy.

In order to be considered as having completed a “good faith effort”, 100% of all listed vendors must be contacted and their responses entered in the BEP Utilization Plan.

U-Plan Part IV - it is important that the Prime and all Subcontractors read and understand the Terms of Utilization provided in Part IV. Part IV includes definitions and terms and conditions, which, along with Parts I, II, and III, as applicable, will become a material part of the contract

Financial Disclosures – Vendor Disclosures or Active IPG Registered Vendor Disclosures Active IPG Registered Vendor Disclosures are for vendors registered in the Illinois Procurement Gateway Vendor Disclosures are for vendors NOT registered in the Illinois Procurement Gateway Must include subcontractor disclosures if the value of the subcontract exceeds $100,000.

Illinois Department of Human Rights Public Contracts Number

If the Bidder includes any subcontractors, then Bidder shall complete Section 1.6 Subcontracting of the IFB document

Illinois Secretary of State – In Good Standing

Board of Elections- must be registered at the time you have submitted your proposal

BEP Utilization Plan

Offer to the State, which we will look at in a moment

The Contract, which must be signed by the President, CEO, or Owner of the firm, or if signed by another individual, a letter which authorizes the individual to sign on behalf of the President, CEO or Owner of the firm is required to be submitted with the Contract.

Pricing entered in BidBuy

Important Dates Bids are to be submitted in BidBuy by 06/07/2023 1:00:00 PM.

Do not submit via email.

Register in BidBuy For Vendor assistance contact the BidBuy Vendor Help Desk by email at il.bidbuy@illinois.gov or by phone at 866-455-2897 Hours of Operation: Monday through Friday from 8:30am to 4:30pm CT.

Thank you.

All questions must be submitted in writing to anita.harris@illinois.gov no later than close of business 05.30.23. Answers to questions will be posted as an Amendment in BidBuy. No responses will be provided in email.

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