B-47725 MET 2 CY25 Pre-Submission Conference Presentation Slide Show RL BEP edits~1.pptx

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Name Company Contact Information- Email and Phone Number Are you a prime or a subcontractor?

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WELCOME

Pre-bid Conference – Metro ethernet transport Service Bid Buy # 25-448DOIT-telec-B-47725

AGENDA

Welcome and Introductions Shelley Pethy Jenny Kesselring Reginald Lampkin

Questions Only Questions written in chat will be responded to for record keeping purposes. Answers to Questions will be posted via Bid Amendment in BidBuy

BEP Compliance Reginald Lampkin

IFB Changes Shelley Pethy

Responsiveness

Financial Disclosures – Vendor Disclosures (Formerly Forms A) or IPG Active Registered Vendor Disclosures (Formerly Forms B)

Active Registered Vendor Disclosures are for vendors registered in the Illinois Procurement Gateway

Vendor Disclosures are for vendors NOT registered in the Illinois Procurement Gateway

If the Bidder includes any subcontractors with an annual value over $100,000, then Bidder shall complete Section 1.6 Subcontracting of the IFB document

Must include subcontractor Vendor Disclosures or IPG Active Registered Vendor Disclosures

Responsiveness Illinois Department of Human Rights Public Contracts Number https://dhr.illinois.gov/public-contracts/where-to-start.html

Illinois Secretary of State – In Good Standing

Board of Elections- must be registered at the time you have submitted your proposal https://www.elections.il.gov/BEREP.aspx?MID=5kJmo5Vlmig%3d

BEP Utilization Plan v25.1

Signed Contract- This must be signed by the President, CEO, CFO, Owner. If signed by anyone else a letter of signature of authority will be needed.

Signed Offer

Pricing entered into Bid Buy Line items

BEP Compliance

BEP Compliance and Responsiveness BEP Compliance and Responsiveness.

20% Goal – On Special Construction only NIGP Codes 91216, 91223, 91341, 91356, 96218

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.

Subcontractors that are both BEP and VBP certified may only be counted towards either the BEP or VBP goal.

Please make sure that you have the most up-to-date version of the Utilization Plan, currently Version 25.1, which is attached to the solicitation in Bid Buy.

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

BEP Compliance and Responsiveness VBP Compliance and Responsiveness.

0% Goal – On The entire Solicitation

Our intent is to assist all Prime Bidders and VBP 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 VBP diversity participation goal for the solicitation.

Subcontractors that are both BEP and VBP certified may only be counted towards either the BEP or VBP goal.

Please make sure that you have the most up-to-date version of the Utilization Plan, currently Version 25.1, which is attached to the solicitation in Bid Buy.

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 What is a utilization plan? A U-Plan is the means through which the prime bidder identifies how their organization will meet the BEP diversity goal for the solicitation.

The U- Plan is split into four (4) parts:

Part 1: Vendor Commitment Part 2: Subcontractor Participation Agreement Part 3: Good Faith Efforts Part 4: Terms and Conditions

Part 4: Terms and Conditions The first step to a completing a successful U-Plan is reading and understanding the terms and conditions and for that reason we’ll begin with part 4 where you will find important terms.

For example, Commercially Useful Function. To fulfill the contract goal, the scope of work performed by the BEP firm must be a commercially useful function of the contract.

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

Part 1: Vendor Commitment and Signature Once you’ve familiarized yourself with the terms and conditions of the U-Plan in part 4 you are ready to identify the options for Part 1. Vendor Commitment

This guide helps vendors prepare and submit a Utilization Plan (U-Plan), which is essential for bidding on contracts with the State of Illinois. This U-Plan helps meet the participation goals of the Business Enterprise Program (BEP) and Veterans Business Program (VBP).

Part I: Bidder/Offeror Signed Commitment Purpose: To confirm that the bidder understands the BEP/VBP requirements and is committed to meeting the participation goals set in the solicitation.

Steps:

Identify the percentage of the contract that will be performed by BEP and/or VBP-certified vendors.

Indicate whether the bidder is self-performing or using subcontractors.

Fill in the contact details and sign the commitment.

Part 2: Participation Agreement Participation Agreement is 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.

A separate participation agreement must be submitted for each individual Sub-Contractor.

Prime and Subs must be certified at the time of bid

Purpose: To document agreements with BEP/VBP certified subcontractors who will help meet the contract goals.

Steps:

Provide detailed information about both the prime vendor and the BEP/VBP certified subcontractor(s).

Specify the scope of work, NIGP Code(s), and the percentage of the contract that will be handled by the subcontractor. (see: How to Develop a Scope of Work) Ensure both the bidder and subcontractor sign the agreement.

Each subcontractor must have their own signed agreement.

Double-check that your subcontractor’s certification is valid and matches one of the listed NIGP Code within the Solicitation. Missing this detail can make your bid non-responsive.

Part 2: Participation Agreement:

A subcontractor certified under both BEP and VBP cannot be counted toward both goals simultaneously.

Vendors must choose which goal the dual-certified subcontractor will satisfy.

Example: A subcontractor certified in both programs can count only toward BEP or VBP, not both, for a given contract

A subcontractor certified under both BEP and VBP cannot be counted toward both goals simultaneously.

Vendors must choose which goal the dual-certified subcontractor will satisfy.

Example: A subcontractor certified in both programs can count only toward BEP or VBP, not both, for a given contract

Part 2: Participation Agreement, cont.

Enter specific NIGP Code(s) including a detailed description of work to be performed or goods/equipment to be provided by the BEP/VBP certified vendor.

you are not limited to the number of BEP subcontractors you may utilize if each performs a commercially useful function of the contract .

Both signatures from the prime and sub must be included at the bottom of the participation agreement

How To Develop a Statement of Work

Clarity is Key:

Detailed Description: Begin with a comprehensive breakdown of the subcontractor's responsibilities. Be explicit about the tasks they will perform, the materials they will provide, and the expected outcomes. Avoid vague language.

Here's a basic template:

Scope of Work for [Subcontractor Name] - [Project Name] Subcontractor's Scope:

[NIGP Code and Description] [Detailed list of tasks and responsibilities] [Materials to be provided by the subcontractor] [Reference to relevant drawings and specifications] Deliverables:

[List of specific, measurable deliverables] [Acceptance criteria for each deliverable] Remember: A well-defined scope of work is crucial for successful subcontractor management. It helps prevent misunderstandings, ensures everyone is aligned on expectations, and minimizes the potential for disputes.

The Scope of Work section in the Utilization Plan (U-Plan) is critical because it defines the tasks, responsibilities, and deliverables assigned to the vendor and subcontractors. Accurately detailing the scope of work ensures transparency, sets clear expectations, and helps the agency assess whether BEP/VBP goals will be met appropriately.

Detailed Description: Begin with a comprehensive breakdown of the subcontractor's responsibilities. Be explicit about the tasks they will perform, the materials they will provide, and the expected outcomes. Avoid vague language.

Drawings and Specifications: Whenever possible, include drawings, blueprints, or design specifications to visually illustrate the scope. This minimizes ambiguity and ensures everyone is on the same page.

Quantifiable Deliverables: Define measurable and specific deliverables. For example, instead of "install coaxial cable," specify "install 1,500 feet of Cat 5 cable on the 4th Floor of 120 W Jefferson" Timeline and Milestones: Establish a clear project schedule with key milestones and deadlines for the subcontractor to meet. This helps track progress and ensures timely completion.

. Define Responsibilities and Boundaries:

Subcontractor Responsibilities: Clearly outline what the subcontractor is responsible for, including:

Specific tasks and deliverables Materials and equipment procurement (if applicable) Adherence to safety regulations Quality control measures Permits and inspections (if required) Prime Contractor Responsibilities: Define what the prime contractor will handle, such as:

Overall project management Coordination between trades Providing access to the worksite Payment schedules Here's a basic template:

Scope of Work for [Subcontractor Name] - [Project Name] Subcontractor's Scope:

[NIGP Code and Description] [Detailed list of tasks and responsibilities] [Materials to be provided by the subcontractor] [Reference to relevant drawings and specifications] Deliverables:

[List of specific, measurable deliverables] [Acceptance criteria for each deliverable] Remember: A well-defined scope of work is crucial for successful subcontractor management. It helps prevent misunderstandings, ensures everyone is aligned on expectations, and minimizes the potential for disputes.

Part 3: Good Faith Effort Contact Log Good faith efforts means you've exhausted every effort in meeting the BEP goal The good faith efforts contact log must be completed if the prime is requesting a Good Faith Effort full or partial goal waiver.

Purpose: If the vendor cannot meet the participation goals, this section is used to document all attempts to include BEP/VBP certified vendors.

Steps:

Complete the Action Checklist detailing efforts to find and engage BEP/VBP certified vendors.

Fill out the Good Faith Effort Contact Log to record all communications (emails, phone calls, etc.) with potential subcontractors.

Provide supporting documents, such as copies of emails, meeting notes, and follow-ups.

Utilization Plan 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 Codes listed in the solicitation must be contacted and their responses entered in the BEP Utilization Plan. The Prime Bidder must email all registered BEP vendors under the NIGP Codes 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 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 Codes listed in the solicitation must be contacted and their responses entered in the BEP Utilization Plan. The Prime Bidder must email all registered BEP vendors under the NIGP Codes 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.

BEP Overview

CEI BEP Diversity Management System

Bid Buy

Diversity Contract Monitoring System (DCMS) Compliance Resources

Business Enterprise Program Questions?

IFB CHANGES

RECENT CHANGES

180 language – Section 1.3.1.of the Contract

PREVIOUSLY DISCUSSED CHANGES:

BEP for Special Construction - Section A.9 of the Instructions Documentation within 30 days – Section B.2.4. of the Instructions Award without further negotiation – Section C.8. of the Instructions Vendor must provide service to the Z-end ICN POP site directly – Section 1.2.1.5. of the Contract

Important Dates Bids are to be submitted in Bid Buy by 08/26/2025 10:00:00 AM (CST).

Do not submit via email.

Register in Bid Buy For Vendor assistance contact the Bid Buy 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 Jenny.Kesselring@illinois.gov no later than close of business 08/13/2025. Answers to questions will be posted as an Amendment in Bid Buy. No responses will be provided in email.

Questions?

Thank You for your time.

EVERYTHING ELSE

HOURS and projected spend ARE JUST ESTIMATES The state does not have any minimum order requirements Manufacturer suggested retail pricing (msrp) price list Must be submitted with bid Dell authorized solutions partner letter Dell certified labor positions Standard hourly rate Travel hourly rate Msrp percent discount

Prime & Sub Identification and Networking Opportunity

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