BDISBO goal setting info session -DMVA-RFP003099 FTIG Armed Security Guards.pdf

Pennsylvania Department of General Services

BDISBO Goal Setting Information Session

DMVA-RFP003099

FTIG Armed Security Guards

Issuing Officer – Kaitlyn Snyder – kaisnyder@pa.gov December 7, 2022 10:00 AM

Offerors may ask questions during the Session, however responses provided during the Session are not official until the question is submitted in writing to the Issuing Officer

What’s the Point?

Engaging Vendors that are representative of the communities served

SDB and VBE Classification

Small Diverse Business

(SDB)

Goal oriented

➢Woman Business Enterprise

(WBE)

➢ Service-Disabled Veteran Business Enterprise (SDVBE)

➢Minority Business Enterprise

(MBE)

➢ LGBT Business Enterprise

(LGBTBE)

➢Disability-Owned Business Enterprise (DOBE)

Veteran Business Enterprise (VBE)

Goal oriented

➢ Veteran Business Enterprise (VBE)

➢ Service-Disabled Veteran Business Enterprise

(SDVBE)

Vendors must self-certify as a Small Business (SB) prior to SDB/VBE validation.

SDBs and VBEs must be DGS-verified as of the bid due date and time

SB Eligibility Requirements

•The business must be a for-profit, United States business.

•The business must be independently owned.

•The business may not be dominant in its field of operation.

•The business may not employ more than 100 full-time equivalent employees.

•The business may not exceed three-year average gross revenues of $38.5 Million, regardless of business type (effective 11/1/2018).

B Small Diverse Business Enterprise (SDB) and Veteran Business Enterprise (VBE)

Jaggaer References:

Description

• #6. Small Diverse Business (“SDB”) and Veteran Business Enterprise (“VBE”) Participation

• #7. New SDB and VBE Goal Information Session

• #14. Proposal Format

• #15. Mandatory Responsiveness Requirements

Questions – RFP Questions

• Group 1.2 – Small Diverse Business Participation

• Group 1.3 – Veteran Business Enterprise Participation

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

Solicitation Specific Goals

Primes are welcome to exceed the goal!

-DMVA-RFP003099 SDB VBE

14% 3%

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

Solicitation Specific Goal Analysis

• Available subcontracting opportunities across the entire state for applicable services,

• Availability of DGS-verified SDB/VBEs to perform commercially useful functions, and

• Historical analysis of similar projects within the last 3-5 years.

Finding SDB/VBE vendors

• http://www.dgs.internet.state.pa.us/suppliersearch

• Access Search Guide -https://www.dgs.pa.gov/Small%20Diverse%20Business %20Program/Documents/Finding%20SBs%20and%20S DBs.pdf

• Supplier Search assistance available from Issuing Officer or Bureau of Diversity Procurement Liaison http://www.dgs.internet.state.pa.us/suppliersearch https://www.dgs.pa.gov/Small%20Diverse%20Business%20Program/Documents/Finding%20SBs%20and%20SDBs.pdf

Finding SDBs and VBEs

Utilization Compliance will be closely monitored and enforced

Quick Search

To search or browse ALL Small and Small Diverse

Businesses by Name OR 6-digit SAP Number (option also available through Advanced Search)

IMPORTANT: Always click Reset prior to a new search to clear parameters from previous searches

Advanced Search

Select one or more classifications. To pull only SDBs, check “Select all Small Diverse Business Classifications” below.

To Include SBs, check “Small Business”.

Enter a brief code description (e.g. Door)

Browse and select one or more codes. Don’t know the codes you want?

Download the entire list in Excel.

See slide 13 to understand the UNSPSC code hierarchy.

Click arrow to expand Segment for additional codes

OR

UNSPSC Commodity Code Search

UNSPSC Commodity Code Search Write down your code selections

Advanced Search

Use multiple filters to restrict your search results to exactly what and where you need.

Search Results

Certified Small Businesses

• Advanced Building Controls LLC

• Advanced Building Performance Inc

• Advanced Cleaning Solutions LLC

Small Diverse Businesses

• Advanced Building Performance Inc

• Advanced Cleaning Solutions LLC

Veteran Business Enterprise

• Advanced Cleaning Solutions LLC

Supplier Profile

SB, SDB & VBE Expiration Dates

SB, SDB & VBE Classifications

Contact Information

Search Results

Certified Small Businesses

• Advanced Building Controls LLC

• Advanced Building Performance Inc

• Advanced Cleaning Solutions LLC

Small Diverse Businesses

• Advanced Building Performance Inc

• Advanced Cleaning Solutions LLC

Veteran Business Enterprise

• Advanced Cleaning Solutions LLC

Excel Export Results – Supplier Contacts

Excel Export Results includes Vendor ID, Supplier Name, Contact Name, Email, Phone, Fax

Upcoming Supplier Search Training

The training will focus on the basics of the supplier search process including recognizing the UNSPSC Codes Structure, accessing the DGS Supplier Search Database and Searching for Small, Small Diverse and Small Veteran Owned Businesses to gain a better understanding of supplier search results.

The 30-minute sessions will be offered via Teams on-line presentations on the following dates in 2022: (No RSVP Required)

Targeted Audience (External): Potential prime contractors that conduct business with the commonwealth who want to learn the basics of finding DGS certified small diverse and veteran owned businesses.

• Thursday, December 1st, 10:00 am - 10:30am

• Thursday, December 8th, 10:00 am - 10:30am

Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Meeting ID: 293 754 842 172 Passcode: Uhqm2D Download Teams | Join on the web Or call in (audio only) +1 267-332-8737,,690952530# United States, Philadelphia Phone Conference ID: 690 952 530# Find a local number | Reset PIN Recording or transcription of this meeting may not occur without consent of all participants, as required by law, and must adhere to Commonwealth policies. For more information click the legal link.

Learn More | Meeting options | Legal https://www.dgs.pa.gov/Small%20Diverse%20Business%20Program/Pages/News-Media.aspx https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTA4MDFkZGMtYWJjOS00OTYwLTg4MmQtNzQ3NzdkMGZlY2Iy%40thread.v2/0?context=%7b%22Tid%22%3a%22418e2841-0128-4dd5-9b6c-47fc5a9a1bde%22%2c%22Oid%22%3a%221ec6841f-6765-4839-a043-9289e9724318%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+12673328737,,690952530# https://dialin.teams.microsoft.com/783683fb-6d69-4e8b-aa52-814e500ad7b8?id=690952530 https://dialin.teams.microsoft.com/usp/pstnconferencing https://aka.ms/JoinTeamsMeeting https://teams.microsoft.com/meetingOptions/?organizerId=1ec6841f-6765-4839-a043-9289e9724318&tenantId=418e2841-0128-4dd5-9b6c-47fc5a9a1bde&threadId=19_meeting_YTA4MDFkZGMtYWJjOS00OTYwLTg4MmQtNzQ3NzdkMGZlY2Iy@thread.v2&messageId=0&language=en-US https://www.oa.pa.gov/Policies/md/Documents/205_34.pdf

New Forms and Processes

•SDB/VBE Instructions – SDB-1/VBE-1 READ

•SDB/VBE Participation Submittal – SDB-2/VBE-2

•SDB/VBE Utilization Schedule – SDB-3/VBE-3

•Letter of Commitment – SDB 3.1/VBE-3.1

•Guidance for Good Faith Effort (GFE) Waiver Requests – SDB-4/VBE-4 READ

•GFE Waiver Request Forms – SDB-5/VBE-5

SDB Submittal Instructions – SDB-1

SDB Submittal – SDB-2

SDB Utilization Schedule – SDB-3

Letter of Commitment SDB-3.1

SDB to expect a letter and SIGN it!

Guidance to Document GFE SDB-4

READ, READ, READ

▪ 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 SDB/VBE participation goal.

• Prime must complete all components of the GFE paperwork.

Details/Evidence are important, proof is required.

• Carefully review SDB and VBE submittal Instructions, specifically Section VI of SDB/VBE-1 which lists pertinent items as Fatal errors.

Good Faith Efforts Packet SDB-5

Good Faith Efforts (GFE) Partial or Full Waiver ❑ Identified Items of Work Applicant Made

Available to SDBs (Part 1)

❑ Identified SDBs and Record of Solicitations (Part 2)

❑ SDB Outreach Compliance Statement (Part 3)

❑ Additional Information Regarding Rejected SDB Quotes (Part 4)

❑ SDB Subcontractor Unavailability Certificate (Part 5)

SDB GFE Documentation – SDB-5

Complete all five parts

GFE Waiver – Part 1

Identified Items of Work Offeror Made Available to SDBs

GFE Waiver – Part 2

Identified SDBs and Record of Solicitations

GFE Waiver – Part 3

SDB Outreach Compliance Statement

GFE Waiver – Part 4

Additional Information Regarding Rejected SDB Quotes

GFE Waiver – Part 5

SDB Subcontractor Unavailability Certificate

REMINDER

Failure to submit fully completed SDB and VBE submittal packets or GFE waiver request documentation will result in removal of your bid for award consideration

Best Practices

Do’s

• Read the solicitation and all instructions completely.

• Submit SEPARATE SDB and VBE submittal forms.

• Validate subcontractor SDB/VBE status in DGS Supplier Database.

• Ensure that all appropriate forms are completed and signed correctly.

• Submit questions early per the solicitation requirements.

Don'ts

• Make any assumptions.

• Copy SDB submittal paperwork. Download and complete the VBE submittal separately, titles and accuracy matter.

• Skip any portion of the GFE request documentation.

• Forget to verify subcontractor status as current SDB/VBE in DGS Supplier Database.

Notes

▪ READ, READ, READ, solicitation instructions completely.

• Subcontractors identified in SDB-3, Utilization Schedule must be validated as of bid due date and time.

• Model Form SDB/VBE Subcontractor Agreement - (Jaggaer 1.2.3 and 1.3.3) is provided for informational purposes only. To be completed by award winning vendor only.

Questions?

BDISBO Contact Info

Bureau of Diversity, Inclusion and Small Business Opportunities

North Office Building 401 North Street, Room 611 Harrisburg, PA 17120-0500

717.783.3119 GS-BDISBO@pa.gov

mailto:GS-BDISBO@pa.gov