ESBD_378344_1727983259249_Pre-bid Meeting Agenda for FAC-01505-RFP.pptx

WELCOME

Pre-Proposal Conference

RFP Event No. FAC-01505-RFP Housekeeping Services: Research and Administration Facilities

HOST

Eulalia English – Sourcing Specialist Sourcing & Contracts Department ecwashin@mdanderson.org

Preliminary Items

Please mute your microphones Microphone Usage Recording Devices In lieu of sign-in sheet, please provide the following in the chat box or email to me:

Name Company e-mail Phone Number Certified Texas HUB Status (Y/N)

Unauthorized Use of Recording Devices All video and audio recordings, including AI or bot note-taking, of any meetings and/or presentations are prohibited by md Anderson.

Agenda Topics

Introduction Sourcing Director (Support) Rider 104 Historically Underutilized Business (HUB) Plan MD Anderson RFP Riders RFP Attestation Form and Exceptions Milestone Dates Summary of Solicitation, RFP Scoring, and Shortlist Presentations Scope of Work Discussion Question & Answer Closing Comments

INTRODUCTIONS

Supply Chain Management

Jaggaer SciQuest Sourcing Director

MDA SCM services uses the Jaggear Sciquest system, and within this system we use the Sourcing Director tool to post and manage Sourcing Events such as RFPs Supply Management Tool Sourcing Director/Jaggaer/TCM eSourcing for Suppliers

Sourcing Director (Jaggaer) Support

If you have any technical questions, please contact MD Anderson Supply Chain Management Help Desk at:

SupplyChainHelpDesk@mdanderson.org +1 (713) 745-7997

Please identify yourself as a supplier requiring assistance with The University of Texas at MD Anderson Supplier Network.

Suppliers will need to register with our SciQuest Jaggaer Supplier Network in order to access and participate in this RFP.

System lockout, password lost – I cannot help you

Successful Bid Submission

It is Very important that suppliers complete every required aspect of the RFP event and ensure that the last submission step is complete. A successful submission will look like this screenshot and suppliers will receive a green success message.

Suppliers might get through the entire RFP event and complete all sections, however if the final submit button is not clicked, your proposal response will not be submitted, and it will not be considered if deadline is missed.

Additionally, if Suppliers submit their response early (before the RFP Close date) and an addendum is added after supplier has already submitted, then the supplier will need to go back in RFP Event, acknowledge addendum, complete any required items and resubmit.

Do not wait until the last minute to submit.

Emphasize – ***They need to hit the “Submit Button” .

If they submit and there’s an addendum, they will need to review addendum and resubmit

Historically Underutilized Business (HUB) Plan

Rider 104

Gabriella Zambrano on the conference to answer any HUB related questions

Rider 104 - HUB Plan

MD Anderson’s purchasing professionals determine the probability for HUB subcontracting opportunities and identify their contracts that will include a HUB Subcontracting Plan for all orders deemed to be valued at approximately $100,000 or more.

If the HUB Subcontracting Plan is not completed, the bid is considered non-responsive. At that time, the process ends for that vendor. This includes signing.

HUB Tip-sheet - www.mdanderson.org/hub HUB Complimentary Review (4 day turn around) HUB Plan Review & Approval (4-day review)

Barbara Howard Sr. HUB Coordinator 713-794-3211 bhoward@mdanderson.org

Gabriela Zambrano Associate Director 713-745-8532 MGZambrano@mdanderson.org

Stephanie Burton-Mangham HUB Coordinator sdburton1@mdanderson.org

HUB Plan Training Video

To access the training video, either copy and paste or click on: https://mediaplayer.mdanderson.org/video-full/C46F4821-DEFF-4870-9BFE-28F7E8D486F4 https://mediaplayer.mdanderson.org/video-full/C46F4821-DEFF-4870-9BFE-28F7E8D486F4 Click “HUB and Small Business Program” (left side column) and scroll down to the “Subcontracting Program” section

Click “Training Video Overview of Rider 104”

Policy

Promote and encourage contracting and subcontracting opportunities for Historically Underutilize Businesses (HUBs) in all contracts.

Accordingly, The University of Texas MD Anderson Cancer Center has adopted “RIDER 104, Policy on Utilization of Historically Underutilized Businesses”. The Policy applies to all contracts with an expected value of $100,000.00 or more.

Failure to submit a required HUB Subcontracting Plan (HSP) will result in REJECTION of the response.

Good faith effort determinations still apply.

Good Faith Effort Determination

Give notification in writing to all potential bidders – Notification Form is included in the HSP package.

Allow HUBs at least 7 (seven) working days to respond to bids.

Notify a minimum of two (2) minority or woman trade organizations or development centers of subcontracting opportunities (see list attached to Rider 104 HUB Plan for contact information).

Good Faith Effort Determination

Give notification to at least 3 (three) HUBs for each trade identified for the project.

Within 10 days following the contract signing, the Prime must notify subcontractors in writing of their award, with copies of notification to contracting agency.

Provide supporting documentation of all good faith efforts. Failure to produce required documentation may result in rejection of your HUB Plan and subsequently your proposal.

HUB Subcontracting Plan Forms Four Options

Option 1 Method A (Attachment A) Section 2(c) of HSP

All subcontracting opportunities will be fulfilled with HUBs. (No continuous contract exists with HUB exceeding 5 years.)

Option 2 Method A (Attachment A) Section 2(d) of HSP

Subcontracting with HUBs and Non-HUBs so long as the aggregate percentage of subcontracting with HUBs meets or exceeds the HUB goal. (No continuous contract exists with HUB exceeding 5 years).

Option 3 Method B (Attachment B) Section B1-4 of HSP

Respondents may subcontract with HUB vendors and Non-HUB vendors (or only Non-HUB vendors) and the aggregate HUB percentage with HUBs does not meet or exceed the HUB goal.

Option 4 Self-Performance – Section 3 of HSP

Respondent is not subcontracting any portion of the contract and will fulfill all aspects of the contract with their own internal (W2) resources.

HUB Subcontracting Plan Good Faith Effort must include:

Giving HUBs seven (7) “business days” notice to bid Providing sufficient information to bid; use the Notification Form Notifying a minimum of two (2) trade organizations Inclusion of fax, e-mail, or written correspondence documenting HUB notification and response (telephone logs are no longer acceptable as documentation of GFE) Inclusion of documentation supporting all of the above

MD Anderson Riders & Exceptions

MD Anderson Riders & Exceptions

Please be advised that all participants responding to this solicitation are REQUIRED to comprehensively review each of the MD Anderson contract Riders included within this solicitation/RFP. In addition to providing acknowledgment of the Riders, requirements and specifications set forth, any participant that has taken any exception(s) to provisions of MD Anderson’s contract Riders is REQUIRED to explicitly detail those exceptions AT THE TIME OF RFP SUBMITTAL. The extent of exceptions taken WILL INFLUENCE FINAL CONTRACT DETERMINATION.

In order to make the contracting process, a lot smoother, we want to share our terms and conditions.

Non-negotiable

MD Anderson Riders The following Riders have been included as part of this RFP:

Summary Agreement Rider 101 – Scope of Work Rider 102 – Pricing Schedule Rider 104 HUB Subcontracting Plan Rider 107 Travel Policy Rider 116 Invoice Payment Requirements

* MD Anderson reserves the right to incorporate additional Riders at a later date.

Supplier Rider Attestation

This section is worth 15% of the RFP score. Vendors that accept the riders will receive the full 15%. Vendors that take exceptions will not receive the full 15%.

For each Rider, vendors will receive either "All" (full points) if they take no exceptions or "None" (no points) if they take exceptions.

After a selection has been made, vendors that took no exceptions will not be allowed to propose changes/redlines.

Emphasize There’s not partial points. All or none

*PLEASE DO NOT “TYPE” YOUR SIGNATURE HERE*

RFP Scoring and/or Shortlist Presentations

RFP responses will be evaluated/scored by selection committee.

MD Anderson selection committee members will identify a shortlist of suppliers for either award and/or short-list presentations.

If a Short-List Presentation is needed, it will be requested by the Project Manager and/or End User.

Scores from one or both phases (RFP and/or Short-List Presentation) will be combined for a final score.

Event Milestone Dates

RFP Event Published Wednesday , October 16, 2024 Pre-Submittal Conference Wednesday, October 23, 2024, at 11:00AM (CST) Vendor Question Submission CUT OFF Wednesday, October 30, 2024, no later than 5:00PM (CST) RFP Questions and Answers Published (in the Q&A section of the Tools) Wednesday, November 6, 2024, no later than 5:00 PM (CST) RFP Solicitation CLOSES Thursday November 14, 2024, 5:00 PM (CST) No Exceptions Vendor Short List Presentations Begin TBA (if needed)* Intent to Award & Non-Award Notifications TBA (depending on if Short List Presentation is needed)*

HUB Plan review and approved. Will not release your response if not approved Sign your HUB Plan – Do not forget

Summary of Solicitation and Scope of Work Discussion

Who will take over the Scope Discussion?

Speaker: Sean Walker (Slide 31)

Scope of Work Victor Vasquez Manager, Environmental Services Fac Mgt RAF Admin Fac Mgt

Cybersecurity Speaker: Sean Walker

Question and Answer Session

Recap and Closing Remarks

Submit your questions by October 30, 2024 @ 5PM CST HUB Complimentary Review of Rider 104 HUB Plan Allow 4 days for review by HUB team RFP Closes November 14, 2024 @ 5PM CST No repeat pre-proposal presentation will be provided.

Do not wait until the last minute to complete and submit your RFP

PLEASE DO NOT CONTACT DEPARTMENT REGARDING THIS RFP.

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