Pre-Bid Conference Electrical Products and Supplies_20230608.pptx

PRE-BID CONFERENCE

for RFP# 101-23 Electrical Products and Supplies Thursday June 8, 2023, 11:00am

Introductions

Maureen Barends, Project Manager Procurement & Logistics

6/8/2023

Pre-Bid Logistics First and most important… Thank you for being here and for your interest in partnering with the MBTA This RFP will be managed via COMMBUYS. Instructions for log-in and use of COMMBUYS are described in Instructions for Vendors Responding to Bids.

For COMMBUYS assistance please contact the OSD Help Desk at 888-MA-State (627-8283) or osdhelpdesk@mass.gov.

This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 101-23 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

All communication regarding this bid must be submitted to the MBTA Procurement & Logistics point of contact via COMMBUYS.

Agenda

Overview of the Contract

Documents to be included in Your Response

Training & Additional Resources

General Q&A

Overview of the Diversity & Inclusion Requirements

Session Expectations

RFP Structure

Important Dates

Session Expectations

Today’s session is not a substitute for reading the Request for Proposal (RFP) document. The RFP includes important contract and response details that will not be covered during today’s meeting.

Although we will take general questions about the authority’s bidding process, at the end of today’s session, questions about the bid must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline.

The COMMBUYS Q&A feature and important deadlines will be covered later in the presentation.

RFP 101-23 Electrical Products and Supplies Overview

The RFP 101-23 will provide electrical products and supplies to the Authority

Contract or Service Effective Date (estimated): September 1, 2023

Term: Initial Term 5 years, with 2 – 1-year options to renew

Number of Awards: One or more

Product or Services

Scope of Work Overview

The MBTA seeks to establish a committed source for the supply of electrical products and supplies

Ballasts/Drivers

Batteries

Circuit Breakers

Conduit and Fittings

Distribution Assemblies

Electrical Enclosures

Electrical Heaters

Electrical Tape

Fans

Fittings

Fuses

Motor Controls

Outlet Boxes

Power Quality and Data Communications

Safety Switches

Service Equipment

Small Quantities of Wire and Cable

Wiring Devices and Wire Management

Product or Services Custom Catalog Development (Punchout)

The Bidder must have the ability to develop and maintain an accessible “Punchout” catalog, to be integrated with the MBTA’s eProcurement system, with designated electrical products and supplies that must be easily viewed and ordered from the Contractor’s "Punchout" catalog.

This Punchout catalog must be kept up-to-date and be easy-to-use.

The catalog content, and pricing, accessed by the MBTA end users will be through a round trip punchout.

The punchout catalog provides only catalog and order processing functionality for the MBTA and has no relationship with the Contractor regarding invoicing or payment.

RFP Structure

Introduction Scope of Work Bidders Instructions & Procurement

Terms & Conditions Attachments Response Forms

Scope of Work

Review and Evaluation Contains the contractual terms by which Bidder is expected to abide

5 Year Term with (2) 1-year options to renew Background Scope of Work Deliverables Bid Conference RFP Calendar Rules of Contact Insurance Submit on Commbuys Technical Proposal Price Proposal Pass/Fail Criteria Technical Response Criteria

Form D:

Price Proposal

RFP Bid Submission RFP 101-23 Electrical Products and Supplies 6/8/2023 Submission of Response

The specific requirements for submissions of the Technical Response are included in Form B.

The specific requirements for submission of the Price Response are included in Form D.

Technical Response including:

Bid Cover Letter

Power of Attorney (as described in Section 4.2 of the RFP)

Form A: Pre-Award Bidder Evaluation Data Form

Form B: Technical Response

Form C: Small Business Attestation Form

Other items as applicable

Price Response as a separate document, including:

Form D: Price Response

Bidder Evaluation Criteria Bidder must complete all required forms and submit all other required forms listed in the RFP

6/8/2023 The MBTA will evaluate each Response based on a combination of Pass/Fail Criteria, Technical Evaluation Criteria and Price Responses to determine the Best Value for the Authority.

All Responses will be reviewed for:

The responsiveness of the Bidder to the requirements set forth in the RFP.

Conformance to the RFP instructions regarding organization and format.

Deficiencies and minor informalities, apparent clerical mistakes which are unrelated to the substantive content of the Response for clarification.

Price

Technical

Pass/Fail

Supplier Diversity

Basis of Award Bidders are advised that the MBTA is not bound to accept the lowest priced Response or the Response with the highest Technical Response Score.

The selection will be made on a best-value basis, evaluating price along with other factors.

Each criterion will be evaluated considering all the information included in the Bidder Response related to the criterion, as well as other information gathered from references, presentation, and on-site visits if requested.

Responses will also be evaluated based on the Supplier Diversity Criteria which will account for 25% of the overall technical scoring.

Best – Value Proposal

Performance Measures or Key Performance Indicators Vendors will be required to comply with Performance Measurements or Key Performance Indicators as outlined in the RFP.

Supplier Diversity Requirements.

Vendors’ performance after contract award will be measured as follows:

What Makes a Compliant Proposal Response?

Be sure to read the RFP.

Pay attention to the mandatory requirements.

Ensure all required documents are submitted.

Complete the bidders’ response forms in their entirety.

Important Dates

Overview of Supplier Diversity & Inclusion

Supplier Diversity & Inclusion Program

The Commonwealth's Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (SDP Partners) certified or recognized by the Supplier Diversity Office (SDO). The MBTA seeks Proposals that incorporate participation by SDP Partners in as many aspects of the services as possible.

Section five of the RFP provides bidders with detailed information and resources relating to:

Program background Financial Commitment Requirements Eligible SDP Partner Certification Categories Eligible Types of Business-to-Business Relationships Program Flexibility SDP Spending Reports and Compliance

Key Contract Requirements Bidders must propose a % of their contract sales to be spent with certified diverse companies (SDP Partners).

Contractors must report spending with SDP Partner(s) for the duration of the contract.

SDP Partners utilized by Contractors must be listed in one of the two directories identified in this presentation.

6/8/2023 The SDP requirements apply even if your company:

Does not have SDP Partners at the moment.

Is a certified diverse business.

Recognized Third-Party Certifying Organizations

Finding Partners

The SDO Directory of Certified Businesses More than 3,700 certified businesses

MBE, WBE, VBE, SDVOBE, DOBE, LGBTBE

www.mass.gov/sdp The U.S. Veterans Administration Vendor Information Pages (VIP) More than 14,000 certified businesses

VOSB, SDVOSB

https://vetbiz.va.gov/basic-search/

Online Directories of Certified Businesses

Finding Eligible Certified Partners Download the lists of eligible SDP partners from the SDO and VetBiz directories and compare your current suppliers to those lists.

Find current suppliers that are certified On an ongoing basis, closely monitor incoming state orders and projects for the potential to hire diverse businesses as subcontractors.

Identify subcontracting needs that may be met by a new diverse business partner Survey your suppliers to find diverse companies that are not certified or are certified by an organization other than the Massachusetts SDO. Connect them with the SDO (sdp@mass.gov) and encourage them to get certified.

Find current suppliers that may be certified On an ongoing basis, review your company’s business needs, including one-time purchases, to find areas where you may include new diverse suppliers.

Identify general business needs that may be met by a new diverse business partner

Online Certification Self-Assessment Tool:

https://www.mass.gov/forms/take-the-certification-self-assessment

Training Resources

COMMBUYS Q&A

Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

COMMBUYS Q&A is a tool to manage dialogue between buyers and bidders.

Link to the video

COMMBUYS Training Pre-recorded Webcast How to Locate and Respond to Bid Solicitations in COMMBUYS Link to the recording.

6/8/2023 Job Aids How to Create a Quote in COMMBUYS Using the Q&A Tab within a COMMBUYS Bid How to Withdraw, Reopen, and Resubmit a Quote Basic COMMBUYS Navigation and Searching for the Seller Role

View

Read

Participate Link to the Vendor Training Schedule;

Important steps to follow for bid submission Acknowledge the Bid Bidders are encouraged to Acknowledge the bid to be notified of any updates/amendments to the bid, including changes to the bid opening date/due date.

To receive these updates:

Login to COMMBUYS Navigate to the bid using the Advanced Search Select "Yes" on the Acknowledge Receipt and View Solicitation window.

You must be registered in COMMBUYS to take this action.

6/8/2023 Questions?

OSD Help Desk Monday – Friday, 8:00 a.m. – 5:00 p.m.

888-MA-State (627-8283) OSDHelpDesk@mass.gov Plan to Submit Your Response All responses must be submitted in COMMBUYS by the Bid Opening Date and Time; late responses may not be accepted.

It is imperative that bidders allow sufficient time to submit their quote, and bidders are advised – at a minimum – to begin well in advance of the Bid Opening Date and at a time when OSD Help Desk staff are available for questions.

Questions?

Closing

This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 101-23 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

RFP Schedule and any dates mentioned are subject to change at the discretion of the MBTA. Please refer to COMMBUYS for the most accurate information.

Questions should be posted on COMMBUYS (Deadline – June 14, 2023)

Any and all communication during the non-mandatory Bidders’ Conference of 06/08/23, represents no favor to attendees. All Bidders’ responses will be treated equally regardless of attendance.

This Presentation will be posted on COMMBUYS in the File Attachments section.

Thank You for your interest in partnering with the MBTA

Thank you for attending!

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