Pre-Bid_Meeting_Slides.pptx

Conference Room AV Installation Pre-Bid and Matching Meeting August 12th, 2024 11:00am

Welcome and Introductions Procurement Process Overview, Matthew Marshman, Office of Management and Budget Sign-in Sheets How to Bid, Required Bid Docs, and Requirements to Bid Deadlines, Question Submission, and Communication Requirements MWDBE Overview, Chuck Durham, Office of Business Diversity and Equal Opportunity Review Commission Participation Goals Good Faith Effort Expectations Project Overview, Mimi Welsh and Zoe Burns, Innovation and Performance Overview Prime Vendor Scopes of Work Closing and Next Steps, Matthew Marshman, Office of Management and Budget Question and Answer Networking for Primes and Subs

Agenda

Procurement Process Overview Matthew Marshman, Sourcing Specialist Office of Management and Budget

Visit the City of Pittsburgh's Beacon website at https://pittsburghpa.gov/beacon/index.html to:

Register for OpenGov Search open bid opportunities Search current contracts Access educational materials

How to Bid

W9 Statement of Affiliations (completed online and then uploaded)* Vendor Contact Sheet Vendor Registration Form Scope Proposal/ Cost Proposal EORC Participation Pre-Checklist Packet Completed check-list including documentation is required to be considered a responsive bidder

Required Bid Documents Submittal Requirements

Current Insurance All proposals must be submitted electronically through OpenGov Respondents are required to provide one (1) electronic copy of their proposal in either MS Word or PDF by the submission deadline.

Pre-Award GFE Checklist

Pre-Award Good Faith Effort Checklist is to ensure that bid responses align with City’s longstanding MWDBE participation goals and City Code (§ 177A in the City Code)

Respondents must complete the checklist and provide supporting documentation to be considered a responsive bidder and have their proposal considered (§ 177A.06 in the City Code)

Need support? We are here to help!

This is both a pre-bid and matching meeting, so connect with folks here today!

Contact the Office of Business Diversity: chuck.durham@pittsburghpa.gov

Release Project Date: July 26, 2024

Pre-Bid Meeting (Mandatory): August 12, 2024 at 11:00am

Question Submission Deadline: August 16, 2024 at 4:00pm

Bid Submission Deadline: August 23, 2024 at 3:00pm

Question Submission Method: All questions shall be submitted via Q&A feature on OpenGov.

Award Date: Following EORC and Budget Approval

Project Timelines

EORC Overview Chuck Durham, Manager, Office of Business Diversity and Equal Opportunity Review Commission

City of Pittsburgh Participation Goals:

18% MBE

7% WBE

5% VOSB

3% LGBTQ+

Before and/or after a Prime vendor is selected, they, along with the issuing agency/department, must fill out a MWDBE submission form for review by the Office of Business Diversity that shows they are able to reach the City's participation goals. A complete submission will then go on to the Equal Opportunity Review Commission (EORC). More details provided on the next slide.

If the Prime vendor is not able to reach City's participation goals, they will present a Good Faith Effort that demonstrates (1) them reaching out to multiple MWDBE and LGBTQ+ companies that could participate on the project with (2) written replies on why they could not participate.

MWDBE, VOSB & LGBTQ+ Participation Goals

Once the MWDBE submission form is received, the Office of Business Diversity will review to make sure it is complete with signed letters of commitment between Prime and sub-contractors, vendors' current certifications, and/or their Good Faith Effort.

If is not complete, the Office of Business Diversity will work with the Prime to complete the form. If asked by the Prime, the Office will also help with a list (by category) of MWDBE sub-contractors.

If completed, the Office will put the project on the next Equal Opportunity Review Commission (EORC) meeting agenda for their approval or denial. The EORC meets the 3rd Thursday of each month.

If the MWDBE participation and the Good Faith Effort is not acceptable by the EORC then the plan/project is tabled until the next EORC meeting.

Equal Opportunity Review Commission (EORC)

If the MWBE submission does not meet the established goals, the prime contractor will need to show a good faith effort was made. Examples include:

Held pre-bid or pre-proposal meetings to discuss upcoming opportunities at least two weeks in advance of solicitation due date Identified and designated economically feasible portions of the work to be performed by M/WBEs. This may include breaking down the contract into sub-contracts to ensure participation Outreach to MWBE firms (with a written response as to why they couldn't participate) Made efforts to assist interested M/WBEs obtain bonding, lines of credit, insurance, equipment, materials, supplies, or other project-related components

Good Faith Effort

Project Overview Mimi Welsh and Zoe Burns, Conference Room AV Installation, Innovation and Performance

Install of equipment as defined in RFP for 26 rooms at 10 City locations Cable management Ensure functionality Provide recommendations for equipment placement

Vendor Responsibilities Fingerprinting Provide additional equipment as defined in RFP

Overview: Scope of Work

Post Pre-Bid Meeting Walkthrough for anyone interested following immediately after presentation

Project Schedule:

Bid Submission Deadline – August 23, 2024 at 3:00pm Contracting – September 2024

Overview: Scope of Work

Question and Answer Networking and Matching with Primes and Subs

Closing and Next Steps

Procurement – All non-project related questions (project related questions should be submitted in OpenGov via the Q&A tool)

Matthew Marshman, Sourcing Specialist

(412) 715-3489 matthew.marshman@pittsburghpa.gov https://pittsburghpa.gov/beacon/index.html

EORC – Assistance with sub-contracting

Chuck Durham, Business Diversity Manager 412-255-8804 chuck.durham@pittsburghpa.gov

Contact Information

Thank You!

Enjoy Networking and Matching with Primes and Subs image1.png image2.png image3.jpg image4.png image4.svg