Pre-Bid Presentation Slide Show - Fiber Construction - North.pptx

We Will begin Shortly.

Please enter the below information in the chat:

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

Are you a certified BEP Vendor?

WELCOME

Pre-bid Conference – Fiber Construction Services - North Region Bid Buy # 26-448DOIT-TELEC-B-48349

AGENDA

Welcome Patrick Kelleher

Questions

IFB Highlights and Questions ITPO Lead - Patrick Kelleher Subject Matter Expert – Frank Walters

Vendor question and answer - amendment 1

IFB Goal & Ideal Outcomes

GOAL:

Establish an Agency Specific Contract with a Primary and Secondary Vendor for IT Fiber Construction Services - North Region The Vendor will be responsible for planning, designing, and implementing fiber optic infrastructure projects to support the IT requirements of the Agency.

Foster an inclusive, equitable and competitive business environment that supports underrepresented businesses in Illinois.

OUTCOMES:

Vendor will be required to provide fiber optic build(s) that will involve new installation and may include combinations of direct buried cable installations, aerial cable installations, underground pathway and duct placement, cable placement in underground pathways and building entrance/inside plant work.

Services will be required in North Region of the State. Vendors will work directly with the DoIT Architectural and Engineering (A/E) Firms, DoIT, and Subcontractors to complete required builds and inter-connections.

State of Illinois North region The State of Illinois North Region consists of the following counties:

Jo Daviess, Stephenson, Winnebago, Ogle, Carroll, Whiteside, Lee, Lasalle, Bureau, Henry, Rock Island, Mercer, Henderson, Warren, Knox, Stark, Marshall, Putnam

Multiple award Primary and secondary vendor The State will issue orders to the Primary Vendor as the default provider for services. However, the State reserves the right to issue orders to the Secondary Vendor under any of the following conditions:

Primary Vendor Refusal or Inability to Accept a Bid Package The State will issue a Bid Package (Issued for Construction – IFC; see Attachment G) via email.

The Primary Vendor has fourteen (14) calendar days to reply via email:

If they accept, they must confirm their ability to complete the project in the stated timeframe.

If they refuse, fail to respond, or acknowledge inability to meet the schedule, the State may then award the project to the Secondary Vendor.

Key compliance expectation: Timely, affirmative response of acceptance of Fiber Installation Package, Section 1.2.2, from Primary Vendor within fourteen (14) calendar days.

See Section 1.2.15 for additional details.

Multiple award Primary and secondary vendor The vendor shall not begin project work until the vendor has received an executed State approved ordering document (i.e., Basic Order Agreement (BOA)).

In the case of required change orders, the vendor shall not perform ANY work outside of the Initial State Approved Ordering Document (BOA) without an additional quote from the vendor and written authorization from DoIT in the form of an updated signed State Approved Ordering Document (BOA) prior to ANY work being performed.

Vendor shall perform the work according to the specifications in the installation package.

Frank Walters Networks Architect

IFB HIGHLIGHTS

Fiber construction services – north region Vendor shall supply:

The scope of each installation service will be determined by DoIT and DoIT A/E and will consist of an installation package for each project.

Vendors to provide all aspects of the fiber installation resulting in delivery of a turnkey dark fiber infrastructure that has been tested and ready for installation of customer electronics.

Vendor shall not be responsible for providing the electronics that will light the fiber network. These will be installed by DoIT after the installation vendor has fulfilled its obligations and the fiber and/or installation work has been accepted.

Vendor shall supply:

Vendor shall adhere to the build specifications listed in the installation packages. Any changes to the specifications must be approved in writing and in advance by DoIT and/or the DoIT A/E prior to ANY work being performed.

Vendor shall provide post installation restoration services for all areas impacted by installation and be responsible for restoration for a period of twelve (12) months after acceptance at no additional charge.

DoIT intends to utilize existing conduit and vault systems for placement of new fiber when feasible.

Vendor shall be responsible for maintaining the fiber until DoIT formally accepts the fiber segment.

Vendor shall provide insurance coverage in the types and associated amounts as listed In Section 4.11. of the contract, or as required by the State and other third parties as related to fiber installation packages at time of bid submission.

State Law 820 ILCS 130/5 requires all contractors and sub-contractors working on state installation projects to submit certified payroll records to DoIT.

Vendor shall supply:

The vendor shall provide proof of performance bond for 100% Fiber Installation Package for Fiber Installation and Material Costs with the notification of acceptance of fiber installation package as stated in Section 1.2.2. Vendor shall be responsible for purchasing the conduit, fiber, and other materials necessary to install the fiber optic cabling. These materials are to be included in the performance bond.

DoIT is partnering with a several entities on broadband initiatives throughout the state. DoIT will be working with entities to interconnect new DoIT fiber with existing fiber as outlined by DoIT and the DoIT A/E. Vendor shall work with these third-party fiber providers as necessary to accomplish fiber interconnection as outlined by DoIT and the DoIT A/E.

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.

13% BEP Goal – NIGP Codes 96218 90638 90975 90977 91223 91356

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.

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.

The undersigned bidder/offeror understands that all subcontractors identified in the U-Plan and Participation Agreement(s) must be certified with CEI BEP/VBP in at least one of the NIGP Code(s) identified in the solicitation at the time of the bid/offer submission.

All bidders/offerors and subcontractors shall perform only Commercially Useful Functions (CUF) through direct participation as defined in Part IV of the U-Plan.

BEP Utilization Plan must be submitted in State form without any additional changes.

For BEP assistance please contact:

Reginald Lampkin reginald.lampkin@illinois.gov 312-814-4603 https://cei.illinois.gov/business-enterprise-program.html

BEP Compliance and Responsiveness BEP Compliance and Responsiveness.

1% VBP Goal – NIGP Codes 96218 90638 90975 90977 91223 91356

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 goal for the solicitation.

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.

The undersigned bidder/offeror understands that all subcontractors identified in the U-Plan and Participation Agreement(s) must be certified with CEI BEP/VBP in at least one of the NIGP Code(s) identified in the solicitation at the time of the bid/offer submission.

All bidders/offerors and subcontractors shall perform only Commercially Useful Functions (CUF) through direct participation as defined in Part IV of the U-Plan.

BEP Utilization Plan must be submitted in State form without any additional changes.

For BEP assistance please contact:

Reginald Lampkin reginald.lampkin@illinois.gov 312-814-4603 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/ VBP 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

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

Part 2: Participation Agreement (Continued) 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

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.

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.

Diversity Contract Monitoring System (DCMS) Compliance Resources BEP Overview

CEI BEP Diversity Management System

Bid Buy questions

Business Enterprise Program

Prime & Sub Identification and Networking Opportunity

Mingle and Meet We’ll Reconvene @

DRAFT Confidential - Proprietary and Pre-decisional Document type Date

TRACKER

Unit of measure 1 Footnote Source: Source Title Unit of measure Legend

Legend

Legend

PRELIMINARY

Legend

©2017 State of Illinois – Department of Innovation and Technology (DoIT) Draft Confidential – Proprietary and Pre-decisional

Important Dates Bids are to be submitted in Bid Buy by 11/5/202510:00:00 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 Patrick.Kelleher@Illinois.gov no later than close of business 10 days before bid due date. 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.

image17.png image18.jpeg image19.png image15.png image20.png image21.png image14.png image22.png image23.png image24.png image25.png image26.png image27.png image28.png image29.png image30.png image31.png oleObject4.bin image2.emf image3.jpeg image5.png image32.png image33.png image16.jpg image34.png image35.jpeg image36.png oleObject1.bin image1.emf oleObject3.bin oleObject5.bin image6.jpeg image7.jpeg