PreBid PP Mentorship 2024-K12.pdf

Pre-Bid Conference

OMWBE-2024-K12

CONSULTING SERVICES FOR

GOVERNMENT CONTRACTING MENTORSHIP PROGRAM

10:00 AM

Friday, August 16, 2024

Marilyn First, Procurement Coordinator

PRE-BID ADMINISTRATION

Teams Features

• Please Mute Mics

• Disconnected? Use link to get back into meeting.

• Please add name and company in chat

Questions

• Raise virtual or real hands

• State your name/company

• Will give time to speak up (esp. for telephone participants)

• All Questions/Responses posted to WEBS

Washington’s Electronic Business Solution (WEBS) https://pr-webs-vendor.des.wa.gov/

DISCLAIMER

This pre-bid conference is not recorded. Bidders should only rely on written postings and amendments issued via WEBS. All other communications will be considered unofficial and non-binding on OMWBE. Should bidders rely on any other communication, they do so at their own risk and expense.

AGENDA

Introductions Department of Enterprise Services Office of Minority & Women’s Business Enterprises

Bidding Opportunity - OMWBE-2024-K12 Professional Services for Government Contracting Mentorship Program

Additional Resources

INTRODUCTIONS

DEPARTMENT OF ENTERPRISE SERVICES

• Procurement “bridge” between purchasers and contractors

• State Procurement Priorities

• Authority to create statewide contracts for state agencies

Additionally provides -

• Procurement Consulting Services in Contracts and Procurement Division

Small Agency Team provides support to small agencies such as OMWBE

ABOUT OMWBE

Since 1983, OMWBE has helped businesses owned by minorities, women, and other underrepresented communities access contracting and procurement opportunities in state government.

Certification

• The sole agency that certifies minority and women-owned businesses

• Maintains a public directory of certified businesses Business Development

• Outreach to small businesses and communities

• Provides post-certification support, technical assistance, and other resources to certified businesses Supplier Diversity

• Meets with 63 state agencies, 8 higher educational institutions, and many prime contractors on their business diversity spending goal plans and best practices

Governor’s Subcabinet on Business Diversity

• Works toward solutions that are long-term and sustainable.

• Creates a “community of practice” where agencies can use model policies, practices, and processes to foster, cultivate and share best practices in increasing the use of small and diverse businesses

Core Services

SCOPE OF SERVICES

Category 1 – Mentors

Mentors will:

• Provide mentorship, coaching, and support for up to three (3) Protégés.

• Meet virtually and in-person with Protégés.

• Cover subjects tailored to each Protégé’s needs.

• Goal: building Protégés’ confidence in bidding to increase opportunities to win government contracts.

• Desired outcome: for each Protégé to submit at least two (2) “LIVE” government bids.

SCOPE OF SERVICES

Category 2 – Program Administrator

The Program Administrator will:

• Oversee administrative duties of the program.

• Keep the program on track and support positive learning environment.

• Monitor reports and feedback from program participants.

• Ensure compliance on topics covered and time spent.

• Approve expenses within their authority for program.

• Collect program data on progress and feedback from Mentors and Protégés.

• Serve as liaison between Mentors, and Protégés and OMWBE.

CONTRACT AWARD STRUCTURE

Category 1 – Mentors – Multiple Regional Awards Four (4) Awards - Western

Two (2) Awards - Central Two (2) Awards - Eastern

Category 2 – Program Administrator One (1) Award - Statewide

COUNTIES IN REGIONS

WESTERN REGION

Clallam, Clark, Cowlitz, Lewis, Jefferson, Grays Harbor, Kitsap, Mason, Island, King, Pacific, Pierce, San Juan, Skagit, Skamania, Snohomish, Thurston, Wahkiakum, and

Whatcom Counties

CENTRAL REGION

Benton, Chelan, Douglas, Grant, Kittitas, Klickitat, Okanagon, and Yakima Counties

EASTERN REGION

Adams, Asotin, Columbia, Ferry, Franklin, Garfield, Lincoln, Pend Oreille, Spokane, Stevens, Walla Walla and Whitman Counties.

SHELTERED MARKET CONTRACTS

Based on prior procurement experience and business judgment, OMWBE estimates that the total value of each Contract to be awarded is less than $150,000. Accordingly, because the total Contract value (over the full term of the Contract) is estimated to be less than $150,000, OMWBE, consistent with state procurement policy, see Enterprise Services Policy No. POL-DES-090-06 – Supplier Diversity Policy, intends to award sheltered market contract(s) (“Sheltered Market Contract(s)”).

Sheltered Market Contracts are designed to increase opportunities for specified innovative and qualified firms to contract with Washington state agencies. Accordingly, firms that meet either of the following qualifications and provide the bidder certification set forth in Exhibit A-1 – Bidder’s Certification, are eligible to bid and compete for the Sheltered Market Contracts https://des.wa.gov/sites/default/files/policy-documents/POL-DES-090-06SupplierDiversity.pdf

BID EVALUATION STEPS 1-4

STEP ITEM POINTS

Bid Responsiveness 1 Bid Responsiveness Pass/Fail

Bid Evaluation

2 Non-Cost Factors Exhibit B – Performance Requirements 65

3 Cost Factors Exhibit C – Cost Proposal 35

Total: 100 State Procurement Priorities

4 Executive Order 18-03 5 Total: 105

TOP-SCORED BIDDER(S) ADVANCE TO STEP 5

BID EVALUATION STEPS 5-7

STEP 5 FOR TOP-SCORED BIDDER(S)

Presentation Evaluation

5 Demonstrations Pass/Fail

Responsible Bidder

6 Bidder Responsibility Analysis Pass/Fail

Contract Negotiations

7 Contract Negotiations N/A

CONTRACT TERMS

Contract term: 8-month term + (if funding renewed) up to 2 extensions of 12-months each

Pricing: hourly rate

Insurance: see next slide

Insurance Requirements

Commercial General Liability $1,000,000/$2,000,000

Workers’ Compensation Insurance as required by law

Employer’s Liability (Stop Gap) Insurance $1,000,000/$1,000,000

Commercial Automobile Liability Insurance $1,000,000

Professional Liability Insurance $1,000,000/$2,000,000

EXHIBITS

EXHIBIT: TO DO:

EXHIBIT A-1 – BIDDER’S CERTIFICATION COMPLETE & SUBMIT WITH BID

EXHIBIT A-2 – BIDDER’S PROFILE COMPLETE & SUBMIT WITH BID D

EXHIBIT B-1 – SCOPE OF SERVICES REVIEW CAREFULLY – DO NOT SUBMIT

EXHIBIT B-2 – PERFORMANCE REQUIREMENTS COMPLETE & SUBMIT WITH BID

EXHIBIT C – COST PROPOSAL COMPLETE & SUBMIT WITH BID

EXHIBIT D – CONTRACT REVIEW CAREFULLY – DO NOT SUBMIT

HOW TO SUBMIT A BID

1. Review all solicitation documents, exhibits, insurance requirements, and sample contract terms.

2. Provide all completed Exhibits as separate files:

• Exhibit A-1 – Bidder’s Certification

• Exhibit A-2 – Bidder’s Profile

• Exhibit B-2 – Performance Requirements

• Exhibit C – Cost Proposal

3. Submit bid before due date and time.

4. Email bid to: DESProcurementConsulting@des.wa.gov.

• Bidders are encouraged to ask questions

- helps to improve solicitation and resulting contract

• All Questions & Answers

- will be posted in WEBS so everyone gets information at same time

• Some Questions & Answers may lead to Amendments

- will be posted in WEBS

• Bidder’s responsibility to use most recent form of required exhibits

Wednesday, August 8 to Monday, September 9, 2024

QUESTION AND ANSWER PERIOD

TIMELINE AND NEXT STEPS

Question and Answer period:

Questions due on or before: Monday, September 9 Final answer document posted: Thursday, September 12

(estimated) Bid due date: Monday, September 23

Anticipated Demonstrations: Week of October 14-18

Apparent Successful Bidders Announced: Tuesday, October 22

Anticipated Contract Award: Friday, November 1

ADDITIONAL RESOURCES

• Washington Electronic Business Solution (WEBS)

• Statewide Payee Desk

• Washington APEX Accelerator (formerly PTAC)

• Washington Department of Veterans Affairs (DVA)

• Washington Department of Revenue (DOR)

• Washington Secretary of State (SOS) https://pr-webs-customer.des.wa.gov/ https://ofm.wa.gov/it-systems/statewide-vendorpayee-services https://washingtonapex.org/ https://www.dva.wa.gov/ https://dor.wa.gov/ https://www.sos.wa.gov/

DISCLAIMER

This pre-bid conference is not recorded. Bidders should only rely on written postings and amendments issued via WEBS. All other communications will be considered unofficial and non-binding on OMWBE. Should bidders rely on any other communication, they do so at their own risk and expense.

THANK YOU

DESProcurementConsulting@des.wa.gov 360-407-9341 OMWBE.wa.gov mailto:DESProcurementConsulting@des.wa.gov