RFP 6100061302 Open Air Multi-Purpose Facility in Area 15 BDISBO SDB VBE presentation.pdf

Pennsylvania Department of General Services

Pre-Bid Meeting BDISBO Presentation

RFP 6100061302 Open Air Multi- Purpose Facility in Area 15

Issuing Officer Tina Rebuck - trebuck@pa.gov

June 10, 2024 9:00 AM

What’s the Point?

Diversity Defined •Diversity is…

• everything that makes us unique,

• our cognitive skills and personality traits, and

• also the things that shape our identity (e.g.

race, age, gender, religion, sexual orientation, cultural background), etc.

Diversity is the Mix Inclusion is making the mix work. ~Andres Tapia

Equity Defined

Equity is the fair treatment, access, opportunity, and advancement for all people, while at the same time striving to identify and eliminate barriers that have prevented the full participation of small businesses.

Equity Defined

EQUALITY IS THE

END GOAL.

EQUITY IS THE

MEANS TO GET

THERE.

Inclusion Defined Inclusion is about:

• Small Businesses as prime contractors

• Primes subcontracting with SDB, VBE vendors

• Engaging with vendors representative of the community

Inclusion Defined

Diversity, Equity, and Inclusion

Diversity Having a seat at the table

Equity Entering the conversation without barriers

Inclusion Being heard and having a voice at the table

Small Diverse Business Enterprise (SDB) and Veteran Business Enterprise (VBE)

Bid References Instructions to Bidders 2023 DMVA

• Section 5 – Submission/Signing of Bids

• Section 30 – Small Diverse Business and Veteran Business Participation Information

Administrative Procedures 2023 DMVA

• No. 13 – Small Diverse Business and Veteran Business Enterprise Participation

BID DOCS TO BE RETURNED WITH BID SUBMISSION

• Construction_RFP_IFB_SDB_Participation_Form_2024.01.26.pdf

• Construction_RFP_IFB_VBE_Participation_Form_2024.01.26.pdf

A Bidder/Offeror’s failure to meet the SDB participation goal in full and the VBE participation goal in full, or their failure to receive an approved Good Faith Efforts waiver for any unmet portion of either the SDB or VBE participation goal will result in the rejection of the Bid or Proposal as nonresponsive.

Solicitation Specific Goals

Primes are welcome to exceed the goal!

• Available subcontracting opportunities across the entire state for the applicable services,

• Availability of DGS-verified SDB/VBEs to perform commercially useful functions, and

• Historical analysis of similar projects within the last 3 years.

PA - eMarketplace (state.pa.us)

` SDB VBE

.1 General Construction 10% 3% https://www.emarketplace.state.pa.us/Solicitations.aspx?SID=6100061302

SDB and VBE Classification

Small Diverse Business

(SDB)

Goal oriented

Woman Business Enterprise

(WBE)

Service-Disabled Veteran Business Enterprise (SDVBE)

Minority Business Enterprise

(MBE)

LGBT Business Enterprise

(LGBTBE)

Disability-Owned Business Enterprise (DOBE)

Veteran Business Enterprise (VBE)

Goal oriented

Veteran Business Enterprise (VBE)

Service-Disabled Veteran Business Enterprise

(SDVBE)

Vendors must self-certify as a Small Business (SB) prior to SDB/VBE validation.

SDBs and VBEs must be certified/valid as of bid close due date and time.

SB Eligibility Requirements

•The business must be a for-profit, United States business.

•The business must be independently owned.

•The business may not be dominant in its field of operation.

•The business may not employ more than 100 full-time equivalent employees.

•The business may not exceed three-year average gross revenues of $47 Million, regardless of business type.

Commonwealth Phone Directory | Department of General Services | Commonwealth of Pennsylvania https://www.dgs.pa.gov/Pages/default.aspx https://www.dgs.pa.gov/Pages/default.aspx

Finding SDB/VBE vendors

• http://www.dgs.internet.state.pa.us/suppliersearch

• Access Search Guide -https://www.dgs.pa.gov/Small%20Diverse%20Business %20Program/Documents/Finding%20SBs%20and%20S DBs.pdf

• Supplier Search assistance available from Issuing Officer or Bureau of Diversity Procurement Liaison http://www.dgs.internet.state.pa.us/suppliersearch https://www.dgs.pa.gov/Small%20Diverse%20Business%20Program/Documents/Finding%20SBs%20and%20SDBs.pdf https://www.dgs.pa.gov/Small%20Diverse%20Business%20Program/Documents/Finding%20SBs%20and%20SDBs.pdf https://www.dgs.pa.gov/Small%20Diverse%20Business%20Program/Documents/Finding%20SBs%20and%20SDBs.pdf

Quick Search

IMPORTANT: Always click Reset prior to a new search to clear parameters from previous searches http://www.dgs.internet.state.pa.us/suppliersearch http://www.dgs.internet.state.pa.us/suppliersearch

Advanced Search Select one or more classifications. To pull only SDBs, check “Select all Small Diverse Business Classifications” below.

To Include SBs, check “Small Business”.

Enter a brief code description (e.g. Door)

Browse and select one or more codes. Don’t know the codes you want?

Download the entire list in Excel.

See slide 13 to understand the UNSPSC code hierarchy.

Click arrow to expand Segment for additional codes

OR

UNSPSC Commodity Code Search

UNSPSC Commodity Code Search Write down your code selections

Advanced Search Use multiple filters to restrict your search results to exactly what and where you need.

Search Results

Certified Small Businesses

• Advanced Building Controls LLC

• Advanced Building Performance Inc

• Advanced Cleaning Solutions LLC

Small Diverse Businesses

• Advanced Building Performance Inc

• Advanced Cleaning Solutions LLC

Veteran Business Enterprise

• Advanced Cleaning Solutions LLC

Supplier Profile

SB, SDB & VBE Expiration Dates

SB, SDB & VBE Classifications

Contact Information

Search Results

Certified Small Businesses

• Advanced Building Controls LLC

• Advanced Building Performance Inc

• Advanced Cleaning Solutions LLC

Small Diverse Businesses

• Advanced Building Performance Inc

• Advanced Cleaning Solutions LLC

Veteran Business Enterprise

• Advanced Cleaning Solutions LLC

Excel Export Results – Supplier Contacts Excel Export Results includes Vendor ID, Supplier Name, Contact Name, Email, Phone, Fax

Upcoming Supplier Search Training

The training will focus on the basics of the supplier search process including recognizing the UNSPSC Codes Structure, accessing the DGS Supplier Search Database and Searching for Small, Small Diverse and Small Veteran Owned Businesses to gain a better understanding of supplier search results.

The 30-minute sessions will be offered via Teams on-line presentations on the following dates in 2024: (No RSVP Required)

Targeted Audience (External): Potential prime contractors that conduct business with the commonwealth who want to learn the basics of finding DGS certified small diverse and veteran owned businesses.

• 10AM June 5 (Wed)

• 10AM June 20 (Thu)

• 10AM July 3 (Wed)

• 10AM July 17 (Wed)

• 10AM July 31 (Wed)

• 10AM Aug 14 (Wed)

• 10AM Aug 28 (Wed)

• 10AM Sep 4 (Wed)

• 10AM Sep 18 (Wed)

• 10AM Oct 16 (Wed)

• 10AM Oct 30 (Wed)

• 10AM Nov 13 (Wed)

• 10AM Nov 27 (Wed)

• 10AM Dec 11 (Wed)

BDISBO Events Page https://www.dgs.pa.gov/Small%20Diverse%20Business%20Program/Pages/News-Media.aspx

New Forms and Processes

•SDB/VBE Instructions – SDB-1/VBE-1 READ •SDB/VBE Participation Submittal – SDB-2/VBE-2 •SDB/VBE Utilization Schedule – SDB-3/VBE-3 •Letter of Commitment – SDB 3.1/VBE-3.1 •Guidance for Good Faith Effort (GFE) Waiver –

SDB-4/VBE-4 READ

•GFE Waiver – SDB-5/VBE-5

Bid packages available in e-Builder in the Package Invitation/Bid Info in the Invitation Documents folder

Solicitation-Specific Goals

SDB Submittal – SDB-2

SDB Utilization Schedule – SDB-3

Letter of Commitment SDB-3.1

SDB to expect a letter and SIGN it!

Guidance to Document GFE SDB-4

READ, READ, READ

The ability or desire of a prime contractor to perform the work of a contract with its own organization does not relieve the Offeror of the responsibility to make Good Faith Efforts to meet the stated participation goal.

• Prime must complete all components of the GFE paperwork.

Details/Evidence are important, proof is required.

• Carefully review SDB and VBE submittal Instructions, specifically Section VI of SDB/VBE-1 which lists pertinent items as Fatal errors.

Good Faith Efforts Packet SDB-5

Good Faith Efforts (GFE) Partial or Full Waiver Identified Items of Work Applicant Made

Available to SDBs (Part 1) Identified SDBs and Record of Solicitations

(Part 2) SDB Outreach Compliance Statement (Part 3) Additional Information Regarding Rejected

SDB Quotes (Part 4) SDB Subcontractor Unavailability Certificate

(Part 5)

SDB GFE Documentation – SDB-5

Complete all five parts

GFE Waiver – Part 1

Identified Items of Work Offeror Made Available to SDBs

GFE Waiver – Part 2

Identified SDBs and Record of Solicitations

GFE Waiver – Part 3

SDB Outreach Compliance Statement

GFE Waiver – Part 4

Additional Information Regarding Rejected SDB Quotes

GFE Waiver – Part 5

SDB Subcontractor Unavailability Certificate

SDB/VBE Response Submittal

BIDS FOR THIS PROJECT WILL ONLY BE ACCEPTED ELECTRONICALLY

THROUGH WWW.PASUPPLIERPORTAL.STATE.PA.US.

Any questions with the PA Supplier Portal must go through the Help Desk at 877-435-7363.

Slide text goes here

How to Meet the Goal Submittal Forms

1. Complete SDB-2&3/VBE-2&3 by putting your company name as vendor with appropriate percentage commitment to fulfill each goal amount.

2. Complete SDB-2&3/VBE-2&3 by noting SDB vendor on SDB submittal and VBE vendor on VBE submittal with appropriate percentage commitment to fulfill each goal amount.

3. Complete SDB-2&3 /VBE-2&3 by noting same vendor on both SDB-2&3 and VBE-2&3 with highest percentage value commitment on BOTH forms.

3 Scenarios

1. Self-Perform as a DGS-verified SDB and/or VBE Prime vendor

2. Find Separate DGS-verified SDB and VBE vendors

3. Use a DGS Dually-verified SDB/VBE vendor

DGS Dually Verified SDB/VBE

Sample Scenario: Solicitation Participation Goals

SDB = 10% VBE= 3%

Estimated contract value = $1,000.00

Dually-Verified Vendor Instructions If a DGS-verified SDB is dually verified as a VBE, the firm will receive credit towards both the

SDB participation goal and the VBE participation goal as set forth on the SDB and VBE Participation Summary Sheet. This credit may exceed the participation goal percentage, as shown in the example below.

Example: The SDB participation goal is 10% and the VBE participation goal is 5%. A subcontractor is DGS-verified as both an SDB and a VBE and will perform 10% of the contract work. The prime contractor can satisfy both the SDB participation goal and the VBE participation goal through that dually verified subcontractor’s performance of 10% of the contract work, unless otherwise agreed to by the parties in writing and approved by BDISBO and the Issuing Office.

Based on this example, the percentage commitment indicated on SDB-3 for SDB work on this contract would be 10%, and the VBE percentage commitment indicated on VBE-3 on this contract would be 10% as well. These contractual commitments meet the SDB participation goal of 10% and exceed the 5% VBE participation goal for this contract.

Please note that the dually verified SDB/VBE firm only receives 10% of the contract work based on the example above.

Newly Revised

Best Practices

Do’s

• Read the solicitation and all instructions completely.

• Submit SEPARATE SDB and VBE submittal forms.

• Validate subcontractor SDB/VBE status in DGS Supplier Database.

• Ensure that all appropriate forms are completed and signed correctly.

• Submit questions early per the solicitation requirements.

Don'ts

• Make any assumptions.

• Copy SDB submittal paperwork. Download and complete the VBE submittal separately, titles and accuracy matter.

• Skip any portion of the GFE request documentation.

• No SDB/VBE submittal packets due for zero goal bids/discipline.

REMINDER

SEPARATE SDB/VBE

SUBMITTALS WITH

EACH DISCIPLINE

AND BASE BID!

REMINDER

Failure to submit fully completed SDB and VBE submittal packets or GFE waiver request documentation will result in removal of your bid for award consideration

Questions?

BDISBO Contact Info

Bureau of Diversity, Inclusion and Small Business Opportunities

North Office Building 401 North Street, Room 611 Harrisburg, PA 17120-0500

717.783.3119 GS-BDISBO@pa.gov

mailto:GS-BDISBO@pa.gov