RFP_Response.pdf

CEI of America, LLC

VENDOR QUALIFICATIONS AND EXPERIENCE

Company Profile and References

CEI of America, Inc. (CEI) was founded for the purpose of providing training to individuals in the construction industry. CEI provides training in construction business skills, construction cost estimating, and construction management to private construction companies and governmental agencies of all sizes. A few governmental agencies for which CEI has provided training include the U.S. Air Force, the U.S. Army Corps of Engineers, the Florida Department of Financial Services, the New York City Department of Design and Construction, the U.S. Bureau of Reclamation, and many more.

CEI currently provides DBE Supportive Services for six states - Florida, Georgia, Indiana, Kentucky, Massachusetts, Ohio, Arkansas, and West Virginia. CEI provides DBE supportive services through the FHWA-funded program in each state. In addition, CEI provides training and bonding support to small and disadvantaged business enterprises through Florida’s state-funded Construction Management Development Program/Bond Guarantee Program.

The services currently provided by CEI as part of the DBE Supportive Services Programs it provides include:

• Recruitment of new DBEs

• New DBE orientations

• DBE needs assessments

• Online and live training for DBEs

• One-on-one technical assistance

• Bid matching assistance.

• Matchmaking and networking sessions

• Development and management of a DBE Entrepreneurial Development Institute (EDI)

• Development of capability statements for DBEs

• Bonding and financing assistance

• DBE certification assistance

• Assistance finding work opportunities.

• DBE website development

• Assistance with estimating and bid development.

• Assistance with business plan development

• Business Development Program administration

Detailed information on five of CEI’s DBE Supportive Services programs contracts along with dates and references for those contracts is provided on the following pages. CEI self-performed all work for these contracts; no work was subcontracted.

Contract 1 – Florida Construction Management Development Program and Bond Guarantee Program

Contract Dates: July 1, 2013, to present.

Contact: Celicia Bell, (850) 414-4744, celicia.bell@dot.state.fl.us

The Construction Management Development Program/Bond Guarantee Program (CMDP/BGP) is a training program designed to raise the level of professionalism, proficiency, and competitiveness of Small and Disadvantaged Business Enterprises (S/DBEs) in Florida. The program provides training and technical assistance intended to enhance, improve, and develop the requisite construction management skills needed to provide for the maximum participation of S/DBEs in the procurement of Florida’s Department of Transportation (FDOT) construction and maintenance transportation contracts. The Bond Guarantee Program provides bonding assistance to eligible DBE contractors with an opportunity to participate in transportation construction projects.

CEI was awarded the contract to develop and deliver the CMDP/BGP for the Florida Department of Transportation in July 2013 and has continuously renewed the contract every year since. To fulfill the training portion of the contract, CEI has developed a series of training modules that are delivered to DBEs through both live classroom training and online courses.

The live training sessions typically last four days and accommodate between ten and twenty-five S/DBEs. The training modules include:

• Project Planning Methods for Identifying Manpower, Equipment, and Financial Needs

• Project Scheduling

• Quantity Takeoffs

• Cost Estimating

• Basic Construction Accounting

• Bidding and Bonding Requirements

• State and Federal Tax Requirements

• Strategies for Obtaining Loans and Bonding

• Setting Up a Jobsite

• Controlling Cash Flow

• Reading Plans and Specifications

• Procedures for Billings and Payments

• Bid Preparation Methods

Since July 2013, over 1,200 students have completed training through the Construction Management Development Program. The majority of those students (more than 900) attended the live training sessions, with the remainder completing the training online. In the past 12 months, DBEs and SBEs participating in the program were able to obtain over five million dollars of bonding on projects ranging from $50,000 to $1.1 million.

Contract 2 – Florida DBE Supportive Services Program

Contract Dates: July 1, 2014, to present.

mailto:celicia.bell@dot.state.fl.us

Contact: Victoria Smith, (850) 414-4746, victoria.smith@dot.state.fl.us

In May 2014 CEI was awarded the contract to provide the FHWA-funded Disadvantaged Business Enterprises (DBE) Supportive Services Program for the Florida Department of Transportation. CEI began providing supportive services to Florida DBEs in July 2014 and has continued providing those services through multiple contract renewals to the present date.

As the FDOT DBE Supportive Services provider, CEI provides certification assistance, DBE outreach and recruiting, bid matching assistance, training, and technical assistance, as well as capacity building and developmental assistance through the Business Development Program (BDP). The specific services provided include:

• New DBE Orientations

• DBE Needs assessments

• One-on-one technical assistance

• Bid matching assistance.

• DBE outreach

• Monthly DBE newsletter

• Matchmaking and networking sessions

• Development of capability statements for DBEs

• Bonding and financing assistance

• DBE certification assistance

• Assistance finding work opportunities.

• DBE website development

• Assistance with estimating and bid development.

• Assistance with business plan development

• Business Development Program implementation and administration

The Business Development Program is a major component of the Florida DBE Supportive Services Program. There are currently 15 DBEs participating at varying stages in the Business Development Program. There have been 25 graduates from the program in the contract year.

July 2021 to June 2022, and there 4 graduates already in contract years from July 2023 to June 2024.

An important component of the Florida DBE Supportive Services Program is the bid matching program for DBEs. CEI analyzes all FDOT projects with approaching bid dates and breaks them down by type of work (concrete work, fencing, landscaping, etc.). CEI then compiles reports on bid opportunities by work type. Each report lists all upcoming bid opportunities for each type of work and includes a link to the bid opportunity and all project plan holders. These reports are emailed to DBEs so that they can bid on opportunities in their field of work.

Contract 3 – Kentucky DBE Supportive Services Program

Contract Dates: February 16, 2015, to present Contact: Tony Youssefi, 502-782-4817, tony.youssefi@ky.gov

CEI was awarded the contract to provide the DBE Supportive Services Program for the Kentucky mailto:victoria.smith@dot.state.fl.us mailto:tony.youssefi@ky.gov

Transportation Cabinet in April 2015. CEI is the sole provider of the program in Kentucky. The services provided are similar to the services provided in Florida with the addition of an Virtual trainings.

CEI provides services to DBEs in Kentucky through live workshops, virtual workshops, and its home office in Florida. Kentucky DBEs are provided needs assessments, training classes and individual technical support, new DBE orientations, an automated bid matching program, marketing assistance, website development assistance, matchmaking and networking assistance, bonding and financing assistance, and a Business Development Program. As in Florida, CEI helps Kentucky DBEs to develop capability statements and post them to the Supportive Services website where they are accessible to prime contractors.

In addition to training classes held Virtually CEI has presented numerous training sessions in other cities in Kentucky, to reach DBEs in all parts of the state. CEI has held classes in northern, central, and southern Kentucky cities. CEI also organized a DBE forum for KYTC which had over 400 registered attendees and over 50 exhibitors, including DBEs, government agencies, prime contractors, local nonprofit groups, and financial institutions. The event brought DBEs from neighboring states as well. CEI kicked off the 1,000 Bridge Project from Covington. This program is related to the rebuilding of 1,000 bridges in Kentucky. The bridge projects are bundled together as they are small local two-lane bridges and then put out for bid. The kickoff was to inform DBEs of the upcoming available work on those projects.

Through the DBE Supportive Services Program in Kentucky, CEI provides a prime-DBE matchmaker program, which is called Partner Up. The program has three stages. The first stage is Ground Up and participant DBEs in this stage learn the basics of the program and requirements. The second stage is the Build Up stage, where a CEI advisor works with the program participant to assist him or her with developing the skills required to team up with a prime contractor. In this stage, the DBE attends group workshops and receives individual one-on-one assistance. The final stage is the Partner Up stage where the DBE is partnered with a prime contractor that has a need the DBE can fulfill as a subcontractor.

Contract 4 – Georgia DBE Supportive Services Program

Contract Dates: May 21, 2016, to present.

Contact: Kimberly King, (404) 631-1972, kiking@dot.ga.gov

CEI was awarded the contract to be the provider of the Georgia Department of Transportation’s DBE Supportive Services Program in May 2016. The services provided by the program are intended to contribute to the long-term development of DBEs and assist DBEs to grow and become self-sufficient and achieve proficiency in competing for transportation-related contracts and sub-contracts in the State of Georgia. The specific services provided include:

• DBE Needs assessments

• Technical assistance and training

• New DBE orientations

• Collaborating with other organizations to disseminate information on additional resources available to DBEs.

• Bid matching assistance.

• DBE outreach

• Monthly DBE newsletter

• Matchmaking and networking sessions

• Development of capability statements for DBEs

• Bonding and financing assistance

• DBE certification assistance

• Assistance finding work opportunities.

• DBE website development

• Assistance with prequalification and overhead audit process

• Assistance with business plan development

• Business Development Program implementation and administration

CEI assists Georgia DBEs who participate in the Business Development Program with the development of their business plans and assists all DBEs with the development of capability statements. CEI hosts a web page where it posts DBE capability statements so primes can search for DBE subcontractors. In this last year of the contract, CEI will have developed business plans for 30 DBEs and graduated them out of the BDP program.

CEI organizes and presents an annual DBE and SBE Forum in Georgia. In an exciting and new development, CEI recently held the 6th annual DBE and SBE Forum as a virtual event in October 2023. The event consisted of workshops, panel discussions, open networking events, as well as presentations from a main stage. Over 250 DBEs attended the event, and 27 exhibitors (government agencies, prime contractors, and service providers) had virtual booths/meeting rooms at the event.

mailto:kiking@dot.ga.gov

Contract 5 – Indiana DBE Supportive Services Program

Contract Start Date: February 2018 to present.

Contact: Derrick Casson, (317) 605-8433, dcasson@indot.in.gov

CEI was awarded the contract to provide a DBE Supportive Services Program for the Indiana Department of Transportation in October 2017. CEI is the sole provider of the program in Indiana. Services to Indiana DBEs are delivered through two distinct programs. The first is a recruitment and training program designed to recruit new DBEs and to provide training to underperforming DBEs in the areas of business marketing and management. The second is an educational business development program designed to build the capacity of DBEs to bid and perform highway, roadway, and bridge construction work.

The recruitment and training program in Indiana focuses on creating a more diverse group of certified DBE firms that may compete for work on INDOT contracts, with an emphasis on highway construction. CEI offers a series of three workshops to DBEs, one of which is designed to educate non-certified potential DBE firms on the benefits of certification and the certification process. The other two workshops are directed towards currently certified but underperforming DBEs and focus on basic business management and strategy.

The workshops include training and assistance with marketing strategy, including assistance with the development of capability statements. CEI works with workshop attendees on the following items that help DBEs make a favorable impression when bidding on work.

• Familiarizing yourself with the agency you are targeting,

• Being prepared to deliver a concise “elevator speech” (a 30-second description of your expertise),

• Presenting a business card that displays your CAGE, NAICS, and NIGP codes, and

• Having a “Capabilities Statement.”

The educational business development program for Indiana DBEs is a ten-day training program designed by CEI which is presented to DBEs during the winter months. The program has moved to an online delivery and is offered three times a year, two sessions have been held and there were 18 graduates. The last session for the contract year is currently underway.

mailto:dcasson@indot.in.gov

Staffing Plan and Resumes

If awarded the contract, CEI will assign eight staff members to work on the ODOT DBE Supportive Services Program, including a project manager, a project administrator, three DBE advisors, a marketing and IT specialist, a graphic designer, and an administrative assistant. All eight individuals currently work with DBE Supportive Services Programs for various states and will have their schedules adjusted to allocate the necessary time to the ODOT DBE Supportive Services Program. The proposed organizational chart for the contract is detailed below. A brief description of the background of each team member follows, along with resumes for all of the individuals.

Administrative Assistant

CEI of America, Inc.

Sarasota, FL

Lyn Condon

Graphic Designer

CEI of America, Inc.

Sarasota, FL

Edith Moczarska

Marketing and IT Specialist

CEI of America, Inc.

Melissa Stringfellow

Project Administrator

CEI of America, Inc.

Sarasota, FL

Michelle Stauffer

DBE Advisors

CEI of America, Inc.

Mark DeGraw Joseph Mallozzi

Salvatore Santana

Project Manager

CEI of America, Inc.

Bill Britt

The Team core, Bill Britt, and Michelle Stauffer, have in depth knowledge of all of the program components so at no time is there not a team member available to assist execute the program. The DBE Advisors Sal Santana, Mark DeGraw, Joe Mallozzi and Kasey Malone bring a variety of skills and experience such as, having been a prime contractor on road projects throughout the Northeast, developing and working extensively with hub zone, minority business development both in the western half of the US, assisting with bid writing and submittals, as well as the ability to develop curriculum as needed to match the needs of the DBE at that time. Bill Britt has been able to enhance the program and elevate it to the DBEs needs in today’s current working environment. Bill brings years of construction and Banking to the program as it is apparent that our DBEs are good with their craft but can always use assistance in back office and finance. Bill has done an excellent job of sharing that information with his team and the DBEs. Our back-office staff is where Michelle Stauffer has helped to streamline reporting for accuracy and delivery. Her attention to detail has help to capture all the information the state needs to verify the program is delivering what they want. Some of CEI’s unique abilities with respect to the DBE Supportive Services Program’s requested scope of services include:

• CEI’s instructors, field staff and management staff are very familiar with the construction industry. Most of them were a part of the industry. The ability to understand the daily struggles of small construction business owners gives CEI’s staff unique insights to finding solutions to the problems DBEs face.

• Bid matching software designed by CEI is being used to help DBEs bid projects in Florida. DBEs receive work opportunity reports informing them of upcoming opportunities in their area of specialization.

• CEI’s staff includes former contractors and DBE compliance specialists previously employed by prime contractors and governmental agencies working in the highway industry.

• CEI has a complete support staff as well as a marketing department to help DBEs improve their marketing, including the development of DBE capability statements and websites.

Project Manager William Britt

William Britt is the Director of government programs. Bill manages Construction Estimating Institute’s Disadvantaged Business Enterprises (DBE) Supportive Services Programs. Supervise program staff, ensure program objectives are being met, develop, and maintain relationships with community, government, and business partners, manage program budgets, and provide direct assistance to DBEs. Instruct classes on business management for DBEs and SBEs (Small Business Enterprises), assist DBEs with bonding and educate potential DBEs about the DBE certification process and its benefits. He assists DBEs with the development and implementation of effective business plans to grow and sustain their businesses. Mr. Britt’s construction knowledge is very broad-based, from working with stakeholders on large construction developments to individual clients on smaller projects. Mr. Britt combines experience in the construction industry with knowledge of business and finance. Having worked in both the construction and banking industries, Mr. Britt brings the financial understanding necessary to run a successful business and applies it to the needs of DBEs. Mr.

Britt holds a Bachelor of Science in Business Administration and is a professionally certified trainer, business coach, and speaker.

Project Administrator

Michelle Stauffer holds a bachelor’s degree in education/ human development and has over ten years of experience providing administrative support, customer service, and marketing support to business firms. Ms. Stauffer currently serves as the Program Administrator manager for CEI’s DBE programs.

Ms. Stauffer schedules and sends all outgoing email correspondence for DBE functions and training. She receives DBE requests for assistance and routes the requests to the appropriate staff member. Ms. Stauffer oversees the posting of the programs’ bid matching reports in connection with each DOT letting, serves as the facilitator of CEI’s DBE Forums, and assists with the development of the DBE webinar schedule.

Although she works with a very large number of DBEs, Ms. Stauffer is always able to remember each DBE firm when they contact her for assistance. Stauffer’s’ ability to recall prior conversations and remember specific issues discussed with DBEs is a tremendous asset. DBEs know when they call that she will work to deliver the assistance they need and that their concerns will be addressed in a timely fashion.

DBE Advisors

Three CEI staff members will be assigned to work as DBE Advisors for the ODOT DBE Supportive Services Program. These are the individuals who provide direct assistance to DBEs.

Mark DeGraw, Trainer/Business Development Programs Manager

Mark DeGraw is the DBE Business Development Programs manager for CEI. Mark was the owner/operator of a small construction company for sixteen years. He is familiar with all aspects of running a construction company, from back-office work to fieldwork. Mark is proficient with QuickBooks and has been assisting DBEs needing help with setting up and maintaining their financial records in QuickBooks.

Mark is also a decorated veteran, having received both the Bronze Star and Purple Heart. Mark served two combat tours with the U.S. Marine Corps. As a Sergeant with the Marine Corps, he managed over 120 civilian Department of Defense contractors. Mark is a resourceful leader with an enthusiastic ability to work with others and a sincere desire to help DBEs and SBEs succeed.

Joseph Mallozzi, Trainer

Joe Mallozzi works as a trainer for CEI’s DBE supportive services division. His knowledge of the construction industry, especially road and bridge construction, is extensive. Joe’s projects have taken him from one end of the eastern seaboard to the other. He has over 35 years of experience in the construction industry, twenty of those years as owner and operator of his firm. Joe has completed many Departments of Transportation Road and Bridge projects in the past and understands the complexities of this type of work.

Salvatore Santana, Trainer

Sal Santana is a trainer with years of experience in construction management. Sal worked as a project manager at Builders First Source in Groveland, Florida, where he oversaw new home construction at several sites, managing budgets, forecasts, P&L, and a crew of 30, and ensuring that all project deadlines were met on time and within budget. Sal also worked for over eighteen years as a maintenance mechanic manager at the Tobyhanna Army Depot in Tobyhanna, Pennsylvania.

He is fluent in Spanish and conversational in French and can provide assistance and instruction in those languages to DBEs and SBEs who are not fluent in English.

Marketing and IT Specialist Melissa Stringfellow is employed as CEI’s marketing and digital specialist. Ms. Stringfellow has over 10 years of experience in marketing design, website development, and database management. He is proficient in a variety of graphic design software, including Adobe InDesign, and is skilled in writing code in HTML5 and CSS3, among others. Ms. Stringfellow is also proficient in MS Office applications and online database management systems. Ms. Stringfellow maintains CEI’s DBE websites and databases and manages CEI’s digital campaigns, including its social media campaigns.

In addition to maintaining CEI’s DBE programs’ websites and databases, Ms. Stringfellow assists DBEs with the development of marketing materials for their firms. Ms. Stringfellow’s design projects for DBEs include websites, flyers, capability statements, and other marketing materials.

Ms. Stringfellow also provides training sessions and individual assistance to DBEs in the area of marketing.

Graphic Designer Edith Moczarska

Edith Moczarska received her Bachelor of Design in 2004, and soon after began her first full-time job as a graphic designer in the national marketing department of one of Canada’s largest banks, CIBC. Over the next five years, she produced a wide range of top-quality graphic design and marketing services for a nationwide group of financial investment advisors. In her last two years with CIBC, she held the role of Assistant Creative Manager and supervised and guided the work of junior designers. Ms. Moczarska received two “Aspire Higher” awards for commitment, motivation, and persistence in meeting and achieving goals.

Ms. Moczarska left her role with CIBC in 2009 and moved from Canada to the US. She worked as a freelance graphic designer for a few years in the Greater New York City Area and eventually accepted a Creative Director position with a marketing and public relations agency in New Jersey. In her role with that agency, her main responsibilities included serving as a liaison between the client and the production team, spearheading creative direction on all projects, overseeing and art directing the production team, as well as overall project management. Ms.

Moczarska has worked with many prestigious clients and recognized brands, delivering a wide range of marketing materials in print and digital formats. She joined CEI in 2019 and currently designs capability statements and additional marketing materials for DBEs.

Administrative Assistant Lyn Condon Lyn Condon has years of experience in administrative management, is oriented, and is proficient in a wide variety of computer applications, including Windows, MS Office (Excel, Word, PowerPoint, Access, Project), data management, database design, and administration, list management, project management, and website operations. Mrs. Condon possesses excellent written and verbal communication skills. She assists with the design and maintenance of CEI’s DBE databases and with CEI’s automated bid matching program, as well as routing incoming calls from DBEs. Lyn oversees the registration for online, virtual, and live courses as well as the attendance tracking and certificate administration.

Chart of Employee Roles and Responsibilities

Name Role Responsibilities Percent of Time on Project

Bill Britt Project Manager Project oversight, including quality control, staff supervision, development, and monitoring of project work plan.

and schedule, ODOT point of contact

Salvatore Santana

DBE Advisor Business development assistance, creation of business plans, and technical assistance plans for DBEs

Joseph Mallozzi DBE Advisor Technical assistance and training 40

Mark DeGraw DBE Advisor Technical and business development assistance 40

Michelle Stauffer

Project Administrator

Route DBE assistance requests, coordinate DBE notifications of available assistance (email and phone communications) and assist with reporting.

of services back to ODOT

Melissa Stringfellow

Marketing & IT Specialist

DBE marketing assistance, program website development and maintenance 15

Edith Moczarska

Graphic Designer Creation of marketing materials for DBEs 20

Lyn Condon

Administrative Assistant

Answer DBE phone calls and maintain.

database of services provided to DBEs, general administrative assistance

CEI of America LLC

SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES

Implementation of Scope of Work

In response to the Ohio Department of Transportation’s request for proposals to provide DBE consulting supportive services, CEI of America, Inc. (CEI) proposes to provide the services detailed below. The proposed services constitute a comprehensive DBE Supportive Services Program designed to assist DBE firms with growing their companies so that they can secure and successfully complete work on ODOT contracts and subcontracts. The program will provide DBE companies with individualized, targeted training and consulting assistance. The type of assistance to be provided to each DBE company will be determined by a capability assessment completed by that company.

Capability Assessment/Needs Assessment

CEI will begin by developing a capability assessment/needs assessment to administer to Ohio DBEs. This assessment will be used to help CEI assess the current capabilities of the responding DBE firms and determine what assistance each firm will need to help it grow and compete successfully for contracts and subcontracts. CEI has developed similar assessments for DBE Supportive Services Programs in other states.

The capability assessment will be brief, automated, and easily accessed through a web browser, to encourage participation by many DBEs. All Ohio DBEs will be sent an email with a link to the capability assessment during the first month of the contract and will be asked to please complete the assessment online. DBEs will also have the option of completing the assessment offline and emailing it to CEI.

Once the initial capability assessment is received, CEI will make an appointment to follow up with each DBE via a phone call or web chat. This follow-up meeting will be used to help CEI better understand the DBE’s capabilities and determine what type of assistance will help the firm grow. As no two DBEs are the same, the assistance needed will vary by firm. Some firms will need business or technical training, some will need bonding or financing assistance, some will need assistance developing business plans and marketing plans, and some will need assistance finding and bidding on work opportunities. CEI will develop an individual action plan for each DBE based on the capability assessment. As part of the action plan, CEI will provide training and consultation to the DBE in the areas needed.

Training

CEI will recommend the DBE complete targeted training in the areas indicated by the capability assessment. CEI currently offers multiple types of training to DBEs, including live group classes, live webinars, and self-paced online courses. Live group training will be offered to groups of five to twenty-five DBEs attending class together. On topics such as estimating, scheduling, cash flow management, bonding, Davis-Bacon compliance, business management, and marketing.

CEI will also use webinars. Webinars allow for live interaction between DBE participants and the instructor, as well as interaction among DBE participants.

Training will also be offered via asynchronous online courses, for DBEs who find it hard to fit live classes or webinars into their schedules. Asynchronous online courses are completely self-paced and can be completed at any time of the day or night. The same material covered in the live group classes and webinars is covered in the online training courses. DBEs who cannot or do not wish to attend live classes will be assigned to online courses based on the results of their capability assessments. CEI can track DBEs' progress in completing their online courses and contact those who appear to need assistance. CEI currently has the following live as well as online courses available:

1. Marketing a Construction Business

This module teaches techniques for effectively marketing a small construction company, including:

a. Developing a marketing plan

b. Writing and designing Capability Statements

c. Developing an elevator speech

d. Networking

e. Website development and building an online presence.

2. Accounting and Bookkeeping This module teaches techniques for basic accounting and bookkeeping. Items covered include:

a. Payroll

b. Accounts Receivable and Accounts Payable3

c. Basic Financial Statements and Reporting

d. Basic accounting management tips and techniques.

3. Business Management This module teaches techniques for efficiently managing a small construction company, including bonding and finance strategies. Items covered include:

a. Business plan development

b. Growth and cash flow

c. Finding a lender and understanding credit lines vs. term loans

d. Bid bonds, payment bonds, and performance bonds.

4. Basic Estimating and Construction Math This module covers effective takeoff techniques and verification of unit quantities. Instruction includes example exercises. Methods presented include:

a. Using stationing as a takeoff tool

b. Understanding basic takeoff math

c. Linear and slope conversions

d. Takeoff (item category) identification

5. Determining Labor Costs This module teaches how to properly estimate labor time and cost. Items covered include:

a. Labor cost calculations

b. Productivity analysis

c. Wage multipliers

d. Federal prevailing wages (Davis Bacon)

6. Determining Material and Equipment Costs This module teaches how to properly estimate material and equipment costs. Items covered include:

a. Estimating cost of material, labor, and equipment

b. Converting takeoffs to unit costs

c. Company overhead costing, markups, and profit calculations

d. Profit calculations.

7. Contract Administration

This module teaches proper contract administration procedures for DOT projects. Items covered include:

a. Davis Bacon and EOO compliance

b. Change order procedures.

c. Billing and payments procedures

d. Partial payments and retainage

8. Identifying Bidding Opportunities and Submitting Bids This module teaches the steps necessary to a successful bidding process. Included are:

a. DOT bidding process, identifying bidding opportunities.

b. Ordering bid documents, bid organization.

c. Preparing for bid day

d. Pitfalls to watch for in the bidding process.

9. Project Scheduling

This module teaches proper techniques for project schedule creation. Participants complete a construction schedule derived from a unit cost estimate. Items covered include:

a. Planning and developing the project schedule.

b. Bar charts

c. Critical path method

d. Understanding two and three-week look ahead

Consulting and Business Development Services

Technical Consultation

CEI’s advisors will work one-on-one with individual DBEs, providing support in technical areas where DBEs need assistance. This may include assistance with estimating and bidding, job costing, submitting bids, negotiating with primes and subs, reviewing blueprints and specifications, and negotiating change orders. Professional services firms will be offered assistance in how to bid on letters of interest.

Business Development

CEI’s advisors will also work individually with DBEs to help them improve their business management and financial skills. Advisors will work with DBEs to improve their financial planning and record-keeping. For those DBEs needing assistance with business planning, an advisor will work one-on-one with each DBE to develop long-term and short-term business plans for their firm, as well as a marketing plan. Any DBEs needing assistance in the area of business development and finance will be encouraged to complete the live or online courses on accounting, bookkeeping, and business management. In the past year alone CEI has assisted 24 DBEs with developing their Business Plan and in the last 3 years they have assisted over 75 DBEs.

Marketing Assistance

CEI will assist DBEs with the creation of marketing materials for their firms, including websites, company logos, brochures, signs, banners, etc. CEI’s graphic designer will work with DBE firms to develop these materials. CEI will encourage all DBEs to develop a one-page capability statement to be used to promote their company to prime contractors. CEI’s graphic designer and IT specialist will work one-on-one with each DBE to design a one-page color capability statement. CEI will provide each DBE with an electronic file of their capability statement that they can email to prime contractors and can have printed to use at marketing events. CEI will also post the capability statements to the DBE Supportive Services website. Prime contractors seeking DBEs to perform work will be able to search the database and view DBE capability statements online. An example of an online DBE capability statement database that CEI has developed can be viewed at https://ohiodbesupport.com/capability-statements

Bonding and Financial Assistance

CEI’s DBE advisors will work one-on-one with DBEs to help them obtain bonding and financing as needed. CEI works closely with sureties and their agents to secure the best bonding rate available for each DBE. When a DBE has difficulty qualifying for bonding, CEI finds a surety who is willing to work a little harder to secure a bond for that DBE. CEI has developed working relationships with multiple sureties and agents, including agents who will write bonds in https://ohiodbesupport.com/capability-statements multiple states.

One difficulty for which CEI has found a solution is that often when a DBE asks for bonding assistance it is too late. The DBE has already been awarded a contract and needs the bond immediately. Either the DBE will not be able to receive the bond in time or will not qualify for a large enough bond to secure the contract. To avoid this problem, CEI will work with DBEs to secure letters of bondability in advance of being awarded a contract. These letters specify that the DBE is prequalified to obtain bonding up to a certain limit. With a letter of bondability, the DBE knows in advance of bidding a job what amount of bonding he/she will be able to obtain.

Furthermore, the DBE can provide the letter of bondability to the prime contractor, thus assuring the prime contractor that the DBE will be able to obtain bonding in the required amount.

“Meet the Primes” Event

CEI has been promoting events that allow DBEs, prime contractors, and representatives of local, state, and federal agencies to come together once a year. The events are designed to allow DBEs access to primes and government agencies in a relaxed learning environment. This type of event is designed to open lines of communication as well as awareness of services, projects, policies, and available training. At these events DBEs are also able to meet other DBEs, possibly opening the ability to partner and bid as a joint venture on a project. CEI will organize an annual event of this type for Ohio DBEs and prime contractors.

Program Website

CEI has developed a program website to provide information on available services for DBEs and links to helpful resources. DBEs will be able to complete the capability assessment on the website and register for self-paced online courses and live presentations on the website.

https://ohiodbesupport.com

Remote/Virtual Provision of Services

When Covid presented itself CEI saw the need to develop capabilities for delivering assistance virtually as needed. CEI still utilizes five different virtual delivery platforms to provide services to DBEs remotely. The first platform is designed to handle very large events with multiple smaller breakout sessions occurring simultaneously. It allows for one-on-one networking as well as workshops and large panel discussions, like what would be found at a large, in-person conference. This platform can handle over ten thousand attendees at a time and delivers a seamless, professional, and user-friendly experience to participants.

CEI’s second virtual platform is designed to handle groups of up to 250 attendees. This platform is best designed to present small training classes and informational seminars, from short 30-minute sessions to sessions of several hours. The platform is user-friendly and can be used on multiple devices, including computers, cell phones, and tablets. Although most platforms can https://ohiodbesupport.com/ be used by multiple devices, CEI has found that for many of these platforms, the functionality does change according to the device. This platform is so user-friendly that no issues arise with any device, which encourages participation.

The third platform is designed for smaller groups and more casual meetings, with open discussions to work through issues, problems, and processes or to discuss schedules and the like. This platform is designed as a fireside chat environment.

The fourth platform is a very public tool and one that most people have used. It is limited in what it can do but it is an alternative when dealing with any clients that might be computer challenged.

The fifth and last platform is a conference bridge that is completely audio-based, with no video involved. This platform is excellent for small groups or one-on-one discussions, or for participants who are on the road driving. As many of the individuals we assist are working owners, it is unreasonable to expect them to always be in front of a computer, and doing so just puts another barrier in their way. For many of the firms we assist, this is a more acceptable form of communication.

CEI has delivered DBE supportive services primarily via these platforms for the last two years.

CEI intends to use a combination of both in-person and virtual delivery of services. Each type of delivery has advantages, and CEI believes it can best assist DBEs through a combination of virtual and in-person delivery methods.

Live/In-Person Provision of Services CEI will offer two live half-day classes or outreach events for DBEs beginning the third month of the contract and continuing every month for the duration of the contract. The classes will be held in two major cities in Ohio each month and will be promoted to DBEs throughout the state. The classes and events will be led by one of CEI’s DBE advisors.

The DBE advisor conducting the live class or event will be available to meet one-on-one with DBEs after the class or event. The advisor will also be available to meet with ODOT staff in the area before or after the class or event.

DBE Supportive Services Flow Chart

The following chart summarizes the flow of services to DBEs.

ODOT awards contract

CEI develops program website and contacts DBEs to inform them of available services

DBEs complete capability assessments online or via email

CEI Advisor follows up with phone call or video conference with individual DBEs

Action plans developed for DBEs based on capability assessments

DBEs enrolled in live and online training classes

CEI Advisors work One-on-One with DBEs

Technical Assistance Business Development Assistance Bonding & Financing Assistance Marketing Assistance

CEI Marketing team develops capability statements for DBEs

DBE Capability

Statements posted to the website

CEI assists DBEs with how to network with prime contractors

Statewide DBE Forum/Meet the Primes

Event

DBEs successfully bid and complete more ODOT contracts and subcontracts!

Timeline

This timeline assumes a contract duration of twelve months, with a start date of January 1, 2025.

If the start date is sooner or later, the timeline will be revised to match the actual contract start date.

Jan 2025 Continue and maintain a website for DBEs to inform DBEs of program services, and training.

information and contact information. Email all DBEs with an introduction including a capability assessment and list of services.

Feb 2025 Review capability assessments to determine the areas of training and assistance needed. List in order of largest demand as well as largest impact for DBEs. Start developing any new training classes (i.e., How to Bid on ODOT Projects). Contact all DBEs to begin developing capability statements for them to use to market their businesses.

March 2025 Start outreach and hold the first virtual outreach event as this will acquire the most registrants/attendees and will allow us to gain interest across the state.

This will be followed up by live outreach across the state. Continue creating DBE capability statements. Begin posting capability statements to the website. Begin offering one-on-one assistance to DBEs.

April 2025 Hold virtual and live classes for DBEs. Continue creating DBE capability statements. Continue posting capability statements to the website.

Continue offering one-on-one assistance to DBEs.

May 2025 Continue training classes and establish a set schedule for weekly virtual and/or live outreach events. Continue creating DBE capability statements.

Continue posting capability statements to the website. Continue offering one-on-one assistance to DBEs.

June 2025 Continue training classes and outreach events. Continue creating DBE capability statements. Continue posting capability statements to the website. Continue offering one-on-one assistance to DBEs.

July 2025 Continue training classes and outreach events. Continue creating DBE capability statements. Continue posting capability statements to the website. Continue offering one-on-one assistance to DBEs.

August 2025 Begin planning for a DBE Forum/” Meet the Primes” event. Continue training classes and outreach events. Continue creating DBE capability statements. Continue posting capability statements to the website.

Continue offering one-on-one assistance to DBEs.

September 2025 Begin marketing the DBE Forum/” Meet the Primes” event to DBEs, prime contractors, and government agencies. Continue training classes and outreach events. Continue creating DBE capability statements. Continue posting capability statements to the website. Continue offering one-on-one assistance to DBEs.

October 2025 Hold the DBE Forum/” Meet the Primes” event this month or in November.

Continue training classes and outreach events. Continue creating DBE capability statements. Continue posting capability statements to the website. Continue offering one-on-one assistance to DBEs.

November 2025 Hold the DBE Forum/” Meet the Primes” event this month if not held in October. Continue training classes and outreach events. Continue creating DBE capability statements. Continue posting capability statements to the website. Continue offering one-on-one assistance to DBEs

December 2025 Continue training classes and outreach events. Continue creating DBE capability statements. Continue posting capability statements to the website. Continue offering one-on-one assistance to DBEs. Look forward to a happy and productive 2025!

Reporting of Services to ODOT

CEI will document all services provided to DBEs. CEI has developed online databases to record DBE services provided for other states and will develop a similar database for the Ohio DBE Supportive Services Program. The database will be online so that CEI staff can access it remotely when working outside of the office. The database will allow staff to record services provided to each DBE, including the name of the DBE and the time and date of service delivery.

The project manager and project administrator will utilize the database to compile reports for

ODOT.

CEI will provide ODOT with a monthly activity report with a narrative describing the services offered and provided that month, including the names of DBEs receiving services. CEI will also provide ODOT with a matrix detailing the number of DBEs provided with each type of service that month. A sample matrix is included with this proposal. CEI will assist with the development of any additional reports requested by ODOT, including an annual report if requested. CEI will provide these reports electronically to ODOT and will also submit a paper copy if requested. All program documents and records will be available to ODOT upon request.

Attached on the next two pages is a sample of CEI reporting capabilities. CEI has a matrix that can be designed to meet the requirements required by the state. They currently use a matrix for some reporting that consists of 25 pages.

OHIO DOT – 2025 MONTHLY ACTIVITY PLAN & REPORT

Outcomes

(Number of …)

Results

Jan 25 Feb 25 Mar 25 Apr 25 May 25 June25 July 25 Aug 25 Sept 25 Oct 25 Nov 25 Dec 25

Capability assessments completed

List Activities:

Website development and analytics -number of visitors

List Activities:

Capability statements & miscellaneous design services provided

Emailed Capability Statement Workbook, Designed and posted to the following DBE’s Emailed Capability Statement Workbook:

Design / Redesign:

Waiting for Content / Response:

Waiting for Approval & Reminders Sent:

Posted:

Websites and Miscellaneous Design Services:

Websites in Progress Websites Completed Miscellaneous Services

OHIO DOT – 2025 MONTHLY ACTIVITY PLAN & REPORT

Outcomes

(Number of …)

Results

Jan 25 Feb 25 Mar 25 Apr 25 May 25 June25 July 25 Aug 25 Sept 25 Oct 25 Nov 25 Dec 25

Group training classes held

List training class topics and attendance:

Online training classes completed by DBEs

List DBEs assisted:

One on One consulting assistance

Bonding and finance assistance

Line Position Total Hours Per Hour Cost Total

1 Project Manager 450 $ 125.00 $ 56,250.00

2 Project Administrator 400 $ 110.00 $ 44,000.00

3 DBE Advisor 2,300 $ 75.00 $ 172,500.00

4 Marketing & IT Specialist 300 $ 75.00 $ 22,500.00

5 Graphic Designer 400 $ 65.00 $ 26,000.00

6 Administrative Assistant 350 $ 65.00 $ 22,750.00

Grand Total 4,200 344,000.00$

CEI of America, Inc.

RFP Name: DBE Supportive Services Consulting

RFP Number: 518-25

Cost Proposal

Note: Hourly rates include all expenses and burdens. No other expenses will be charged to this contract. This can be adjusted to the new contract amount if need be

Chart of Employee Roles and Responsibilities

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