SBE-Letter_of_Intent_Form_and_Instructions.pdf
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- Attached to
- WATER MAIN REPLACEMENT PROGRAM PLUMBING, 2-STEP JOC State and local contract opportunity
- Solicitation number
- JOC247-B
- Issued by
- Maricopa County, Phoenix City, Arizona
About this file
This is a Small Business Enterprise (SBE) Letter of Intent form and instructions document issued by the City of Phoenix to govern the participation of certified small business subcontractors and suppliers on public works contracts. The form requires both the SBE subcontractor and prime contractor to document the scope of work, dollar amounts, and services that the SBE will perform on a given project. The instructions provide detailed guidance for calculating countable SBE participation across three categories: trucking and hauling services, fees and commissions for uniformed officers providing traffic control and security, and general or specialty construction trade areas. The form must be completed for each SBE subcontractor or supplier proposed on a contract, with only services performed within the areas described by the SBE's certification able to count toward the city's SBE goal requirements.
The instructions include specific worksheets and calculation methodologies to determine which costs can be credited toward SBE participation goals. For trucking services, only trucks owned by the SBE or leased long-term with SBE-employed drivers are fully countable, while short-term leased trucks cannot be counted. For uniformed officer services, the SBE's fee or commission percentage is calculated based on the difference between the hourly bid rate and the officer's actual hourly rate, with only this fee amount counting toward SBE participation. For construction trades, the SBE must identify any work or scope not covered under its certification, which is then subtracted from the total quote amount to determine the countable SBE participation value. Both the SBE firm and prime contractor must provide authorized signatures affirming their commitment to the stated terms and that no alterations have been made to the document beyond entering pricing information.
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Text version
Small Business Enterprise Program
Letter of Intent (LOI) To Perform as an SBE Subcontractor (THIS FORM MUST BE COMPLETED BY THE SBE SUBCONTRACTOR – BOTH SBE SUBCONTRACTOR & PRIME SIGNATURE ARE REQUIRED)
Project Number:
Contract #:
Project Description:
TO: ___________________________________________________ (Insert Name of Prime Contractor)
FROM: ________________________________________________ (Insert Name of SBE Firm) A. The undersigned declares that the firm bidding to perform the work described herein, has been granted certification by the City of Phoenix (COP) as a Small Business Enterprise (SBE) in the area(s) of:
B. The undersigned is bidding to perform the following scope(s) of work on the above referenced project:
SECTION 1 - COMPLETE THIS PORTION IF THE SCOPE OF WORK IS BEING BID BY UNIT PRICE OR HOURLY RATE
SUPPLIER, BROKER, TRUCKING, HAULING, UNIFORMED OFFICERS MUST USE THIS SECTION
Scope of Work Unit/Hourly Rate # of Units/Hours Total Quote Amount
SECTION 2 - GENERAL OR SPECIALTY CONSTRUCTION TRADE AREAS MUST USE THIS SECTION
Scope of Work Total Quote Amount
C. Of the Total Quote Amount reflected in Part B-SECTION 2, the following scope(s) of work with the given amount will not be performed by the SBE or is/are not covered under the SBE’s certification description:
Scope(s) of Work ___________________________________________ Amount $_________________
D. If trucking services are included in Part B - SECTION 1 above, SBE MUST complete the following:
E. All subcontractors providing Broker or Traffic Control/Security Services indicated in Part B-SECTION 1 above
MUST Complete the Following:
Should the prime contractor receiving this form be selected for award of the contract, the undersigned affirms that he/she will enter into an agreement to perform the work bid herein.
(SBE Subcontractor Authorized Signature) (Date)
(Print Name and Title) (Phone Number)
By signing this LOI document, the Prime Contractor affirms that it has not altered or modified this document in any way other than, if applicable, entering the Unit/Hours and Total Quote Amount in Part B SECTION 1.
(Prime Contractor Authorized Signature) (Date)
(Print Name and Title) (Phone Number)
(COP) Certification Description:
Of the Total Quote Amount noted in part B-Section 1, the SBE affirms that the amount of * $___________________________ shall be performed by drivers the firm employs, and trucks the SBE owns and leases without drivers.
(The amount referenced above is transferred from Step 9 of the Worksheet (L.O.I.W.-1). *Only this amount shall be on the Statement of Proposed Utilization)
Subtract Amount in Part C above from the Total Quote Amount in Part B-Section 2 =* $______________________
* Only this amount shall be reflected on the Bidder’s Statement of Proposed Utilization.
Rate of the SBE’s fees/commissions ________%; for a Total Amount in fees/commissions of: $________________________ The Percentage and Total Amount referenced above is transferred from Steps 2 and 3 of the Worksheet (page L.O.I. W.-1).
Only the Total Amt in fee/commissions shall be reflected on the Bidders Statement of Proposed Utilization.
Small Business Enterprise Program
LETTER OF INTENT TO PERFORM AS A SUBCONTRACTOR/SUPPLIER
INSTRUCTIONS AND WORKSHEET - L.O.I. W.-1
A Letter of Intent to Perform as a SBE Subcontractor/Supplier (required for each SBE subcontractor/supplier proposed). The form documents services to be performed by the subcontractor/suppler and the total dollar amount of the subcontract that will be awarded to the SBE. Only the services performed in the area(s) described by the SBE’s certification description can be counted towards the SBE goal requirement.
Part I. Trucking and Hauling: SBEs should indicate on Part B-Section 1 and Part D, of the LOI form, the information regarding trucks to be used in executing the contract. The City allows the counting of all payments for services provided by trucks which the SBE owns. Trucks which the SBE leases on a long-term basis and are operated with drivers the SBE employs may also be counted in full. The payments for short-term leased trucks, with or without SBE employed drivers cannot be counted.
Only trucks for which leasing agreements have been submitted and approved by EOD as part of the SBE firm’s current certification file shall be considered eligible for counting towards the goal.
STEP ONE STEP TWO STEP THREE
Value of work expected to be performed by trucks owned by the SBE (2 Trucks)
Value of work expected to be performed by trucks leased (with drivers) by the SBE on a long-term basis (2 Trucks)
Combined value of work expected to be performed by other trucking firms and/or trucks leased (without drivers) by the SBE (3 Trucks)
$20,000 $20,000 $33,000
STEP FOUR STEP FIVE STEP SIX
Estimated value for services provided by all trucks the SBE will use on the contract.
(Add Steps One, Two, and Three)
Expected value of work performed by trucks not eligible for counting as SBE participation (Value in Step Three)
Total estimated value that can be counted for SBE participation (Subtract Step Five from Step Four)
$73,000 - $33,000
$73,000 $33,000 =$40,000
Part II. Fees and Commissions: Insert the information from below under Step Three- Commission/Fees Percentage and the Countable Amount for SBE Participation into Part E of the LOI form.
This part is applicable for the use of uniformed officers to provide traffic control and security and other services provided at an hourly rate by non-employees of the SBE contractor.
(The following information is provided as a sample only)
STEP ONE
Total Number of Hours Per Hour Bid Amount Calculation Formula:
Total Gross Bid Amount
200 $35 200 × $35 = $7,000
STEP TWO
Per Hour Bid Amount Officers Hourly Rate SBE Firm Commission/Fee
Calculation Formula:
Fees/Commissions Percentage
$35 $25 $10 (10 / 35) * 100 = 28.57%
STEP THREE
Gross Bid Amount (from Step One)
Commission/Fee % (from Step Two)
Calculation Formula:
Amount Countable for SBE Participation
$7,000 28.57% $7,000 × .2857 = $2,000
Part III. Construction Trade Areas: SBE must indicate in the Scope of Work of Part B-Section 2 of the LOI form, all scope(s) of work associated with the Total Quote Amount. The SBE must complete Part C of the LOI form by entering the Scope of Work and amount not expected to be performed by the SBE or which is not covered under the SBE’s certification description. Subtracting this amount from the Total Quote Amount in Part B-Sect. 2 will result in the portion of work that can be counted as SBE participation.
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