Pre-proposal Conference Template by yurtgc548


									                            Pre-proposal Conference
                               Project Title Here
                                 (RFP/RFQ #)
                                Issuing Officer: Your Name

    Pre-proposal Conference Template Revision 2-3-2011

       Introductions
       Housekeeping
       Supplier Development and Support
       Bureau of Small Business Opportunities (BSBO)
       COSTARS (if applicable)
       Overview of RFQ/RFP
       RFQ/RFP Requirements
       Areas of Interest/Attention
       Review of Submitted Questions and Answers
       Additional Questions and Answers


    Agency Representatives

    Department of General Services
      Your Name, Issuing Officer
      Gayle Nuppnau, BSBO, Procurement Liaison
    Agency Name
      Agency Representative, Representative Title

                                              House Keeping

     In the event of a fire drill:
         Exit building via stairs
         Cross Walnut Street
         Gather in grass at Forum Building
       Restrooms through secure door to the left
       Sign attendance register
       Provide business card
       Sign in sheet will be posted to eMarketplace

                              Supplier Development & Support

Your Gateway to All Procurement Information

    Links to:

   Supplier Service Center
   PA e-Marketplace
   PA Supplier Portal
   Procurement Handbook

                                Supplier Development & Support

Your Gateway to Contract Information
   Solicitations
   Tabulations
   Awards
   Contracts
   Sole Source
   Upcoming Procurements
   Links:
     Supplier Service Center
     Treasury Contracts

                                Supplier Development & Support

    Your Gateway to Procurement

     New Supplier

     Manage company data

     Link:
     Supplier Service Center

                            Supplier Development & Support

                  Supplier Service Center
 Frequently Asked Questions
 How to Register
 E-Alerts
 Reset Password
 Resource Toolbox
     Brochures
     Guides

                        Supplier Development & Support

    Pamphlets available on Table:

    Doing Business with the Commonwealth
    Vendor Registration
    CoStars Information

                             Supplier Development & Support

     Telephone - Toll Free:  877-435-7363
     Telephone - Harrisburg: 717-346-2676

     e-Mail: RA-PSC Supplier

     Vendor Registration Guide
     Bidding Reference Guide
     W-9 Form

                                     Proposals Due

     Sealed proposal must be received on or before
     XXXXXXXX, XXXX, X:00 PM EST to the Issuing Office at
     the following address:
                   Department of General Services
                       Bureau of Procurement
                         Attn: YOUR NAME
                     555 Walnut Street, 6th Floor
                        Harrisburg, PA 17101

     REF: See next slide for important information to include

                                            Proposal Package Notes

               ADDRESS PROPERLY
     Please include:
     RFQ/RFP Number
     Number Multiple Package
                  (i.e. 1 of 3, 2 of 3, etc.)
     Must be Sealed
     Allow time for delivery
     If the proposal is delivered in person at DGS-BOP, Forum Place, you
     will receive a receipt for your proposal.


     What is COSTARS?
      COSTARS is the Commonwealth of Pennsylvania’s Cooperative
       Purchasing Program, a service provided by the Department of General
       Services for Local Public Procurement Units within the Commonwealth of
       Pennsylvania as established by Section 1902 of Act 57 on May 15, 1998, as
       amended by Act 142 of December 3, 2002, 62 Pa. C.S. Section 1902, and
       Act 77 of July 15, 2004, 62 Pa. C.S. Sections 1902 and 2107. These acts
       authorize Local Public Procurement Units to participate in those contracts
       for supplies and services made available by the Department of General
      Eligible Local Public Procurement Units are defined as:
            Any political subdivision;
            Any public authority;
            Any tax-exempt, nonprofit educational or public health institution or organization;
            Any nonprofit t fire, rescue, or ambulance company;
            And to the extent provided by law, any other entity, including a council of
             government or an area government that expends public funds for the
             procurement of supplies and services.

     For more information regarding the COSTARS Program:
      Department of General Services, Bureau of Procurement,
       COSTARS Program.

        Toll-Free: 1-866-768-7827 Fax: 717-783-6241
        Please visit the COSTARS Web site at

                                           Bureau of Small Business
Small Diverse Business Program (SDB)

      Program designed to encourage participation of Small Diverse
       Businesses (SDB) in state contracting and is one of the below:

 • Department of General Services, Bureau of Small Business
   Opportunities (BSBO)-certified minority business enterprises (MBEs),
   women business enterprises (WBEs), veteran business enterprises
   (VBEs) and service disabled veteran business enterprises (SDVBEs)
   that qualify as small businesses; and

 • United States Small Business Administration (SBA) certified 8(a)
   small disadvantaged business concerns

Small Diverse Business Program (SDB)
    Grosses less than $20 million annually or $25 million for companies
     involved in Information Technology (IT) services or sales. Proof of annual
     sales can be one of 3 items listed below:
            Copies of audited financials
            Copy of recent federal tax form
            Letter from a CPA attesting to company's annual sales

    Employ no more than 100 full-time or full-time equivalent employees Proof
     of number of employees can be one of 2 items listed below:
           Copy of 941's
           Letter from company attesting to number of employees

    Is able to do the work in question
    Must be for profit
    Must be owned by a U.S. Citizen
Important Information to Note: Section II of the RFP

 To receive credit for being a Small Diverse Business or for subcontracting with a Small
 Diverse Business (including purchasing supplies and/or services through a purchase
 agreement), a Offeror must include proof of Small Diverse Business qualification in the
 Small Diverse Business participation submittal of the proposal, as indicated in section II
 of the RFP.

     • Copy of active certification
     • Proof of annual sales
     • Proof of number of employees
     • If using a company in the 8(a) program must show proof of US Citizenship
     • All Offerors must provide a numerical percentage for commitment based on the
       base term of the contract
     • Small Diverse Business (es) must be named including address and phone
     • Specify the type of goods or services the Small Diverse Business(es) will
     • You will not receive credit by stating that you will find a Small Diverse Business
       after the contract is awarded or by listing several companies and stating you will
       select one later
                             Bureau of Small Business

     Bureau Of Small Business Opportunities
                 Ms. Gayle Nuppnau
                Procurement Liaison
             Telephone: (717) 346-3819

                                                     Procurement Background

         Background. [Outline the basic problem or problems that caused the agency to issue the FP.
          Relate the problem to the organization mission and explain how the work to be done by the
          selected contractor is expected to help solve the problem. Explain any unusual organizational
          interrelationships that affect the problem or the work to be performed].

          History
             Why we need this procurement
                  • Services and Functions
          History data
                Current Supplier
                Current Contract #
                Spend
                Quantities

                                               What have we done

     Met with key stakeholders to review IT and business requirements

        Discussed prevalence of existing solutions and agency challenges.

        Developed an RFQ that follows the DGS procurement process,
         analyze current industry best practices and enter a competitive bid.

      Other

                                   Goals and Objectives

      Goals for the procurement
         Enter Goals
      Scope of the Procurement
         Enter Scope

     Objectives for the Procurement
       Enter Objectives

                                        Areas of Attention

      Example…
      Lot 1, Lot 2, Phase 1, deliverables, etc.
      Costing

      Other

                                                    RFQ /RFP Structure

     Critical Points in the RFP. [Call attention to specific portions of the RFP you would like the
          Offeror to note. These may refer either to contractual or administrative matters or to the
          work that is to be done. The following is illustrative only].
      Proposal is divided into the following three parts that must be submitted in
       separate individual sealed envelopes:
         Technical Requirements = 50% of total points
         Small Diverse Business Submittal = 20% of total points
         Cost Submittal = 30% of total points
         Bonus Points: Domestic Workforce Utilization
      Proposal Submission Deadline- Put in date and Time
      Proposal Quantities
           5 paper copies and 2 electronic copies of Technical submittal
           2 paper copies and 2 electronic copies of Cost submittal
           2 paper copies and 2 electronic copies of Small Diverse Business submittal
      Award structure: Single award by lot or may award to a single
       supplier for multiple or all lots
                                              Submittal Response

          Proposal Technical Submittal Response
       I. Two (2) Paper copies of Offeror’s
          Technical response

     II. Electronic responses
                                       The Offeror’s Technical response shall include:
                                       1.     Proposal document –(pdf)
                                       2.     Domestic Workforce Utilization Form
                                       3.     Trade Secret Form (pdf)
                                       4.     Proposal Cover sheet
                                       5.     Offeror & Personnel Information
                                       6.     Company’s Financial Information (electronic)
                 OR                    7.     Dun & Bradstreet Comprehensive Report
          CD          Flash Drive      8.     SAS 70 Report
                                   Submittal Response

       Small Diverse Business Submittal Response

     I. Two (2) Paper Copies of
         Offeror’s SDB Submittal
     II. Electronic Response


                                                   RFQ/RFP Requirements

      Mandatory Response Requirements
           Financials
           Personnel Qualifications
           Solutions
           Other
      Contract Requirements
         Signed by an official authorized to bind the company to a contract
         Must obtain 70% of total available technical points to advance
         If you specify that the proposal is not firm for the time period specified in
          Section I-12 of the RFP, your proposal may be rejected.
         If there are any assumptions included in the cost submittal, your
          proposal may be rejected.
         If you state that the proposal is contingent on negotiation of offeror
          terms and conditions, your proposal may be rejected.

     Review of Questions
     Additional Questions
       Please be sure to write down all your
        questions on the Q&A sheets provided.

                                Questions & Answers

     Answers provided today are considered unofficial
       and not binding.
     All questions and responses will be posted on the
     DGS Emarketplace Website:

          Thank-you for attending today’s
             Pre-proposal conference

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