DBE Participation Commitment(S)

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DBE Participation Commitment(S) Attachment A Attachment B Pre-Proposal Conference for RFP 8-2039 Operations & Maintenance Services for the OC Streetcar Project Orange County Transportation Authority Agenda • Introductions • Safety/Emergency Evacuation • Online Business and Networking Tools • Key Procurement Information & Dates • Review of RFP Documents • Disadvantaged Business Enterprise (DBE) Requirements • Scope of Work • Questions and Answer 2 CAMM NET Registration Why register on CAMM NET? https://cammnet.octa.net/ • To receive e-mail notifications of Solicitations, Addenda and Awards • View and update your vendor profile • Required for Award 3 Online Business & Networking Tools • CAMM NET Connect • https://www.facebook.com/CammnetConnect • Working with OCTA • https://cammnet.octa.net/about-us/working/ • Planholder’s List • https://cammnet.octa.net/procurements/planholders-list-selection/ • Disadvantaged Business Enterprise (DBE) Program • https://cammnet.octa.net/dbe/ 4 Key Procurement Dates Written Questions Due: January 3, 2019 OCTA Responds: January 17, 2019 Proposals Due: February 12, 2019 2:00 PM Interviews: April 23, 2019 Board of Directors Award: November 25, 2019 5 Key Procurement Information • All questions/contact with Authority staff should be directed to the assigned Senior Contract Administrator, Irene Green. • Next Addendum will contain a copy of the Pre-Proposal sign-in sheet and today’s presentation • Award based on prime-sub relationship, not joint ventures • Contract term is for approximately 7 years; with 2, 2-year options • Funded with Federal Transit Administration (FTA) funds • DBE participation goal is 4% 6 Guidelines for Written Questions • Questions must be submitted directly to Irene Green, Senior Contract Administrator, in writing, by: January 3, 2019, 5:00 p.m. • E-mail recommended: [email protected] • Any changes Authority makes to procurement documents will be by written Addenda only • Addenda will be issued via CAMM NET • Today’s Verbal discussions today are non-binding 7 Next… Proposal Instructions Followed by ….. Review of DBE Information Followed by… Review of Scope of Work 8 Proposal Submittal Instructions • Proposals are due by 2:00 p.m., February 12, 2019 • Proposals are to be submitted to the address specified in the RFP • Submit one (1) original and eight (8) copies of proposal sealed and clearly identified on exterior of package as specified in the RFP. • Proposers shall also include one (1) electronic copy of their submittal package in PDF format on a CD or flash drive. • Proposal package to be clearly marked with RFP number and title 9 Proposal Submittal Instructions (continued) • Authority has the right to: − accept or reject any and all proposals; − withdraw or cancel the RFP; − postpone proposal opening for its own convenience. • Proposals received are considered public information • Proposals are not to be copyrighted 10 Proposal Content • Letter of Transmittal • Technical Proposal a) Qualifications, related experience and references of Offeror b) Proposed staffing and project organization c) Work plan d) Exceptions / Deviations (Technical vs. Contractual) 11 Proposal Content (continued) • Cost and Price Proposal – Exhibit B • Proposers shall submit proposed pricing to provide services described in Exhibit A, Scope of Work in a separate and sealed envelope that clearly indicates RFP 8-2039 and the name of the offeror • Proposers shall complete and sign the “ Price Summary Sheet” form included with this RFP (Exhibit B) • Optional Work Package: Proposers are required to provide pricing for cleaning and repair of station stops 12 Proposal Content (continued) Forms: • Exhibit D – Campaign Contribution Disclosure Form • Exhibit E ‒ Status of Past and Present Contracts • Exhibit F – Disadvantaged Business Enterprise Forms • DBE Participation Commitment Form • Bidder’s List • Good Faith Efforts • Exhibit G – Certification of Restrictions on Lobbying • Exhibit I – Certification of Consultant, Commissions & Fees • Exhibit J ‒ Buy America • Exhibit K – Proposal Exceptions and/or Deviations Note: Forms excluded from 100-page proposal limit. 13 Evaluation and Award • All proposals, timely received, will be evaluated using the following evaluation criteria: Qualifications of the firm 20% Staffing and project organization 25% Work plan 30% Cost & Price 25% • Evaluation Committee comprised of internal OCTA staff and external members 14 Evaluation and Award (continued) • “Short-Listed” firms will be invited to interview • Interviews are scheduled for April 23, 2019-offerors are requested to keep this date available • Best and Final Offer request, submission and evaluation 15 Award • Award Process - Evaluation Committee recommends highest ranking Offeror to the Transit Committee - Transit Committee makes recommendation to Board of Directors (BOD) - BOD may accept/reject staff’s recommendation - All firms submitting a proposal will be notified of Award via CAMM NET 16 Proposed Agreement • Proposed Agreement −Please review the Proposed Agreement (Exhibit C) so you are aware of the contractual requirements of the solicitation • Exceptions −Any exceptions/deviations must be identified in Exhibit K – Proposal Exceptions and/or Deviations Form and submitted with the offeror’s proposal 17 Proposed Agreement • Offerors are encouraged to review: Article 4 - Scope of Work Article 5 - Term of Agreement Article 6 - Payment Article 8 - Maximum Obligation Article 10 – Performance Standards Article 11 - Bonds Article 12 - Insurance Article 24 - Conflict of Interest Article 25 - Code of Conduct Article 34 - DBE Contract Provision Attachment A – DBE Provisions 18 DBE Requirements and Forms overview _____________________ Padilla & Associates 19 Conditions of Responsiveness OCTA is utilizing Federal funds toward this project and as a condition of receiving such is required to implement the DOT Disadvantaged Business Enterprise (DBE) Program Plan, based on U.S. DOT, 49 CFR, Part 26 requirements. 20 Conditions of Responsiveness How Do Proposers Prepare their Proposal to Respond to an OCTA RFP? ▪ As a condition of responsiveness, proposers are required to complete and submit the forms listed below with the proposal submittal or as specified in the RFP instructions: ▪ DBE Participation Commitment(s) Form ▪ DBE Commitment letter (required for each proposed DBE) ▪ DBE Information-Good Faith Efforts (If not committing to meet DBE Goal) ▪ Bidders List Form 21 “DBE Participation Commitment(s) Form” 22 Conditions of Responsiveness “DBE Participation Commitment(s) Form” ▪ This form should identify all DBE firms being proposed to participate in the project regardless of tier. ▪ Proposer must commit to meet the 4% DBE Goal to meet conditions of responsiveness (or submit adequate GFEs). ▪ A DBE Commitment letter from each proposed DBE acknowledging their proposed scope and value must be attached to the Commitment Form. 23 Conditions of Responsiveness (Cont) ➢ DBE has a valid DBE Certification at time of proposal submission; OCTA accepts DBE certification from certifying agencies of the California Unified Certification Program (CUCP) (http://www.dot.ca.gov/hq/bep). PLEASE NOTE: A firm’s participation is only eligible to count towards DBE participation in the WCC/NAICS codes contained within its California Unified Certification Program (CUCP) DBE Profile. ➢ Services subcontracted by DBE’s to non-DBE firms may not be credited towards DBE participation. ➢ Proper calculation of DBE participation percentage 24 Counting DBE Participation DBE Truckers: All transportation provided DBE DBE DBE DBE Brokers by DBE Trucking Firms can be counted Subcontractor/ Supplier: Manufacturer: receive DBE toward the DBE goal Subconsultant - Materials or Materials or credit for Fees DBE must own and operate at least one DBE provides a supplies supplies obtained and commissions truck used on the contract if determined to bonafide Service obtained from a DBE DBE leasing trucks from other DBEs – from a Manufacturer be within 100% counts toward DBE goal industry DBE DBE leasing trucks from non-DBE firm Regular standard. without DBE drivers – only fees and Dealer commissions counted toward DBE goal 25 Good Faith Effort Responsiveness Requirements PROPOSERS CAN DEMONSTRATE RESPONSIVENESS TO THE DBE CONTRACT-SPECIFIC GOAL IN ONE OF TWO OPTIONS: 1. Propose sufficient DBE participation to meet the DBE contract-specific goal; or 2. Demonstrate adequate Good Faith Efforts undertaken to meet the goal. 26 Evaluating Good Faith Efforts When Goal Not Met A.The items of work which the proposer made available to DBE firms; a description of work and approximate dollar amount, as a percentage of total work made available to DBEs by the proposer, a breakdown of contract work provided (including those items normally performed by the proposer with its own forces) into economically feasible units to facilitate DBE participation sufficient to meet the DBE contract goal. It is the proposer's responsibility to demonstrate that sufficient work was made available to facilitate DBE participation as follows (please provide documents that sufficiently evidence this effort). ▪ The percentage of work made available should exceed the DBE contract goal ▪ The scopes of work made available should match what was listed on the proposer's Request for Proposal, Ad and solicitation e-mails 27 Evaluating Good Faith Efforts When Goal Not Met B. Solicitation Effort Documentation; The names and dates of written notices sent to certified DBEs soliciting proposals for this project and the dates and methods used for following
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