Purpose of Meeting• Provide a brief overview of the solicitation. • Provide information regarding the proposal submittal requirements.• Answer general procurement questions.• Technical questions must be submitted in writing to the Contact Person by

5:00 p.m. on January 19, 2018.• Discuss DBE program requirements.• All changes to the RFP will be by written addendum and available at the

City’s website: https://www.phoenix.gov/solicitations

RFP Schedule(subject to change)

*see Addendum 1

• Tuesday, January 16, 2018 - Pre-proposal conference

• Friday, January 19, 2018 – RFP Questions Due (5:00 p.m. MST)

• Wednesday, February 7, 2018 - Proposals Due (2:00 p.m. MST)

• Tuesday, March 13, 2018 – Notice of award recommendation posted online

• EOD-2 and EOD-3 due from Recommended Offeror within 7 days

following posting of Award Recommendation

• Tuesday, May 1, 2018 – Contract Start Date

Contents of RFP• Solicitation Instructions (Section 1)• Standard Terms and Conditions (Section 2)• Special Terms and Conditions (Section 3)• Insurance and Indemnification (Section 4)• Scope of Work (Section 5)• Federal Transit Administration Required Clauses (Section 6)• Proposal Submittal Forms (Section 7)• In separate electronic files

Other Proposal Forms (in separate electronic files)Other Forms:

EOD 2 – Small Business Outreach EffortsEOD 3 – Small Business Utilization Commitment

Proposal FormatSection 1.15 – Technical Proposal

• Tab 1 - Introduction (Limit of 1 page)• Tab 2 – Team Organizational Qualifications and Experience (Limit of 10 pages, not

including the organizational chart)• Tab 3 – Team Personnel Qualifications and Experience (Limit of 10 pages, not

including resumes)• Tab 4 – Technical Approach (Limit of 20 pages)• Tab 5 – Required Submittal Forms (Section 7 of the RFP)

• Addenda Certification (7.3)• Federal Debarment and Suspension Certification (7.4)• Federal Lobbying Certification (7.5)• Contract Disclosure Form (7.6)• DBE Form – EOD-1, Statement of Outreach Commitment (7.7)• Offer Form (7.8)• Conflict of Interest Discussion form (7.9) *see Addendum 1

Conflict of Interest Discussion FormSection 7.9

• Sections 1.25.2 and 1.28 - Proposers may be disqualified due to real or apparent conflicts of interest.

• Offerors shall address this in Section 7.9, Conflict of Interest Discussion Form (See Addendum 1).

• The Procurement Officer, in consultation with legal counsel, will review the submitted content to determine its effect on the Offeror’s responsiveness. The Procurement Officer will promptly notify any Offeror determined to be non-responsive due to the provisions of Section 1.28.

Proposal FormatSection 1.16 – Price Proposal and Financial Information

• Tab 1 - Price Proposal • Price Sheet – multiple sheet Excel workbook (to be submitted in Excel format)

Instructions in Section 7.1 the Master sheet of the Excel file, yellow highlighted box. Please read these instructions carefully and submit questions earlier rather than later.Offerors shall only enter pricing and information as directed by the Price Proposal instructions; offerors shall make no other changes to the Price Proposal forms.

• Price Proposal Narrative – for each entity in the Price Proposal (Word document)

• Completed Section 7.2, Payment Terms

Proposal FormatSection 1.16 – Price Proposal and Financial Information

• Tab 2 – Financial Information• Bank credit references

• Audited financial statements (instructions provided if the Proposer does not have audited statements available)

• Bankruptcy statement

Proposal SubmittalSection 1.19.2

Each Proposer shall submit ONE (1) original, FIVE (5) printed copies and FIVE (5) electronic copies (searchable pdf format on CD or flash drive) of its technical proposal.

Each Proposer shall submit ONE (1) original, ONE (1) printed copy, and ONE (1) electronic copy (PDF format on CD or flash drive) of its price proposal and financial information.

Disadvantaged Business Enterprise (DBE)

Each Bidder’s Responsibility for Outreach Efforts

January 16, 2018

RFP PTD18-002

SOUTH CENTRAL TRANSIT-ORIENTED DEVELOPMENT (TOD)

BUSINESS ASSISTANCE AND LAND USE PLANNING SERVICES

Public Transit Department Christina Hernandez

DBE Program Overview

• Recipient must encourage, track, and report DBE and Small Business participation in the contract.

• Our current triennial goal is 5.98% DBE participation for FTA-funded contracts. • All DBE participation must be achieved through race-and-gender-neutral

measures.

FTA Funding City of Phoenix

Small Business Classifications• Disadvantaged Business Enterprise (DBE) means a firm that has been granted DBE

certification status by the Agency or another member of the Arizona Unified Certification Program pursuant to the criteria contained in 49 Code of Federal Regulations (CFR) Parts 23 and 26.

• Small Business Enterprise (SBE) is a small business that has successfully completed the Phoenix SBE certification process.

• Small Business Concern (SBC) is a registration defined Section 3 of the Small Business Act 13 CFR part 121.

Where to find them: https://utracs.azdot.gov/

Requirements for Bidders

Each bidder must complete and submit Form EOD 1

with the original submittal.

EOD- 1 states: On behalf of the Offeror, I certify under penalty of perjury that the following information is true and correct.

If selected as the Recommended Offeror, the Recommended Offeror has committed that:

1) They have fulfilled all required small business outreach requirements and shall submit all required outreach efforts documentation for contracting opportunities within 7 days following contract award recommendation;

2) They have conducted all required small business business outreach along with all required outreach efforts documentation; and

3) They will comply with the Race- and Gender-Neutral post-award requirements stated in the DBE Contract Clause (Section V).

Please complete company data in full and sign.

EOD – 1

What does EOD-1 expect we have done for outreach?

Bidder’s Required Outreach Efforts

Each bidder must demonstrate that the bidder has performed the following outreach efforts:

Identify DBE and Small Business participation

opportunities.

Solicit proposals from DBEs and

small businesses.

Evaluate in good faith each DBE

and Small-Business proposal.

Communicateselection decisions

to DBEs & Small Businesses, including

each rejection of a DBE or Small

Business proposal.

Bidder’s Required Outreach Efforts

• Each bidder must demonstrate its outreach efforts (identify, solicit, evaluate, and communicate) in documentation submitted within the 7-day window after successful bidder receives notice from city.

• Submission of EOD-1 as certification of outreach efforts is required as a condition of responsiveness

• If the bidder fails to conduct the outreach and submit the required EOD-2 and EOD-3 documentation, the Agency will declare the bidder’s bid, statement of qualifications, or proposal non-responsible.

• Nonresponsive bids, statements of qualifications, or proposals will be rejected.

A few words about DBEs . . . • To be counted, a firm must be officially certified as a DBE:

https://utracs.azdot.gov/

• DBE’s must be certified in the trade for which the bidder plans to utilize the DBE on this contract.

• A DBE must perform or exercise responsibility for at least 30% of the value of its contract with its own forces and equipment.

EOD 2Small Business Outreach Efforts

Column A is business name and general contact information, as well as number of employees, range of annual gross receipts and number of years in business.

DBE

SBC - Small

Business Concern

SBE - City of

Phoenix Certified

Unknown

Scope:

____________

____________

Newspapers or Websites

Trade and/or Professional

Listing

Business Outreach Events

E-mail blast

Other

Firm was selected

Firm was not selected

Contract amount: $___________________

Explain why this firm was not selected as a

proposed participant:

_______________________

_______________________

Firms must be notified of final Selection outcome prior to the submittal of this form.

Date of selection communication:

________________

Method(s) of Communication

Email Phone Fax Letter In person

EOD 3 Small Business Utilization Commitment

On behalf of the Recommended Offeror, I certify under the penalty of perjury that the information submitted herein is true and correct:

1)The firms indicated as ‘Selected’ in Form – EOD 2/ Documentation of Outreach Efforts, will participate in this contract;

2)The Recommended Offeror will comply with the Race- and Gender-Neutral post-award requirements as stated in the DBE contract clause;

3) I understand and agree that any and all changes or substitutions must be authorized by the Agency prior to implementation; and

4)The following statement is true and correct:

The proposed total participation of DBE, SBC and SBE firms on this contract will be: $__________

Don’t Forget to sign and date!

Once successful bidder receives notice of award recommendation from Elizabeth Kellim,

they have 7 days to submit

EOD 2 and EOD 3 to her.

Successful Bidder’s Documentation RequirementsThe bidder receiving notice of award recommendation

1) must complete and submit EOD 2 & EOD 3

2) submit supporting documentation (i.e. phone logs, emails, letters)

3) and will be contractually obligated to achieve the participation percentage in EOD 3

The Last Word on Responsiveness . . .

• Failure to Submit Form EOD–1 completed and signed will deem bidder nonresponsive. A nonresponsive Offer will be disqualified from further evaluation.

• Once successful bidder receives notice of award recommendation they have 7 days to submit the completed EOD-2 and EOD-3 form as well as all supporting documentation (i.e. phone logs, emails)

• Failure to submit documentation will result in a non-responsible determination and removal of offeror

After today please direct all questions to

Elizabeth Kellim

Transparency PolicyProposers that violate this policy shall be disqualified.

• City-wide policy applicable to all City procurements (Section 1.12).

• This policy is intended to create a level playing field for all bidders, assure that contracts are awarded in public, and protect the integrity of the selection process.

Excerpts from the clause are on following slides. Please read the clause in its entirety in Section 1.12.

Transparency PolicyProposers that violate this policy shall be disqualified.

Time Frame• Commencing on the date and time a solicitation is published… until the

resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the CITY’s intent to reissue the same or similar solicitation

Who• potential or actual offerors or respondents (including their representatives)Restriction• shall only discuss matters associated with the solicitation with the Mayor, any

members of City Council, the City Manager, any Deputy City Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated procurement officer) at a public meeting...

Transparency PolicyProposers that violate this policy shall be disqualified.

• As long as the solicitation is not discussed, Offerors may continue to conduct business with the CITY and discuss business that is unrelated to the solicitation with the CITY staff.

• Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings.…

• “To discuss” means any contact by the proposer, regardless of whether the CITY responds to the contact…

Protest ProcessSection 1.30

• Be aware there are different protest deadlines applicable depending on what is being protested: contents of a solicitation, an adverse determination issued by the CITY, the award recommendation.

• All protests must be in writing and filed with the Public Transit Department Contracting Officer, Elizabeth Kellim.

Reminder

Deadline for Questions:

Friday, January 19, 20185:00 PM MST

Questions?