Procurement and Materials Management Department Pre-Bid Conference Solicitation No Permit and Inspection Management System.

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1 Procurement and Materials Management Department Pre-Bid Conference Solicitation No Permit and Inspection Management System January 28,

2 Permit and Inspection Management System, Pre-Bid Conference Agenda Agenda Welcome Remarks Kelly Cleveland Business Diversity and Development Ricardo Cardoza, Business Specialist Procurement and Materials Management Department Kelly Cleveland, Contract Administrator Review of Bid Specifications Ted Melnik Q & A 2

3 Business Diversity and Development Ricardo Cardoza Business Specialist Pre-Proposal Conference for Solicitation No

Small Business Enterprise Program 5% SBE

4 Small Business Enterprise Program 5% SBE Goal Contract-specific goals are be based on scope of work, location of work, and availability of certified firms for the scope of work TYPES OF SERVICES: Construction Services <1M Professional Services Non-Professional Services

failing to meet the requirements receive no further consideration by the Selection Committee Good Faith Efforts Contract- Specific Goals

5 Key SBE Program Points Certification Relevant Market Area Pass/Fail SBE certificates are due at time of bid/proposal submission North TX Commission including Dallas, Tarrant, Collin, Delta, Denton, Ellis, Hunt, Johnson, Kaufman, Parker, Rockwall and Wise counties Proposals failing to meet the requirements receive no further consideration by the Selection Committee Good Faith Efforts Contract- Specific Goals Stringent documentation requirements due at time of bid/proposal submission A percentage of contract value; prime self-performance counts towards goal

6 SBE Evaluation 2 Step Process Valuable consideration in the awarding of airport contracts. STEP 1 PASS/FAIL If a bid/proposal meets the contract-specific goal or shows an adequate good faith effort in accordance with the SBE Program Policies, proposal is deemed responsive (PASS). If a bid/proposal does not meet the contract-specific goal or shows an adequate good faith effort, or provides the necessary documentation or required forms in accordance with the SBE Program Policies, proposal is deemed nonresponsive (FAIL) resulting in no further consideration by the evaluation committee. STEP 2 EVALUATION CRITERIA ( 2 0 P o i n t s ) Evaluation criteria addresses key Business Diversity factors taken into consideration in awarding a contract. The criteria assesses the Proposer s understanding of the SBE Program requirements and its commitment to support DFW Airport s Business Diversity initiatives through the utilization of SBEs and capacity building support. This is a critical component of the RFP. Proposer is expected to treat this evaluation section with the same attention to detail as the other sections of the evaluation criteria. 6

7 SBE Evaluation Criteria 2 0 P o i n t s Proposal will be evaluated based on: AFFIRMATIVE ACTION PLAN AAP and/or policy statement, including goals with respect to hiring staff for the Agreement and any Delivery Orders that may be issued under it. Such plan must include, but not be limited to: goals for women and minorities for management and non-management positions. DESCRIPTION OF COMMITMENT How will the Respondent manage expectations and commitment to firms that have been identified in the Schedule of Subcontractors and that will be utilized to fulfill Respondent s SBE requirements? In addition, explain the selection of Respondent's team composition, including diversity within the team and any opportunities given to team members that may be new to Respondent's team and why they were selected. DESCRIPTION OF BUSINESS DEVELOPMENT Technical Assistance, and/or Capacity Building Initiatives Description of Respondent s commitment to programs, assistance or support to enhance the capacity or facilitate the participation of SBE s, including outreach and a proposed mentoring program.

8 SBE Evaluation Criteria Cont. 2 0 P o i n t s Proposal will be evaluated based on: PRIVATE SECTOR PARTICIPATION Describe Respondent s ability to demonstrate SBE participation on private sector work or on contracts that require no goals. How is the overall effectiveness of Respondent s diversity and inclusion initiatives measured? Is it tied to a goal or metric? If so, what is the goal/metric and how has Respondent performed in relation to the goal historically? ASSURANCE What steps will Respondent take to ensure it meets the SBE participation goal and does Respondent have a dispute resolution/mediation plan in place for modification, elimination or termination of a SBE. In addition, who will oversee Respondent s SBE program and at what level are they within Respondent s organization? Also describe this individual's commitment to SBE programs, assistance or support to enhance the capacity or facilitate the participation of SBE firms under the Agreement and any Delivery Orders issued pursuant to it. What systems does Respondent have in place to reach its SBE participation and is Respondent familiar with Board's B2GNOW system and, if not, what steps will Respondent take to learn the system? 8

SBE Certification Certificates due at time of submission

codes must be relevant to scope of work!

HOWEVER, if claiming SBE credit, certification is

9 SBE Certification Certificates due at time of submission Certificates must be current and not expired Commodity codes must be relevant to scope of work! Certification not required to do business with DFW. HOWEVER, if claiming SBE credit, certification is required State of TX HUB, MBE, DBE, WBE and out of state certificates are not acceptable

10 SBE Certificate Requirements Does certification match program goal? Do the commodity codes cover your proposed scope of work? Check expiration date. Not valid if expired.

Approved Certifying Entities NORTH CENTRAL TX REGIONAL

11 Approved Certifying Entities NORTH CENTRAL TX REGIONAL CERTIFICATION AGENCY 624 Six Flags Drive, Suite 100 Arlington, TX (817) or (Processing timeframe: 60 90) DFW MINORITY SUPPLIER DEVELOPMENT COUNCIL 8828 N. Stemmons Freeway, Suite 550 Dallas, TX (214) or (Processing timeframe: days) WOMEN S BUSINESS COUNCIL SOUTHWEST 2201 N. Collins Street Arlington, TX (817) or (Processing timeframe: days) SMALL BUSINESS ADMINISTRATION 8(a) PROGRAM TEXAS DEPARTMENT OF TRANSPORTATION (NOTE: TxDOT only certifies for TxDOT highway construction and maintenance projects, not for DFW Airport projects.)

12 Relevant Market Area North TX Commission Dallas, Tarrant, Collin, Delta, Denton, Ellis, Hunt, Johnson, Kaufman, Parker, Rockwall and Wise counties! SBE must have a Place of Business inside the airport s Relevant Market Area Place of Business is defined as an establishment independently and distinctly owned, where business is conducted, goods are made or stored or processed or where services are rendered Not acceptable: P.O. Box or virtual offices and staffing services

13 Good Faith Efforts (GFE) Requirements Non-certified firms must meet the goal or demonstrate GFE to achieve goal GFE required only if the SBE goal is not met or only partially achieved GFE should not be considered a template, checklist or quantitative formula DFW will evaluate the GFE on quality, quantity, and intensity of the different kinds of efforts that the bidder/proposer made prior to proposal submission! All factors outlined and support documentation are required Lack of support documentation will deem the Proposer non-responsive Pro forma efforts are not considered good faith efforts

Counting SBE Participation SBE Primes can count their self-performance toward meeting the SBE goal, but only for the scope of work and at the percentage level they will

14 Counting SBE Participation SBE Primes can count their self-performance toward meeting the SBE goal, but only for the scope of work and at the percentage level they will self-perform A Contractor cannot count toward the Contract Specific Goal amounts paid to an affiliate subcontractor Supplier participation not the same as counting subcontractor participation

15 Supplier Participation Options MANUFACTURER If the materials or supplies are obtained from a SBE manufacturer, count 100% of the cost of the materials or supplies towards the SBE goal REGULAR DEALER If the materials or supplies are purchased from a SBE regular dealer, count 60% of the cost of the materials or supplies towards the SBE goal BROKER If the SBE firm is acting as an intermediary between two or more firms for the acquisition of supplies, materials or equipment for a fee, count only the fees and commissions at 100% MANUFACTURER S REPRESENTATIVE If the SBE firm is representing a manufacturer for a fee or commission, count only the fees and commissions at 100% 15

16 Commitment to SBE Goal Identify commitment to meet and/or exceed the SBE Goal

described on the form Prime must sign Market Area and no Affiliation confirmation Tier Level SBE Sub must

17 Schedule of Subcontractors and Intent to Perform Intent to Perform represents a commitment by the Prime Contractor that if it is awarded the contract, it will enter into a subcontract with the SBE for the work described on the form Prime must sign Market Area and no Affiliation confirmation Tier Level SBE Sub must sign Identify all subcontractor, certification status, scope of work, percentage and dollar commitment for each

DFW s Directory is not a certification database.

18 Identifying Prospective SBE Partners Minority Chambers Advocacy Organizations Certifications Agencies DFW D/S/M/WBE Online Directory DFW s Directory is not a certification database. It is a listing of certified firms that have expressed an interest in doing business with DFW or are currently doing business with DFW

19 Non-Compliance with SBE Program The DFW Board may exercise any of following remedies: A B C D WITHHOLDING FUNDS payable under this Contract, including, but not limited to, funds payable for work self-performed by the Contractor or applicable retainage TEMPORARILY SUSPENDING at no cost to DFW, Contractor s performance under the Agreement / Contract TERMINATION OF THE AGREEMENT/ CONTRACT SUSPENSION/ DEBARMENT in accordance with applicable law, of the Contractor from participating in any solicitations issued by DFW for severity of breach of Contract *These remedies are in addition to any other remedies available to the Board under this Contract or at law or in equity

20 DO NOT DO Common Submission Errors Sign all required documents Submit required/correct SBE certificates for all identified SBE firms Propose with SBE firms that have a place of business within the Relevant Market Area Provide certificates for firms that are listed on the Schedule of Subcontractors Submit certificates with expired dates Use TBD on Schedule of Subs instead of $ and % Use GFE plan as a checklist and fail to submit support documentation

21 DFW policies and procedures supersede everything said verbally

22 22 Thank You

23 23 Kelly Cleveland, Contract Administrator Procurement and Materials Management Dept.

24 Bid Solicitation Process Highlights DFW Airport s Procurement Process Managed In Accordance With Texas Government Code, Chapter 252 and Code Solicitation Highlights: SBE Requirements: 5% goal Contract Terms: Three (3) years with options to renew for two (2) additional one (1) year periods Due Date: February 14, 2019 at 2:00 p.m. (Central Time) 24

25 SBE Participation If the SBE Goal is 5% and no SBE participation is proposed, note the forms as Not Applicable. 25

26 Bid Solicitation Process Highlights (cont.) Solicitation advertised two consecutive Sundays in local papers Dallas Morning News Legal Notice Section Fort Worth Star Telegram Legal Notice Section Solicitation notice posted on DFW Airport website: ( Bids received on the date and time specified in the solicitation. Late Bids Are Not Accepted Bids will not be publicly opened and read aloud. 26

27 Bid Solicitation Process Highlights (cont.) Bids evaluated based on the following: Technical/Compliance with the Scope of Work (30 Points) Management (10 Points) Implementation (10 Points) Diversity & Inclusion Initiatives (20 Points) Price (15 Points) Customer Service/On-Going Support Plan (15 Points) Evaluation Team recommends Contract Award(s) to Vice President, PMM: Board approval is requested at the next Board Of Directors Meeting, which occurs the first Thursday of each month. After award, and receipt of documents requested by the Contract Administrator, a Limited Notice To Proceed (LNTP) is issued by VP, PMM to begin mobilization efforts. Once the Contract is executed, the Full Notice To Proceed (NTP) along with an Executed Contract issued. 27

28 Bid Solicitation Documents Solicitation Document Includes: Bid Instructions and Requirements General/Special Contract Provisions (Terms, Insurance, Bonding, Etc.) Bid Response Forms Bid Pricing Form 28

29 Bid Response Forms Exhibit 1 Bid Pricing Form Ensure completeness; review figures Cooperative Purchasing Provision Insurance Review Verification Verify with your carrier that your policy complies with the insurance coverage required Subcontractor Agreement Verification Organizational Summary Information Complete Items 1 4 ; item 5 is optional Work Force Composition Form Equal Employment Opportunity (EEO) report can substitute Insurance Affidavit Ensures the firm has the necessary insurance coverage or can obtain the coverage. Business Disclosure Form Entity ownership form; percentage of each owner must be disclosed. Failure to properly complete and submit this form with the proposal may cause the proposal to be considered non-responsive. Bid Endorsement Form Ensure the proposal submitted is authorized to obligate the firm to a binding agreement. 29

30 Bid Submission Tips Late Means Late Mail Or Fed Ex Delays, Or Traffic Accidents On I-635 Are Not Valid Excuses - You Will Be Disqualified Proposals must be delivered at: DFW Airport Headquarters 2400 Aviation Drive, 1 st Floor Procurement & Materials Management Department DFW Airport, Texas If You Don t Understand, Or It Does Not Make Sense, Submit Written Questions To The Contract Administrator Any questions should be submitted in writing to Kelly Cleveland, at rcleveland@dfwairport.com on or before: 2 p.m. (Central Time) on January 31, All s must include in the Subject Line: Questions Regarding RFB No Questions received after the designated submittal date will not be considered 30

31 Bid Submission Tips Follow All Bid Preparation Instructions Double Check To Make Sure All Forms Are Correctly Completed Make Sure All Required Documentation Is Submitted Respond To What The Bid Requests Extend All Unit Prices, Double-check All Figures Do Not Place Limitations Or Otherwise Condition The Bid 31

32 32 Risk Management Department

33 Contract Insurance Coverage Insurance Provisions, Section: INSURANCE PROVISIONS, SECTION 9: Workers Compensation Insurance Statutory Coverage Employer s Liability Insurance - $500,000 each accident Commercial General Liability (CGL) Insurance $1,000,000 Limit Any One Occurrence $2,000,000 Policy Aggregate (per location or per project) Business Automobile Liability Insurance $500,000 Combined Single Limit for Each Accident Cyber Security Liability Insurance $1,000,000 per claim/aggregate 33

34 Contract Insurance Requirements Additional Insured Endorsement Provision Refers to the Board of Directors of the DFW International Airport Board, the Board s Officers, Directors, Agents and Employees, It s Designated and/or Authorized Representatives and the Cities of Dallas, Texas and Fort Worth, Texas Waiver of Subrogation Insurers shall have no right of recovery or subrogation again the Board or other parties listed above Indemnification and Hold Harmless Contractor covets and agrees to fully indemnify and hold harmless the parties listed above A.M. Best Rating Authorized by the Texas State Board of Insurance minimum rating of A- VII 34

Contractor Responsibility Should this Contract require the use of Subcontractors: Sole responsibility of the General Contractors to either require subcontractors to provide and maintain the insurance

35 Contractor Responsibility Should this Contract require the use of Subcontractors: Sole responsibility of the General Contractors to either require subcontractors to provide and maintain the insurance coverage required herein or; Provide said insurance coverage for the subcontractor by designating the subcontractor as an additional insured by a blanket additional insured endorsement, or by specific endorsement Verify subcontractors are in compliance with all contractual insurance requirements. The Prime Contractor assumes ALL liability for those subcontractors who do not meet the insurance requirements. Access to the Air Operations Area (AOA) will not be granted without verification of insurance coverage as required 35

36 36 Ted Melnik IT Services Scope of Work

37 Review of Request For Proposal Reference the Scope of Work 37

38 Pre-Proposal Conference for Solicitation No Question and Answer Opportunity? 43

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