Procurement and Materials Management Department Pre-Proposal Conference Solicitation No ITS Staffing Professional Services.

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1 Procurement and Materials Management Department Pre-Proposal Conference Solicitation No ITS Staffing Professional Services January 23,

2 2 Timothy Schmidt, Sr. Contract Administrator Procurement and Materials Management Dept.

3 ITS Staffing Professional Services Pre-Proposal Conference Agenda Agenda Procurement and Materials Management Department Timothy Schmidt, Sr. Contract Administrator Business Diversity and Development Bennie Miller, Business Specialist Electronic Solicitation Submission Timothy Schmidt, Sr. Contract Administrator Contract Insurance Requirements Timothy Schmidt, Sr. Contract Administrator Review of Proposal SOW Information Technology Services Department Q & A Bennie Miller, Selitha Hamilton, and Timothy Schmidt 3

4 4 Bennie Miller, Jr., Business Specialist Business Diversity and Development

5 Agenda Small Business Enterprise (SBE) Program Key SBE Program Points Counting SBE Participation Counting Supplier Participation Approved Certifying Agencies SBE Certification Forms Commitment to SBE Participation Form Preliminary Schedule of Subcontractors (PSS) Intent to Perform Contract as an SBE Subcontractor Sample Certificate SBE Evaluation Criteria (20 Points) Good Faith Effort (GFE) Plan Breach of SBE Requirements Common Proposal Submission Errors Identifying Prospective SBE Partners Q & A 5

Small Business Enterprise (SBE) Program DFW will establish contract specific goals The size of the contract goals will be based on scope of work, location of work, and

6 Small Business Enterprise (SBE) Program DFW will establish contract specific goals The size of the contract goals will be based on scope of work, location of work, and availability of certified firms for the program. SBE Program Construction Services (under $1M) Professional Services Non-Professional Services Solicitation Goal: 30% SBE Goal 6

7 7 Key SBE Program Points

8 Counting SBE Participation In order to count the participation of a certified SBE firm(s), the 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. 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 DBE, MBE or WBE-certified firm cannot be counted towards the SBE goal. A Contractor cannot count toward the Contract Specific Goal amounts paid to an affiliate subcontractor 8

Counting Supplier Participation Not the same as counting subcontractor participation Supplier Participation Options: Manufacturer If the materials or supplies are obtained from a SBE manufacturer,

9 Counting Supplier Participation Not the same as counting subcontractor participation Supplier Participation Options: Manufacturer If the materials or supplies are obtained from a SBE manufacturer, count one hundred percent (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 sixty percent (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%. 9

SBE Certification Not required to do business with DFW.

proposal submission in order to be credited.

Certificates must be current and not expired.

10 SBE Certification Not required to do business with DFW. HOWEVER, if claiming SBE credit, must be certified by an approved certification agency at the time of proposal submission in order to be credited. CERTIFICATION AGENCIES Certification certificates must be included with proposal submission. Certificates must be current and not expired. Commodity codes noted on certificate must be relevant to the proposed services. State of Texas, HUB, MBE, DBE, WBE and out of state certificates are not acceptable. While DFW accepts TxDOT certification, TxDOT only certifies for TxDot projects, not DFW projects. 10

11 Commitment to SBE Participation Form Identify commitment to meeting and/or exceeding the SBE Goal 11

12 Preliminary Schedule of Subcontractors (PSS) Identify all subcontractor, certification status, scope of work, percentage and and dollar commitment for each. 12

13 Intent to Perform Contract as an SBE Subcontractor Form 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. Relevant market area and affiliation confirmation. Both Prime and Sub must sign the form 13

14 14 Sample Certificate

15 SBE Evaluation Criteria (20 Points) Step One Initial proposal will be evaluated based on: Affirmative Action Plan Respondent's Affirmative Action Plan 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 nonmanagement 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 D/S/M/WBE 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 D/S/M/WBE s, including outreach and a proposed mentoring program. 15

16 SBE Evaluation Criteria Continued (20 Points) Step One Initial proposal will be evaluated based on: Private Sector Participation Describe Respondent s ability to demonstrate D/S/M/WBE 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 D/S/M/WBE participation goal and does Respondent have a dispute resolution/mediation plan in place for modification, elimination or termination of a D/S/M/WBE. In addition, who will oversee Respondent s D/S/M/WBE program and at what level are they within Respondent s organization? Also describe this individual's commitment to D/S/M/WBE programs, assistance or support to enhance the capacity or facilitate the participation of D/S/M/WBE firms under the Agreement and any Delivery Orders issued pursuant to it. What systems does Respondent have in place to reach its D/S/M/WBE participation and is Respondent familiar with Board's B2GNOW system and, if not, what steps will Respondent take to learn the system? 16

Good Faith Effort (GFE) Plan Proposers that are non-certified firms must meet the applicable goals or demonstrate good faith efforts to achieve the goals.

Proposers are required to meet ALL factors outlined and provide support documentation. Factors should not be considered as a template, checklist or some quantitative formula.

17 Good Faith Effort (GFE) Plan Proposers that are non-certified firms must meet the applicable goals or demonstrate good faith efforts to achieve the goals. GFE required only if the D/S/M/WBE goal is not achieved or partially achieved. A GFE Plan is not a checklist! Proposers are required to meet ALL factors outlined and provide support documentation. Factors should not be considered as a template, checklist or some quantitative formula. Submitting the form without support documentation, as a GFE, will automatically deem the Proposer non-responsive. DFW will evaluate the GFE on quality, quantity, and intensity of the different kinds of efforts that the bidder/proposer has made. Mere pro forma efforts are not good faith efforts 17

18 Breach of SBE Requirements If current Contractor is in breach of any of the SBE Program requirements, the Board may exercise any of following remedies, in addition to any other remedies available to it under this Contract or at law or in equity: A. Withholding funds payable under this Contract, including, but not limited to, funds payable for work self-performed by the Contractor or applicable retainage; B. Temporarily suspending, at no cost to DFW, Contractor s performance under the Agreement/Contract; C. Termination of the Agreement/Contract; D. Suspension/debarment, in accordance with applicable law, of the Contractor from participating in any solicitations issued by DFW for severity of breach of Contract. 18

Common Proposal Submission Errors Failure to sign all required documents. Failure to submit required SBE certificates for all identified MBE firms.

19 Common Proposal Submission Errors Failure to sign all required documents. Failure to submit required SBE certificates for all identified MBE firms. Failure to submit correct SBE certificates; instead submitted a HUB, WBE or MBE certificate. Failure to submit a current SBE certificate; instead submitted an MBE certificate with expired dates. Failure to propose with SBE firms that have a place of business within the Airports Relevant Market Area. Providing certificates for firms that are not listed on the Schedule of Subcontractors or Not providing certificates for firms that are listed on the Schedule of Subcontractors Use of TBD on a Schedule of Subs instead of dollars & percentages Using the Good Faith Effort plan as a checklist and not submitting support documentation 19

Identifying Prospective SBE Partners Pre-Bid Meeting Pre-Bid Meeting Sign-In Sheet *DFW D/S/M/WBE Online Directory: www.dfw.diversitysoftware.

20 Identifying Prospective SBE Partners Pre-Bid Meeting Pre-Bid Meeting Sign-In Sheet *DFW D/S/M/WBE Online Directory: Minority Chambers Advocacy Organizations Certifications Agencies * DFW s D/S/M//WBE Directory is not a certified database. It is a listing of certified and non-certified firms that have expressed an interest in doing business with DFW or are currently doing business with DFW. 20

21 Q & A Contact Us Business Diversity and Development Department BusinessDiversityandDev@dfwairport.com Guy Toliver, Business Development Manager Airport Concessions Point of Contact gtoliver@dfwairport.com Bennie Miller, Business Specialist Procurement Goods and Services Point of Contact bmiller@dfwairport.com Danielle Thompson, Business Development Manager Design Code and Construction, TRIP Point of Contact dthompson@dfwairport.com Adriana Hinojosa, Diversity Compliance Specialist B2Gnow Point of Contact alopez@dfwairport.com Cheryll Jeter, Business Specialist Design Code and Construction cjeter@dfwairport.com 21

22 DFW Policies and Procedures Supersedes Everything I have said Verbally. 22

23 23 Thank You

24 24 Timothy Schmidt, Sr. Contract Administrator Procurement and Materials Management Dept.

25 Electronic Solicitation Submission An option to hard copy delivery will be electronic submission via . Hard copy or thumb drive delivery can still be used. If submitting by multiple methods which include electronic submissions, the electronic submission will prevail if there are discrepancies. Electronic Submissions Must ONLY go to Do NOT send bids/proposals to Airport Board Contact. Bidder should include ONLY the requested information and forms when sending electronically. All incoming bids/proposals will receive confirmation of receipt to the sender. Submissions that come in after close date and time are considered non-responsive and will be rejected (same as current standard practice). 25

26 Electronic Solicitation Submission The guidelines below will help with successful submission. Subject of Solicitation No and Solicitation Title ITS Staffing Professional Services Body of should contain Submittal Label information (same as standard practice). Submission must be signed and in PDF format. Submission should be separated by bidding tabs. Size including attachments must not exceed 20MB. Multiple s can be sent. Please state number of s to expect (such as 1 of 2, etc) Confirmation is automatically sent and bidder should use this as Date/Time receipt. If no confirmation is received bidder should contact the Airport Board Contact (Contract Administrator). Questions: Airport Board Contact / Contract Administrator 26

27 Proposal 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 Timothy Schmidt, at tschmidt@dfwairport.com on or before: 4:00 p.m. (Central Time) on Thursday, February 26, 2018 (Central Time) All s must include in the Subject Line: Questions Regarding RFB No Questions received after the designated submittal date will not be considered 27

28 Proposal Solicitation Process Highlights DFW Airport s Procurement Process Managed In Accordance With Texas Government Code, Chapter 252 and Code Solicitation Highlights: SBE Requirements: 30% goal Contract Terms: Three (3) year period with options to renew for two (2) additional one (1) year periods Initial Three (3) year period shall include Installation and after System Acceptance and Warranty, will start the Maintenance Support Due Date: Friday, February 26, 2018 at 4:00 p.m. (Central Time) 28

29 Proposal 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: ( Proposals received on the date and time specified in the solicitation. Late Proposals Are Not Accepted Proposals will NOT be publicly opened and read aloud; 29

30 Proposal Solicitation Process Highlights (cont.) Proposals evaluated based on the following: All Proposals shall have Proposal Submittal Label See Page VI All Required Documentation/Submittals will be verified for completeness - Proposal Checklist See Page 21 Evaluation Criteria See Page 23 SBE is 30% Do not over look this requirement All Proposals shall have all the require forms filled out See Page 91 thru 109 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. 30

31 Proposal Solicitation Documents Solicitation Document Includes: o Proposal Instructions and Requirements See Page 10 o Evaluation Criteria See Page 23 o Specifications / Scope of Work See Page 26 o Special Contract Provisions See Page 58 o General Terms and Conditions See Page 81 o Proposal Response Forms See Page 91 o Proposal Pricing Form See Page 93 o Use the MS Excel file provided in the Solicitation 31

32 Proposal Response Forms Exhibit 1 Proposal Pricing Form Cooperative Purchasing Provision Contracting Prohibitions Varication Prohibition of Contract with companies boycotting Israel 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 Small Business Enterprise Forms 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. 32

33 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 Exceptions, Limitations, Or Otherwise Conditions The Bid 33

34 34 Risk Management and Insurance Requirements

35 Contract Insurance Coverage Insurance Provisions, Section: INSURANCE PROVISIONS, SECTION 6: 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 $100,000 - Damage to Rented Premises $1,000,000 - Personal and Advertising Injury $2,000,000 - Policy Aggregate (per location or per project) $2,000,000 Completed Operations Aggregate Business Automobile Liability Insurance $500,000 Combined Single Limit for Each Accident Professional Liability Insurance (if providing a service) $1,000, Minimum Cyber Security Liability Insurance $1,000, Minimum 35

Coverage Notification Pre-Contract Execution Prior to the execution of the Contract, you must have your insurance agent(s), broker(s), or insurers(s): Provide evidence of insurance in form of

36 Coverage Notification Pre-Contract Execution Prior to the execution of the Contract, you must have your insurance agent(s), broker(s), or insurers(s): Provide evidence of insurance in form of certificate and Fax or insurance certificates: FAX: (972) Keep certificate current for the entire period you are liable for your product and/or work, but not less than the warranty period of our Contract Accord Form 25 DFW Risk Dept. will verify coverage prior to Notice to Proceed 36

Contractor Responsibility Should this Contract require the use of Subcontractors: It is the responsibility of the Prime Contractor is to flow down the requirement or; The Prime Contractor can

37 Contractor Responsibility Should this Contract require the use of Subcontractors: It is the responsibility of the Prime Contractor is to flow down the requirement or; The Prime Contractor can underwrite additional insured by a blanket additional insured endorsement 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 37

38 38 Timothy Schmidt, Sr. Contract Administrator Procurement and Materials Management Dept.

39 Pricing Page: (Fixed Mark-Up RATE) - Four (4) Experience Level - Do Not Include Fringe and Burden in your Mark-Up (TAXES are Pass-through) - Hours are Estimate - Discounts after 6 month on the Mark-UP - Carry your Mark-Up Rate out to the Hundredth (example 21.15%) JOB TITLES Hours JUNIOR PER HOUR RATE (EXPERIENC E < 1 Year) RANGE PRICING SCHEDULE MINIMUM PER HOUR RATE (EXPERIENCE > 1 Years) MEDIUM PER HOUR RATE (EXPERIENC E > 3 Years) MEDIUM PER HOUR RATE (EXPERIENC E > 5 Years) Fringe Benefits: Burden: Profit: Includes: (Pension, Health/Welfare, Training/Certificat ion, Vacation/Holiday, other) Includes: (Taxes & Insurance, FICA, Medicare, Federal UI, Texas UI, Worker Compensation, Other) Includes: (Overhead, Profit, but No Fee's) TOTAL % MARK- UP Rolled Up Mark-UP (= Fringe + Burden + Profit) DISCOUNTS DISCOUNTS DISCOUNTS DISCOUNTS > 6 Months of Consistant Employment or > 980 Hours of billing (% OFF of TOTAL MARK-UP) > 9 Months of Consistant Employment, or > 1,470 Hours of billing (% OFF of TOTAL MARK-UP) > 12 Months of Consistant Employment, or > 1,960 Hours of billing (% OFF of TOTAL MARK-UP) > 15 Months of Consistant Employment or > 2,450 Hours of billing (% OFF of TOTAL MARK-UP) IT Projects Team Project Manager 6140 % % % % % % % % PMO Manager /Lead 2000 % % % % % % % % PMO System Admin 2080 % % % % % % % % PMO Analyst 2000 % % % % % % % % Business Analyst 12,480 % % % % % % % % Project Coordinator 2000 % % % % % % % % Technical Writer 1800 % % % % % % % % Quality Assurance Team QA Analyst 12,480 % % % % % % % % QA Automation Analyst 2,080 % % % % % % % % Performance Test Analyst 1,040 % % % % % % % % Data Warehouse / ETL / Backend Tester 4000 % % % % % % % % Business Intelligence QA Analyst 1632 % % % % % % % % Security Test Engineer 1632 % % % % % % % % Security Test Architect 640 % % % % % % % % Business Intelligence Team BI Consultant 4,160 % % % % % % % % Senior BI Consultant 1000 % % % % % % % % Senior Architect 2080 % % % % % % % % ETL Developer Architect 500 % % % % % % % % Senior ETL Developer Architect 6,080 % % % % % % % % Graphic Designer 520 % % % % % % % % Social Media Specialist 520 % % % % % % % % Security Team Security Specialist 2080 % % % % % % % % Senior Security Analyst 2080 % % % % % % % % Security Engineer 980 % % % % % % % % 39

40 Pricing Shall Include Deliverables: The Four (4) Experience Level will set a Expectation of Pay Range Case by case basis: (This is for Evaluation Purpose Only) Level One = 0 to 1 years of experience straight out college Level Two = 1 to 3 years of experience Level Three = 3 to 5 years of experience Level Four = 5 plus years of experience Did the contractor use reasonable assumption to price? Base your pricing at total of 1,960 hours or 49 weeks Exempt Employee shall include Holidays, Vacation, and Sick leave (will not be allowed to bill DFW) No Overtime for Exempt Employees Contractor shall provide reporting notices each Month at Delivery Order level Limitation of Funds at 75 percent Kicks in Reporting Reports on Percent of funds use at Contract and Delivery Order 40

41 Pricing Shall Include Deliverables such as Candidates Culture Vetting Is the Candidate a good Cultural fit Education and Employment Vetting Pay Attention to Employment, Education, Professional License, Certifications, Military Service, and other reference checks Estimated Hours are not a guarantee of total for contracted job titles A Contractor cannot require exclusive subcontracting or teaming arrangements or agreements with subcontractors. 41

42 Pre-Proposal Conference for Solicitation No ITS Staffing Professional Services Question and Answer Opportunity? 43

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