“Doing Business with the Commonwealth” Paula E. Murphy

“Doing Business with the

Commonwealth”

Paula E. MurphyMay 23, 2018

Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO)

Agenda

➢Small and Small Diverse Business Programs

➢Procurement Types and Factors

➢Bidding Opportunities

➢Programmatic Work In Progress

➢Professional Selections Process

SMALL AND SMALL DIVERSE BUSINESS PROGRAMS

Small Business Self-Certification Eligibility

Small Business Eligibility Criteria

1. For profit United States business

2. Independently owned

3. Not dominant in its field of operation

4. No more than 100 Full-Time Equivalent (FTE) employees

5. Earns no more than a maximum 3-year Average Gross Sales depending on Business Type

6. 2 year renewal (effective August 2017) NEW

7. www.dgs.pa.gov > Businesses > Small Business Contracting Program

8. Free

$7 Million $20 Million $25 Million

• Building Design Services • Procurement Goods

• Procurement Services

• Construction Contractor & Supplier

• Information Technology Goods & Services

http://www.dgs.pa.gov/

Small Diverse Business Verification Criteria

Small Diverse Business Eligibility Criteria

Verification of Minority (MBE), Woman (WBE), Veteran (VBE), Service Disable Veteran (SDVE), LGBT (LGBTBE), Disability-Owned (DOBE) Business Enterprise

1. Self-certified as a small business with the Small Business Contracting Program

2. At least 51% minority, women, veteran, service-disabled veteran, LGBT, or Disability owned and controlled.

3. Certification through at least one of the following approved third parties:

4. 2 year renewal (effective August 2017) NEW

5. www.dgs.pa.gov > Businesses > Minority, Women & Veteran Businesses

6. Free

Woman’s Business Enterprise National Council

WBEwww.wbenc.org

National Minority Supplier Development Council

MBEwww.nmsdc.org

Unified Certification Program (any state)

MBE/WBEwww.paucp.com (Link to PA program)

U.S. Department of Veterans Affairs Vets First Verification

Program VBE/SDVE

www.vetbiz.gov

U.S. Small Business Administration 8(a) Business Development Program MBE/WBE

www.sba.gov > Contracting > 8(a) Business Development

NEW

U.S. Business Leader’s Network DOBE/SDVE

www.usbln.org

National Gay & Lesbian Chamber of Commerce

LGBTBEwww.nglcc.org


http://www.wbenc.org/

http://www.nmsdc.org/

http://www.paucp.com/

http://www.vetbiz.gov/

http://www.sba.gov/

http://www.usbln.org/

http://www.nglcc.org/

The Process

➢ STEP 1: Register as a vendor

➢ STEP 2: Self-certify as a Small Business

➢ STEP 3: Verify as a Small Diverse Business

The Process

➢ STEP 1: Register as a vendor

Vendor Registration

The PA Supplier Portal is a website where you can register your company as a Commonwealth of Pennsylvania Supplier and participate in electronic bidding opportunities.

The Vendor Number is a unique six-digit number assigned to a registered Commonwealth Supplier.

As part of registration you will create a User ID and Password.

Register as a Vendor

SUPPLIER INSTRUCTIONS

➢ Go to www.pasupplierportal.state.pa.us

Vendor Registration

Registration Help

www.dgs.pa.gov > Businesses > Materials & Services Procurement > Supplier Service Center > Registration Guide

Help Desk: (877) 435-7363, option 1

http://www.pasupplierportal.state.pa.us/


Small Business Self-Certification

➢ STEP 2: Self-certify as a Small Business

Small Business Self-Certification Logon

➢ Go to www.pasupplierportal.state.pa.us

http://www.pasupplierportal.state.pa.us/

Logon Help:

(877) 435-7363, choose option 1

[email protected]

Small Business Self-Certification Logon

mailto:[email protected]

A security warning will appear while on the PA Supplier Portal

website.

GOAL To be able to view all content,

secure and nonsecure.


Small Business Self-Certification Application

Small Business

➢ Step 1: Eligibility Questions

➢ Step 2: Contact Information

➢ Step 3: Business Profile (UNSPSC classification codes)

➢ Step 3 Continued: Business Profile (contractor, manufacturer, stocking/non-stocking supplier)

➢ Step 4: Document upload (federal tax returns)

➢ Step 5: Review & Submit

Small Diverse Business

➢ Step 6: Small Diverse Business (3rd party proof)

➢ Step 7: Review & Submit SDB

Self-Certification Application

Sign In

Small Business Self-Certification Application

Small Diverse Business Verification

➢ STEP 3: Verify as a Small Diverse Business

Small Diverse Business Self-Certification Application

Small Business

➢ Step 1: Eligibility Questions

➢ Step 2: Contact Information

➢ Step 3: Business Profile (UNSPSC classification codes)

➢ Step 3 Continued: Business Profile (contractor, manufacturer, stocking/non-stocking supplier)

➢ Step 4: Document upload (federal tax returns)

➢ Step 5: Review & Submit


➢ Step 6: Small Diverse Business (3rd party proof)

➢ Step 7: Review & Submit SDB

Small Diverse Business Verification

Small Business

Self-Certification is Immediate


Review Process

Approximately 14 business days

Benefits

Public database of Small and Small Diverse Businesses

www.dgs.pa.gov > Businesses > Small Diverse Business Program > Locate Small and Small Diverse Businesses > www.dgs.internet.state.pa.us/suppliersearch

• Free Marketing

• Accessed by Commonwealth agencies, prime contractors, municipalities, and other organizations seeking Small and Small Diverse Businesses

• Research the competition

• Notifications of opportunities, special events, and networking activities


http://www.dgs.internet.state.pa.us/suppliersearch

Quick Search

To search or browse ALL Small and Small Diverse

Businesses by Name OR 6-digit SAP Number

To search or browse ALL Small and Small

Diverse Businesses by Name or Vendor Number

Advanced Search

Search by Supplier

Name, SAP

Number, County,

SB/SDB

Classification,

Stocking/Nonstock

ing Supplier,

UNSPSC Code,

and/or UNSPSC

Code Description

Leave field blank if including other filters.

Leave field blank.

Leave field blank.

Select one or

more counties.

Leave blank to

search all.

Advanced Search

Select one or more

classifications. To pull

only SDBs, check “Select

all Small Diverse

Business Classifications”

below. To Include SBs,

check “Small Business”.

Enter a brief code description

(e.g. Door)

OR

Browse and select

one or more codes.

Don’t know the

codes you want?

Search for codes at

www.UNSPSC.org.

http://www.unspsc.org/

Advanced Search

Use multiple filters to restrict your

search results to exactly what and

where you need.

Search Results

Self-Certified Small

Businesses? Yes

Small Diverse

Businesses?

• Houck Services

Inc: No

• Reeb Building

Systems: Yes

Supplier Profile

SB & SDB Expiration Dates

SB/SDB Classifications

SB/SDB Contact Information

Supplier Profile

SB/SDB

Address

SB/SDB

Codes

Supplier Profile

Not SB or SDB

SB

Not SDB

SB

SB/SDB Renewal

SB Certification/SDB Verification

➢ Renewal 2 years (new) subsequent from date of most recent certification/verification or recertification with lapse

➢ Renewal period opens 30 days prior to expiration

Notification of SB Certification/SDB Verification Expiration (Email)

➢ First Notice: 30 days prior to expiration

➢ Second Notice: 15 days prior to expiration

Vendor Removal Day of Expiration: SB/SDB

➢ 15-day grace period begins

➢ Renewal without lapse

Renewal Subsequent to 15-Day Grace Period

➢ Renewal with lapse

Procurement Types and Factors

The Procurement Code provides for two primary methods of competitive procurement for services, supplies, and construction:

Invitation for Bid:

• Used most frequently

• Traditional “sealed bidding”

• Award made on price alone

Request for Proposal:

• Used for more complex, non-commodity purchases

• “Best Value” approach, in which multiple factors are considered: technical, cost and SDB/SB commitments

• Only procurement vehicle that considers SDB/SB status


Request for Proposal: Factors for Consideration

Technical:

• Typically comprises 40-50% of the available points

• Respondents outline their approach to the problem and describe their experience and key personnel

Cost:

• Typically comprises 30-40% of the available points

• Respondents provide cost models, as outlined in the RFP

SDB/SB Participation Submittal

• Set at 20% of the available points

• Respondents provide commitments (expressed as a percentage of the cost) to SDBs/SBs and indicate their status as a SDB/SB


Design Professional Selection Applicationfor Specific Project:

• Used for procuring a design professional(s) for a capital project

• Approach considers multiple factors: Equitable Distribution of Contracts, Particular Capability, Geographic Proximity, Necessary Available Personnel and Other Relevant Circumstances

SDB/SB Participation Submittal

• Set at 20% of the available points

• Applicant Respondents provide commitments (expressed as a percentage of its total compensation toward SDB and SB consultant participation

Participation Submittal Form

Criteria for Selection

Raw score will be calculated by crediting commitments to SDBs and SBs with total available points. 200 “MAXIMUM” Points.

SDB/SB Raw Score =

200 (SDB% + (SB% x 1/3))

SDB prime Proposers are eligible to receive 100% of the SDB/SB points

Applicants who indicate subconsulting commitments to SDB/SBs will be credited in accordance with percentages proposed

Applicant submitting the highest scoring SDB/SB Participation Submittal will receive all available points, with other Proposers’ raw scores adjusted pro rata

SDB/SB Contract Requirements

• Contract commitments made to SDBs/SBs become contractual obligations upon contract execution— SDB/SB subconsultants must perform 50% of the work subcontracted to them

• Percent commitments cannot be altered without written approval from BDISBO

• Selected Applicant must complete utilization reporting, tracking progress in meeting commitments

• Selected Applicant must contact BDISBO if circumstances arise that may affect the ability to comply with contract commitments

• Sanctions May Apply if the Selected Applicant fails to satisfy its SDB/SB commitments

Bidding Opportunities

Before you can respond to bids you need to find them.

eMarketplace

www.emarketplace.state.pa.us

Click “Solicitations”

http://www.emarketplace.state.pa.us/

www.dgs.pa.gov

eAlerts

Learn about upcoming solicitations or changes to solicitations through eAlerts

www.dgs.pa.gov

› Businesses

› Materials &

Services

Procurement

› Supplier

Service Center

› e-Alerts


Job Order Contracting (JOC) Subcontracting Opportunities

Construction Contracting Opportunities for DGS Self-Certified Small Businesses and DGS Verified Small Diverse Businesses

What Is Job Order Contracting?

• Job Order Contracting (JOC) was recently implemented by the department. It is a mechanism to deliver the Commonwealth’s portfolio of agency small construction projects estimated at $25 million annually.

• The Commonwealth entered into twelve (12) separate indefinite quantity Job Order Contracting (JOC) Service Contracts encompassing each of the following disciplines and regions:

Disciplines (Four):

General Construction

HVAC

Plumbing

Electrical

Regions (Three):

Central

Eastern

Western

What Types of Subcontracting Opportunities Exists?

Professional Design Services

Construction Subcontracting

Construction Goods and Materials


Job Order Contracting (JOC) Regional Map


Job Order Contracting Prime Contractors and Commitment Percentages


Central

JOC Primes/Disciplines Lobar (.1) General Construction Clark Contractors (.2) HVAC Clark Contractors (.3) Plumbing I.B. ABEL, Inc. (.4) Electrical

SDB Percentage Commitment 20.00% 7.50% 7.50% 20.00%

SB Percentage Commitment 20.00% 10.00% 10.00% 2.00%

Eastern

JOC Primes/Disciplines S.J. Thomas Company(.1) General ConstructionClark Contractors (.2) HVAC Clark Contractors (.3) Plumbing Clark Contractors (.4) Electrical



Western

JOC Primes/Disciplines K. J. Johnston, Ltd(.1) General Construction Clark Contractors (.2) HVAC Clark Contractors (.3) Plumbing Schulteis Electric (.4) Electrical



Who Will Benefit?

DGS Self-Certified Small and Verified Small Diverse Businesses

(Vendors) will have opportunities to participate in future networking

meetings facilitated by the commonwealth. This connection will benefit

JOC Prime Awardees, DGS Self-Certified Small Businesses and Verified

Small Diverse Business Vendors, along with assisting in fulfillment of

Small and Small Diverse Business Participation Utilization requirements

and JOC programmatic efforts.

How do I sign up for Future Networking Meetings With Awarded JOC

Prime Contractors?

Contact –

Paula Murphy, Construction Liaison, [email protected] 717-787-8324



Programmatic Work in Process

Strategy development for SDB/SB changes to low-bid, capital construction

Continued research into modernizing BDISBO systems for data capture and reporting

Planning for continued improvements and enhancements to BDISBO Annual Report

Mentor Protegee Program

Additional procurement reform opportunities: Invitation to Qualify (ITQ); Solicitations for Leasing; Disparity Study

Contacts

Bureau of Diversity, Inclusion and Small Business Opportunities

[email protected]

Kerry Kirkland, Deputy [email protected]

DeShawn Lewis, Director

[email protected]

Paula Murphy, Construction Liaison

[email protected]

Audrey Smith, Procurement Liaison

[email protected]

Cassandra Nevel, Certification Supervisor

[email protected]

Curtis Burwell, Procurement Compliance Supervisor

[email protected]








“Professional Selections Process”

Bonnie Sowers, RA

Public Works, Capital Planning

PROFESSIONAL SELECTIONS❖ Process:

Preparation

1 month+

Selections Quarter

Advertise

1 month 1 month

Review/ Score

Applications

Short-List Review

1 month +

Negotiation

1 month

Post

Advertisement

Applications

Due

Selection

Committee

Meeting

Recommendation

to Secretary

PROFESSIONAL SELECTIONS

Preparation

1 month+

Post

Advertisement

SCORING MATRIX

Based on Criteria Described in the Procurement Code:

• Equitable Distribution of Work

• Particular Capability

• Geographical Distance

• Necessary Available Personnel

• Other – Small & Diverse Business Interests

1000 total points – distribution determined by priorities

of the Ad-hoc committee.

200 minimum points required for DISBO


Preparation

1 month+

Post

Advertisement

SCORING MATRIX

Based on Criteria Described in the Procurement Code:

• Equitable Distribution of Work

Number of Commonwealth Contracts – Prime only

Total Fee Award

• Particular Capability

Firm’s Experience with projects of similar size, scope,

& complexity, including among other factors – public bidding

Consultant’s Experience

Firm’s experience working with consultant team

• Geographical Distance

Distance from Project Office to Project Site

• Necessary Available Personnel

Adequacy of the project team – sufficient number & composition

Team leadership’s experience managing similar projects

• Other – Small & Diverse Business Interests


Preparation

1 month+

Post

Advertisement

POST SHORT-LIST REQUIREMENTS

Optional, May Include:

• Interview

• Work Plan

• Organizational Chart

• Vision for the Project

• Anticipated Risks

• Financial Information

• Legal Claims

• Non-Binding Fee Proposal

• Other . . .

Determined Prior to Advertising and is Included

in the Advertisement


❖ Process:

Preparation

1 month+

Advertise

1 month

Post

Advertisement

Applications

Due

Interested Professionals Register with

e-Builder through a link on the

Commonwealth’s eMarketplace web

site.

Professionals download Project

Specific Applications from e-Builder

Completed applications are

uploaded through e-Builder prior to

the advertised deadline.

Professionals can view Program

Statements and Scoring Matrices in

e-Builder


❖ Process:

Preparation

1 month+

Advertise

1 month 1 month

Review/ Score

Applications

Post

Advertisement

Applications

Due

Selection

Committee

Meeting

A Master Scoring Matrix

is customized for each

project.

DGS, BDISBO, & the

Governor’s Selection

Committee Members score

respective sections of the

Master Scoring Matrix.

Scores are combined and

tallied at the Selection

Committee Meeting.

The top three scoring firms

form the Short-List.


❖ Process:

Preparation

1 month+

Selections Quarter

Advertise

1 month 1 month

Review/ Score

Applications

Short-List

Review

1 month +

Post

Advertisement

Applications

Due

Selection

Committee

Meeting

Recommendation

to SecretaryShort-Listed

firms notified.

Short-Listed

firms submit

additional

information &/or

interview, as

required.

Ad-Hoc

Committee

reviews Short-list

and makes

recommendation

to the Secretary


❖ Process:

Preparation

1 month+

Selections Quarter

Advertise

1 month 1 month

Review/ Score

Applications

Short-List Review

1 month +

Secretary Reviews Recommendation, Appoints Firm &

Negotiations Begin

1 month

Post

Advertisement

Applications

Due

Selection

Committee

Meeting

Recommendation to

Secretary

Contacts

Public Works, Capital Planning

Liz O’Reilly, Deputy [email protected]

Gary Taylor PE, Director

[email protected]

Bonnie Sowers RA, Coordinator

[email protected]




QUESTIONS ?

Thank You

“Doing Business with the Commonwealth” Paula E. Murphy

Documents

Transcript of “Doing Business with the Commonwealth” Paula E. Murphy