RFP SA 1704 Quality Improvement Consultant - Malcolm Baldrige Excellence Framework. 1. Attachment A: Answers to Questions from Prospective Offerors

Transcription

1 Procurement Department P.O. Box 2266 Woodbridge, Virginia Fax (703) September 13, 2016 RFP SA 1704 Quality Improvement Consultant - Malcolm Baldrige Excellence Framework Addendum #1 THIS SOLICITATION IS HEREBY AMENDED AS FOLLOWS: 1. Attachment A: Answers to Questions from Prospective Offerors 2. Attachment B: Changes to RFP SA 1704 Acknowledgement: Any Offeror submitting a proposal for the above named solicitation shall take note of the following changes, additions, deletions, clarification, etc., in the Contract Documents, which shall become a part of and have precedence over anything shown or described in the Contract Documents, and as such shall be taken into consideration and be included in the Offeror s proposal. All other terms and conditions of the Request For Proposal shall remain unchanged. Offerors must acknowledge receipt of this amendment by signing and returning this addendum with the proposal response prior to the proposal due date and time. Authorized Signature Date Name Printed Title Company Name Direct all inquiries to: Lyle Beefelt, Prince William County Service Authority, Fax: (703) , or purchasinggroup @pwcsa.org and beefelt@pwcsa.org Addendum #1 1

2 Attachment A: Answers to Questions from Prospective Offerors Q.1. Who by name and title is the executive sponsor or champion for this effort? A.1 The executive sponsor for this effort is Leslie A. Griffith, Deputy General Manager/CFO. Q.2. What generated the interest in pursuing this work? A.2 After successfully achieving the Association of Metropolitan Water Agency s (AMWA) Gold Award for Exceptional Utility Performance, Platinum Award for Utility Excellence and Sustainable Water Utility Management Award, the Service Authority is seeking a framework for quality improvement the combines our previous efforts into a unified framework. By applying our improvement efforts to a nationally recognized framework, the Authority is seeking to create a sustainable platform for institutionalizing the progress it has made and continue improving in the future. Q.3. Has the organization previously been involved with the Virginia SPQA? If yes, what was the nature of that involvement and the timeframe? A.3 The Service Authority has not been formally involved with Virginia SPQA. Some staff members have taken general SPQA training. Q.4. Are any of the employees in the identified divisions current or past SPQA and/or Baldrige examiners? A.4 The Service Authority does not currently have any SPQA or Baldrige trained examiners. Q.5. How many employees are there in each division identified on pages A-2 and A-3? A.5 See the breakdown of FTE s by division and Department below: Division/Department FTE s Office of Executive Management 7.0 Division of Communications 6.0 Communications Services 2.0 Web and Visual Design 2.0 Community Outreach 2.0 Attachment A A-2

3 Attachment A: Answers to Questions from Prospective Offerors Division of Engineering and Planning 27.4 Engineering Administration 3.0 Development 15.4 Capital Projects 3.0 Planning 3.0 Utility Services 3.0 Division of Environmental Services and Water Reclamation (ESWR) 68.5 ESWR Administration 6.8 Regulatory Compliance 3.0 Laboratory 14.0 Safety 2.0 WR Operations 27.8 WR Maintenance 15.0 Division of Finance 63.4 Finance Administration 5.0 Accounting 9.0 Customer Service 24.5 Field Services 24.9 Division of Human Resources & Organizational Development (HROD) 9.0 Human Resources 6.0 Organizational Development 3.0 Division of Information Technology 26.0 IT Systems and Support (ITSS) 10.0 Enterprise Asset Management (EAM) 13.0 Supervisory Control and Data Acquisition (SCADA) 3.0 Division of Management and Budget 20.0 Management and Budget Administration 4.0 Procurement 8.0 Warehouse 8.0 Division of Operations and Maintenance 95.5 Operations and Maintenance Administration 11.0 Water and Wastewater Facilities 26.5 Collection and Distribution 39.0 Fleet Maintenance 5.0 Inflow and Infiltration 14.0 Attachment A A-3

4 Attachment A: Answers to Questions from Prospective Offerors Q.6. How many people serve as senior leaders of each division? A.6 Each division is headed by a director and O & M, Engineering and Planning and ESWR have deputy directors. Most departments are led by a department manager and some have additional supervisors for groups, shifts or crews within departments. Q.7. For the organizational assessment identified on page A-1, is it intended that all of the divisions be assessed in a single group or individual divisions? A.7 The organizational assessment is intended to include an evaluation of the configuration (organizational chart and duties), performance and processes of all departments listed above, as well as an assessment of the Service Authority as a whole. Q.8. On page 38 of the RFP in section 1.7, Consultant Must Be Authorized to Transact Business in the Commonwealth, can this requirement be waived by the Service Authority? A.8 The Code of Virginia requires this clause in all public contracts in the state; therefore, it cannot be waived. For this type of work, we do not anticipate complex licensing requirements, and we believe the filings with the State will not be onerous. Q.9. Does the organization the identified divisions intend to apply for the SPQA award and/or the Baldrige Award? If yes, what is the timeframe? A.9 The Service Authority s objective is to apply for and win the Virginia SPQA award by November 2018 and the Baldrige award the following year. Q.10. Under Tab 4 References B. The Service Authority cannot be used as a reference; however, all past performance with the Service Authority will be considered during the evaluation process. What Quality Improvement Consultants has the Service Authority worked with in the past three years? A.10 This is standard language for all the Service Authority s formal requests for proposals. The Service Authority has not engaged a quality improvement consultant using the Baldrige Framework to date. The Service Authority has at various times engaged consultants for strategic planning, benchmarking and business process improvement. Attachment A A-4

5 Attachment A: Answers to Questions from Prospective Offerors Q.11. Would the Service Authority be willing to waive the requirement that Successful Offerors have assisted firms that have won the Malcom Baldrige Award and have served as Baldrige examiners? A.11 Yes. The Service Authority will change these from mandatory requirements to preferred qualifications. Possession of these qualifications is still viewed favorably by the Selection Committee, but they are no longer mandatory. Please see attached changes to the RFP. Q.12. Page 24 asks the offeror to provide the full names and functional titles of each person that will be part of the Negotiation Team. Can the Service Authority please explain what it means by Negotiation Team? A.12 After evaluations are conducted by the Selection Committee, the Service Authority will enter into competitive negotiations with two or more firms. During negotiations, firms may amend their proposals with the intent of being awarded a contract. The negotiating team is comprised of staff members from your firm. The team usually includes at least some members for the team that will perform the Work but should also include other staff members who are empowered to commit your firm on contractual and financial terms. Q.13. Will the Service Authority consider adding a requirement for the program/project manager to be a recognized expert in the Baldrige community? A.13 Firms proposing a recognized expert in the Baldrige community for their program/project manager should note that in Tab 2.A.2. A recognized expert as the program/project manager is likely to receive more points from members of the Selection Committee, all things being equal. Q.14. Since the Offeror will not know the full needs of the Service Authority until after the organization assessment described on page A-1 is completed, will the Service Authority consider accepting representative (non-key) names and functional titles of roles that may be needed to complete the work? A.14 Yes. The Project Team and Key Personnel required to be submitted on Tab 2 A.1 should include all personnel required to perform the Work described in the organizational assessment. The team should also include personnel with experience implementing OFI s. Offerors may list other personnel or representative titles that may be required for subsequent Work in order to demonstrate that their firm has the capabilities to meet needs that are yet unidentified. In the event the successful Attachment A A-5

6 Attachment A: Answers to Questions from Prospective Offerors Offeror(s) determines that additional resources that are not named in the proposal are needed, such resources may be added after the contract is awarded. Q.15. Given the rigorous approach and unique knowledge and experience required to support organizations in enhancing performance to achieve the level of excellence required to receive a Baldrige award, it would be beneficial for Service Authority to partner with an organization who has personal experience pursuing and winning a Baldrige award. Will the Service Authority consider adding a requirement that the successful offeror must have received a Malcolm Baldrige National Quality Award? A.15 Such personal experience pursuing and winning a Baldrige award would be considered by the Selection Committee; however, establishing such experience as a requirement might unnecessarily limit competition under this RFP. Q.16. The requirements listed in Tab 1 D: Service Delivery Plan and Tab 2 D: Approach to the Work seem to ask for the same information. Can the Service Authority please provide more information to clarify what information should be included in Tabs 1 D and 2 D? A.16 These two elements cover similar topics. Tab 1.D is a summary while Tab 2.D requests more detailed explanation and asks Offerors to describe their approach for the representative projects described in the Scope of Work. Q.17. Page 25 requires key personnel to demonstrate experience assisting companies in winning the Baldrige award and further requires a list of 5 clients and 5 references. However, it is not necessary to have experience helping companies win a Baldrige award to successfully accomplish the first 2 tasks outlined in the scope of work: organizational assessment; and implement OFIs. Further, some companies are interested in using the framework for organizational improvement, but are not interested in pursuing the award, and supporting organizations using the framework should be considered relevant experience. Additionally, successful offerors may have significant relevant organizational experience that is separate from the experience of key personnel. Will the Service Authority consider a modification to this requirement to address these points? A.17 Yes. The Service Authority recognizes the issues raised in this question and has modified the requirement. Having coached a National Baldrige Award winner is now a preferred qualification rather than a minimum qualification. Please see attached changes to the RFP. Attachment A A-6

7 Attachment A: Answers to Questions from Prospective Offerors Q.18. Will the Service Authority consider accepting 3 references from the prime and one reference from each subcontractor? A.18 Yes, the Service Authority is willing to accept three (3) references for the prime contractor and one (1) for each subcontractor. Five (5) references for Consultants and three (3) for Subconsultants is preferred by the Selection Committee if the Offeror is willing to provide more. Please see the attached changes to the RFP. Q.19. Page 27 asks for information on Subconsultants; however, until Primary task A: Organizational assessment is complete the offeror may not know the full range of Subconsultants required to support Primary Task B: Implement OFIs. Can the offeror add Subconsultants after award? A.19 Yes, Subconsultants may be added after award of the contract with the approval of the Service Authority. Q.20. Will the Service Authority consider waiving the requirement of a minimum of five or more years in the business of organizational excellence? A.20 Yes. The Service Authority prefers five years of experience but will accept less. Q.21. To what extent is the proximity of the consultant firm a significant factor; and how do you view proximity? Do you view proximity as physical (miles or hours away) or is virtual (webex/webcam/ppt) also interpreted as close proximity? A.21 Availability/Proximity is 20% of the evaluation. Physical proximity allows for faceto-face meetings with less advance planning and travel costs, so this is relevant to the evaluation. Offerors located a further distance from our location may wish to discuss their plans for overcoming distance in their proposal. Q.22. Has the Service Authority given any thought to the number of workshops, external assessments, internal assessments, etc., as part of the overall scope? A.22 The Service Authority has not yet determined the number of workshops and assessments that will be required. However, the organizational assessment in task 1.A. of the Scope of Work will include an evaluation of the configuration (organizational chart and duties), performance and processes of all departments listed above as well as an assessment of the Service Authority as a whole. Attachment A A-7

8 Attachment B: Changes to RFP SA 1704 The following paragraphs of the RFP, 5.12.C, 5.12.D, 5.14, are replaced with the following: 5.12.C D. Having served as a Baldrige Examiner is preferred for successful Offeror(s) awarded a Basic Ordering Agreement pursuant to this RFP. Proven experience in assisting companies to win the Malcolm Baldrige National Quality Award is preferred for successful Offeror(s) awarded a Basic Ordering Agreement pursuant to this RFP Evaluation Criteria A. The committee will base the initial and final evaluation on the following criteria: Evaluation Criteria Experience of key personnel in assessing organization using Baldrige criteria (preferably serving as a Baldrige examiner) Experience of key personnel in assisting companies with quality improvement using the Baldrige Framework (preferably to win the Malcolm Baldrige National Quality Award Maximum Points per Evaluation Criteria Availability/Proximity of the Consultant/Firm 20 Approach to the Work 20 Price 10 Maximum Evaluation Points 100 Attachment B B-1

9 Attachment B: Changes to RFP SA 1704 Tab 2 is revised as follows (revisions in italics): Tab 2 Evaluation Criteria A. Experience of key personnel in assessing organization using Baldrige criteria (preferably serving as a Baldrige examiner): 1. Provide a staffing plan and list the full names and functional titles of all Key Personnel that will be part of the Work. (Key Personnel - any person whose actions or inactions can impact the successful outcome of the project). Please provide relevant experience such as Baldrige Examiner training and experience assessing organizations using Baldrige Criteria list. If Key Personnel have served as a Baldrige Examiner, please indicate the number of times each has served as a Baldrige Examiner. 2. Program / Project Manager. List the full name, business address, telephone, cell phone, and pager numbers and address of the individual that will act as the program / project manager for the Work. Provide a resume of the individual s background and skills in managing similar projects. List the following information: a) Years of experience within the area of specialty; b) Length of and type of service with firm; and, c) Education and formal training, including copies of any pertinent and required licenses / certifications. 3. Provide resumes of all Key Personnel on the Consultant s team. B. Experience of key personnel in assisting companies with quality improvement using the Baldrige Framework, including: Performing organizational assessments, identifying OFI s, and supporting initiatives aimed at implementing OFI s Supporting organizational improvement using the Baldrige framework Please list company names that your firm has assisted, if any, that have won the Malcolm Baldrige Award. Provide examples of companies your firm has assisted that illustrate the team s qualifications for this requirement. 1. Example Clients: Select projects the proposed Consultant/team members worked together, if possible, that demonstrate the Consultant/team s capability to perform the Work required for this solicitation. Submit the following minimum information for each client. Present at least 3 clients. a) Name and location of the client. Attachment B B-2

10 Attachment B: Changes to RFP SA 1704 b) Result of the work performed: If the client has won the Malcolm Baldrige Award, indicate the year the example client won the award. If the client has not won the award, or if services are ongoing, indicate the results achieved to date. c) Company name, such as a government agency, an institution, a non-profit organization, or corporation. d) Point of Contact: Provide name of a person associated with the company or organization that contracted for the consulting services, who is very familiar with the services provided and your firm s performance. List that person s telephone number and . e) Brief Description of Services and Relevance to this Work. Indicate scope, size, cost, principal elements and special features of the services provided. Discuss the relevance of the example project to the Work outlined in this solicitation. f) List the Consultant s staff members that were involved in providing services to the example client, and their roles. Tab 4 is revised as follows: Tab 4 References A. Provide at least three (3) recent references where the proposed service has been successfully used within the past five (5) years. Please use the attached Form A Offeror Reference Form. Tab 6 is revised as follows: Tab 6 Subconsultants A. Provide a list of any proposed Subconsultants that You may use on this project. Provide the same information required in Tab 1 Section E, Tab 2 Section A, and complete Tabs 3, 4, 5, and 6 for each Subconsultant. B. Include a completed Subconsultant Reference Form for each Subconsultant proposed. Please use the attached Form B Subconsultant Reference Form. C. Include a completed Subconsultant No Conflict of Interest Form for each proposed Subconsultant. Please use the attached Form C Subconsultant No-Conflict of Interest Form. Note: Form C is not revised. Attachment B B-3

11 Attachment B: Changes to RFP SA 1704 Form A Offeror Reference Form (The Service Authority cannot be used as a reference.) The Offeror shall be a competent and experienced organization with an established reputation within the community performing the type of work required for this contract. The Offeror shall have performed similar work previously, with five (5) years of experience preferred. Indicate below a listing of at least three (3) projects completed by Your firm that can substantiate past work performance and experience in the type of work required for this contract. Inclusion of five (5) projects is preferred. The Service Authority may make such investigations as it deems necessary to determine the ability of the Offeror to perform the work, and the Offeror shall furnish to the Service Authority all such information and data for this purpose as the Service Authority may request. 1. Firm Name: Percent of work by own forces: Actual completion date: Description of Work Performed: 2. Firm Name: Percent of work by own forces: Actual completion date: Description of Work Performed: Attachment B B-4

12 Attachment B: Changes to RFP SA Firm Name: Percent of work by own forces: Actual completion date: Description of Work Performed: 4. Firm Name: Percent of work by own forces: Actual completion date: Description of Work Performed: 5. Firm Name: Percent of work by own forces: Actual completion date: Description of Work Performed: Attachment B B-5

13 Attachment B: Changes to RFP SA 1704 Form B Subconsultant Reference Form (Submit a separate reference form for each proposed Subconsultant) The Service Authority reserves the right to reject offers from any firm not meeting the minimum qualifications. If any proposed Subconsultant s experience is not deemed acceptable to the Service Authority, the Service Authority shall inform the Consultant and the Consultant must identify an acceptable substitute prior to award without effecting the prices bid. Subconsultant shall be a competent and experienced firm with an established reputation within the community. Each Subconsultant shall have previously performed similar work, preferably five (5) years. Furnish a representative list of at least one (1) and preferably three (3) projects. SUBCONSULTANT S NAME: ADDRESS: TELEPHONE: CONTACT NAME: DESCRIPTION OF ITEM(S) TO BE SUBCONTRACTED: 1. Firm Name: Description: 2. Firm Name: Description: 3. Firm Name: Description: Attachment B B-6