Doing Business with the Commonwealth Paula E. Murphy May 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 $7 Million $20 Million $25 Million Building Design Services Procurement Goods Procurement Services Construction Contractor & Supplier Information Technology Goods & Services 6. 2 year renewal (effective August 2017) NEW 7. www.dgs.pa.gov > Businesses > Small Business Contracting Program 8. Free
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: Woman s Business Enterprise National Council WBE www.wbenc.org U.S. Department of Veterans Affairs Vets First Verification Program VBE/SDVE www.vetbiz.gov NEW National Minority Supplier Development Council MBE www.nmsdc.org Unified Certification Program (any state) MBE/WBE www.paucp.com (Link to PA program) U.S. Small Business Administration 8(a) Business Development Program MBE/WBE www.sba.gov > Contracting > 8(a) Business Development U.S. Business Leader s Network DOBE/SDVE www.usbln.org National Gay & Lesbian Chamber of Commerce LGBTBE www.nglcc.org 4. 2 year renewal (effective August 2017) NEW 5. www.dgs.pa.gov > Businesses > Minority, Women & Veteran Businesses 6. Free
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
Vendor Registration Go to www.pasupplierportal.state.pa.us Registration Help www.dgs.pa.gov > Businesses > Materials & Services Procurement > Supplier Service Center > Registration Guide Help Desk: (877) 435-7363, option 1
Small Business Self-Certification STEP 2: Self-certify as a Small Business
Small Business Self-Certification Logon Go to www.pasupplierportal.state.pa.us
Small Business Self-Certification Logon Logon Help: (877) 435-7363, choose option 1 RA- PSC_Supplier_Reque sts@pa.gov
Small Business Self-Certification
Small Business Self-Certification 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
Small Business Self-Certification Application Step 1: Eligibility Questions Step 2: Contact Information Small Business 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 (3 rd 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 Step 1: Eligibility Questions Step 2: Contact Information Small Business 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 (3 rd party proof) Step 7: Review & Submit SDB
Small Diverse Business Verification
Small Diverse Business Verification
Small Diverse Business Verification
Small Business Self-Certification is Immediate Small Diverse Business 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
Quick Search To search or browse ALL Small and Small Diverse Businesses by Name or Vendor Number To search or browse ALL Small and Small Diverse Businesses by Name OR 6-digit SAP Number
Advanced Search Leave field blank. Leave field blank if including other filters. Leave field blank. Search by Supplier Name, SAP Number, County, SB/SDB Classification, Stocking/Nonstock ing Supplier, UNSPSC Code, and/or UNSPSC Code Description 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.
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
Procurement Types and Factors Request for Proposal: Factors for Consideration Technical: Cost: Typically comprises 40-50% of the available points Respondents outline their approach to the problem and describe their experience and key personnel 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
Procurement Types and Factors Design Professional Selection Application for 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
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:
Job Order Contracting (JOC) Subcontracting Opportunities 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) Subcontracting Opportunities Job Order Contracting (JOC) Regional Map
Job Order Contracting (JOC) Subcontracting Opportunities Central Job Order Contracting Prime Contractors and Commitment Percentages 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 Western JOC Primes/Disciplines.J. Thomas Company(.1) General Constructio Clark Contractors (.2) HVAC Clark Contractors (.3) Plumbing Clark Contractors (.4) Electrical SDB Percentage Commitment 20.00% 7.50% 7.50% 7.50% SB Percentage Commitment 55.00% 10.00% 10.00% 10.00% JOC Primes/Disciplines K. J. Johnston, Ltd(.1) General Construction Clark Contractors (.2) HVAC Clark Contractors (.3) Plumbing Schulteis Electric (.4) Electrical SDB Percentage Commitment 8.50% 7.50% 7.50% 10.00% SB Percentage Commitment 11.50% 10.00% 10.00% 11.00%
Job Order Contracting (JOC) Subcontracting Opportunities 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, pmurphy@pa.gov 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 717-783-3119 gs-bdisbo@pa.gov Kerry Kirkland, Deputy Secretary kkirkland@pa.gov DeShawn Lewis, Director delewis@pa.gov Paula Murphy, Construction Liaison pmurphy@pa.gov Audrey Smith, Procurement Liaison audresmith@pa.gov Cassandra Nevel, Certification Supervisor cnevel@pa.gov Curtis Burwell, Procurement Compliance Supervisor cburwell@pa.gov
Professional Selections Process Bonnie Sowers, RA Public Works, Capital Planning
PROFESSIONAL SELECTIONS Process: Post Advertisement Applications Due Selection Committee Meeting Recommendation to Secretary Selections Quarter Preparation Advertise Review/ Score Applications Short-List Review Negotiation 1 month+ 1 month 1 month 1 month + 1 month
PROFESSIONAL SELECTIONS 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 Preparation 1 month+ 1000 total points distribution determined by priorities of the Ad-hoc committee. 200 minimum points required for DISBO
PROFESSIONAL SELECTIONS 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
PROFESSIONAL SELECTIONS 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
PROFESSIONAL SELECTIONS Process: Post Advertisement Applications Due Interested Professionals Register with e-builder through a link on the Commonwealth s emarketplace web site. Professionals can view Program Statements and Scoring Matrices in e-builder Preparation Advertise Professionals download Project Specific Applications from e-builder 1 month+ 1 month Completed applications are uploaded through e-builder prior to the advertised deadline.
PROFESSIONAL SELECTIONS Process: Post Advertisement Applications Due Selection Committee Meeting A Master Scoring Matrix is customized for each project. Preparation 1 month+ Advertise Review/ Score Applications 1 month 1 month 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.
PROFESSIONAL SELECTIONS Process: Preparation 1 month+ Post Advertisement Selections Quarter Advertise Applications Due Review/ Score Applications 1 month 1 month Selection Committee Meeting Recommendation to Secretary Short- List Review 1 month + Short-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
PROFESSIONAL SELECTIONS Process: Post Advertisement Applications Due Selection Committee Meeting Recommendation to Secretary Selections Quarter Preparation Advertise Review/ Score Application s Short-List Review Secretary Reviews Recommendation, Appoints Firm & Negotiations Begin 1 month+ 1 month 1 month 1 month + 1 month
Contacts Public Works, Capital Planning Liz O Reilly, Deputy Secretary loreilly@pa.gov Gary Taylor PE, Director gtaylor@pa.gov Bonnie Sowers RA, Coordinator bonsowers@pa.gov
QUESTIONS?
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