Pre-proposal Conference Project Title Here (RFP/RFQ #) Issuing Officer: Your Name

Pre-proposal Conference
Project Title Here
(RFP/RFQ #)
Issuing Officer: Your Name
Date/Time
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Pre-proposal Conference Template Revision 2-3-2011
Agenda
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Introductions
Housekeeping
Supplier Development and Support
Bureau of Small Business Opportunities (BSBO)
COSTARS (if applicable)
Overview of RFQ/RFP
RFQ/RFP Requirements
Areas of Interest/Attention
Review of Submitted Questions and Answers
Additional Questions and Answers
Introductions
Agency Representatives
Department of General Services
Your Name, Issuing Officer
Gayle Nuppnau, BSBO, Procurement Liaison
Agency Name
Agency Representative, Representative Title
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House Keeping
 In the event of a fire drill:
 Exit building via stairs
 Cross Walnut Street
 Gather in grass at Forum Building
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Restrooms through secure door to the left
Sign attendance register
Provide business card
Sign in sheet will be posted to eMarketplace
Supplier Development & Support
Your Gateway to All Procurement Information
Links to:
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Supplier Service Center
PA e-Marketplace
PA Supplier Portal
Procurement Handbook
Supplier Development & Support
www.eMarketplace.state.pa.us
Your Gateway to Contract Information
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Solicitations
Tabulations
Awards
Contracts
Sole Source
Upcoming Procurements
Links:
 Supplier Service Center
 Treasury Contracts
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Supplier Development & Support
www.pasupplierportal.state.pa.us
Your Gateway to Procurement
 New Supplier
Registration
 Manage company data
 Link:
 Supplier Service Center
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Supplier Development & Support
Supplier Service Center
Resources
 Frequently Asked Questions
 How to Register
 E-Alerts
 COSTARS
 Reset Password
 Resource Toolbox
 Brochures
 Guides
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Supplier Development & Support
Pamphlets available on Table:
Doing Business with the Commonwealth
Vendor Registration
CoStars Information
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Supplier Development & Support
Telephone - Toll Free:
877-435-7363
Telephone - Harrisburg:
717-346-2676
Web: www.pasupplierportal.state.pa.us
e-Mail: RA-PSC Supplier Requests@pa.gov
Vendor Registration Guide
Bidding Reference Guide
eAlerts
W-9 Form
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Proposals Due
Sealed proposal must be received on or before
XXXXXXXX, XXXX, X:00 PM EST to the Issuing Office at
the following address:
Department of General Services
Bureau of Procurement
Attn: YOUR NAME
555 Walnut Street, 6th Floor
Harrisburg, PA 17101
REF: See next slide for important information to include
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Proposal Package Notes
ADDRESS PROPERLY
Please include:
RFQ/RFP Number
Number Multiple Package
(i.e. 1 of 3, 2 of 3, etc.)
Must be Sealed
Allow time for delivery
If the proposal is delivered in person at DGS-BOP, Forum Place, you
will receive a receipt for your proposal.
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COSTARS
What is COSTARS?
 COSTARS is the Commonwealth of Pennsylvania’s Cooperative
Purchasing Program, a service provided by the Department of General
Services for Local Public Procurement Units within the Commonwealth of
Pennsylvania as established by Section 1902 of Act 57 on May 15, 1998, as
amended by Act 142 of December 3, 2002, 62 Pa. C.S. Section 1902, and
Act 77 of July 15, 2004, 62 Pa. C.S. Sections 1902 and 2107. These acts
authorize Local Public Procurement Units to participate in those contracts
for supplies and services made available by the Department of General
Services.
 Eligible Local Public Procurement Units are defined as:
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Any political subdivision;
Any public authority;
Any tax-exempt, nonprofit educational or public health institution or organization;
Any nonprofit t fire, rescue, or ambulance company;
And to the extent provided by law, any other entity, including a council of
government or an area government that expends public funds for the
procurement of supplies and services.
COSTARS
For more information regarding the COSTARS Program:
 Department of General Services, Bureau of Procurement,
COSTARS Program.
Toll-Free: 1-866-768-7827 Fax: 717-783-6241
E-mail: gs-pacostars@pa.gov
Please visit the COSTARS Web site at
www.dgs.state.pa.us/costars
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Bureau of Small Business
Opportunities
Small Diverse Business Program (SDB)
Program designed to encourage participation of Small Diverse
Businesses (SDB) in state contracting and is one of the below:
• Department of General Services, Bureau of Small Business
Opportunities (BSBO)-certified minority business enterprises (MBEs),
women business enterprises (WBEs), veteran business enterprises
(VBEs) and service disabled veteran business enterprises (SDVBEs)
that qualify as small businesses; and
• United States Small Business Administration (SBA) certified 8(a)
small disadvantaged business concerns
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Small Diverse Business Program (SDB)
 Grosses less than $20 million annually or $25 million for companies
involved in Information Technology (IT) services or sales. Proof of annual
sales can be one of 3 items listed below:
 Copies of audited financials
 Copy of recent federal tax form
 Letter from a CPA attesting to company's annual sales
 Employ no more than 100 full-time or full-time equivalent employees Proof
of number of employees can be one of 2 items listed below:
 Copy of 941's
 Letter from company attesting to number of employees
 Is able to do the work in question
 Must be for profit
 Must be owned by a U.S. Citizen
Important Information to Note: Section II of the RFP
To receive credit for being a Small Diverse Business or for subcontracting with a Small
Diverse Business (including purchasing supplies and/or services through a purchase
agreement), a Offeror must include proof of Small Diverse Business qualification in the
Small Diverse Business participation submittal of the proposal, as indicated in section II
of the RFP.
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• Copy of active certification
• Proof of annual sales
• Proof of number of employees
• If using a company in the 8(a) program must show proof of US Citizenship
• All Offerors must provide a numerical percentage for commitment based on the
base term of the contract
• Small Diverse Business (es) must be named including address and phone
• Specify the type of goods or services the Small Diverse Business(es) will
provide
• You will not receive credit by stating that you will find a Small Diverse Business
after the contract is awarded or by listing several companies and stating you will
select one later
Bureau of Small Business
Opportunities
Bureau Of Small Business Opportunities
BSBO
Ms. Gayle Nuppnau
Procurement Liaison
Telephone: (717) 346-3819
E-Mail: gnuppnau@pa.gov
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Procurement Background
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Background. [Outline the basic problem or problems that caused the agency to issue the FP.
Relate the problem to the organization mission and explain how the work to be done by the
selected contractor is expected to help solve the problem. Explain any unusual organizational
interrelationships that affect the problem or the work to be performed].
 History
 Why we need this procurement
• Services and Functions
 History data
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Current Supplier
Current Contract #
Spend
Quantities
What have we done
Met with key stakeholders to review IT and business requirements
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Discussed prevalence of existing solutions and agency challenges.
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Developed an RFQ that follows the DGS procurement process,
analyze current industry best practices and enter a competitive bid.
 Other
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Goals and Objectives
 Goals for the procurement
 Enter Goals
 Scope of the Procurement
 Enter Scope
Objectives for the Procurement
Enter Objectives
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Areas of Attention
 Example…
 Lot 1, Lot 2, Phase 1, deliverables, etc.
 Costing
 Other
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RFQ /RFP Structure
Critical Points in the RFP. [Call attention to specific portions of the RFP you would like the
Offeror to note. These may refer either to contractual or administrative matters or to the
work that is to be done. The following is illustrative only].
 Proposal is divided into the following three parts that must be submitted in
separate individual sealed envelopes:
 Technical Requirements = 50% of total points
 Small Diverse Business Submittal = 20% of total points
 Cost Submittal = 30% of total points
 Bonus Points: Domestic Workforce Utilization
 Proposal Submission Deadline- Put in date and Time
 Proposal Quantities
 5 paper copies and 2 electronic copies of Technical submittal
 2 paper copies and 2 electronic copies of Cost submittal
 2 paper copies and 2 electronic copies of Small Diverse Business submittal
 Award structure: Single award by lot or may award to a single
supplier for multiple or all lots
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Submittal Response
Proposal Technical Submittal Response
I. Two (2) Paper copies of Offeror’s
Technical response
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AND
II. Electronic responses
The Offeror’s Technical response shall include:
OR
CD
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Flash Drive
1.
Proposal document –(pdf)
2.
Domestic Workforce Utilization Form
3.
Trade Secret Form (pdf)
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Proposal Cover sheet
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Offeror & Personnel Information
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Company’s Financial Information (electronic)
7.
Dun & Bradstreet Comprehensive Report
8.
SAS 70 Report
Submittal Response
Small Diverse Business Submittal Response
I. Two (2) Paper Copies of
Offeror’s SDB Submittal
Response
AND
II. Electronic Response
OR
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RFQ/RFP Requirements
 Mandatory Response Requirements
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Financials
Personnel Qualifications
Solutions
Other
 Contract Requirements
 Signed by an official authorized to bind the company to a contract
 Must obtain 70% of total available technical points to advance
 If you specify that the proposal is not firm for the time period specified in
Section I-12 of the RFP, your proposal may be rejected.
 If there are any assumptions included in the cost submittal, your
proposal may be rejected.
 If you state that the proposal is contingent on negotiation of offeror
terms and conditions, your proposal may be rejected.
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Questions
Review of Questions
Additional Questions
Please be sure to write down all your
questions on the Q&A sheets provided.
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Questions & Answers
Answers provided today are considered unofficial
and not binding.
All questions and responses will be posted on the
DGS Emarketplace Website:
http://www.emarketplace.state.pa.us
Thank-you for attending today’s
Pre-proposal conference
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