Technical Assistance & Consultant Services (RFP 14-18) Pre-Proposal Conference January 10, 2019

Transcription

1 Technical Assistance & Consultant Services (RFP 14-18) Pre-Proposal Conference January 10,

2 Introductions Michelle Herring Project Officer, Bureau of Procurement & Contract Management Audrey Smith Department of General Services April Lebo Bureau of Fiscal Management Karl Hoffman - Bureau of Fiscal Management Other Commonwealth Staff Attendees 2

3 Agenda In today s pre-proposal conference, we will cover the following: The ground rules for this pre-proposal conference; Project background; Critical points that emphasize the requirements of the RFP we consider especially important; An overview of the Technical Submittal; An overview of the Cost Proposal Submittal; The RFP project timeline; Question and Answer; and Closing comments regarding this RFP. 3

4 Ground Rules All attendees of today s pre-proposal conference are asked to sign-in. The sign-in sheet is available on the table near the entrance of the room. Potential Offerors may submit their questions in writing to the RFP Project Officer at the break or at the end of the conference on the forms provided. After the program overview, the Commonwealth team will convene and determine which questions may be preliminarily answered. Any answers to questions provided at this Pre-proposal conference are not final until issued as a formal written addendum to this RFP. Any changes to the RFP will be issued as a formal written addendum. Offerors may only communicate with the RFP Project Officer, Michelle Herring. 4

5 Background The RFP provides sufficient information to enable Offerors to prepare and submit proposals This project entails providing technical assistance and consultant services to assist with effective planning, research, development, delivery and monitoring of Medical Assistance programs, the Children s Health Insurance Program and related programs and services. Medical Assistance programs include HealthChoices, the name of Pennsylvania s physical and behavioral health statewide mandatory managed care programs, and the Fee for Services Program which reimburses facility-based services in several manners. Community HealthChoices is Pennsylvania s mandatory managed care program for older adults and individuals with physical disabilities. 5

6 Critical Points To minimize delays in proposal evaluation and to avoid rejection of your proposal, read the RFP carefully and submit a complete proposal, including signature. Evaluations will be based on what is submitted. Follow the proposal format as detailed in the RFP. Include the appropriate heading descriptions, respond to all requirements and provide any other relevant information as an appendix. Offerors must submit both a hardcopy proposal and an electronic submission in JAGGAER. The hardcopy submission must include three separately sealed submittals: Technical, Cost and Small Diverse Business/Small Business (SDB/SB). (Please pay close attention to the number of hardcopy and electronic submittals required.)

7 Critical Points Do not include proposal. any cost data in the technical portion of your Proposals must be received by 12:00 PM on February 7, The RFP will result in a contract, which will commence on the Effective Date and will end three (3) years after the Effective Date. The Department shall have the option to extend the contract for two (2) additional one (1) year periods. 7

8 Critical Points The following criteria will be used in evaluating each proposal submitted for this RFP: Technical 50% (The Offeror s technical submittal must achieve a score greater than or equal to 75% of available raw technical points to be eligible for the selection for negotiations.) Cost 30% Small Diverse Business and Small Business Participation 20% The Technical Submission evaluation will be based upon the following criteria: Offeror Qualifications; Soundness of Approach; Personnel Qualifications; and Understanding the Problem. 8

9 Technical Submittal The Department is seeking an Offeror to provide technical assistance and consulting services to assist with effective planning, research, development, delivery and monitoring of Medical Assistance and related programs and services. In addition, the selected Offeror will provide professional services to assist in the evaluation, design, and planning of program infrastructure. The scope of work will encompass both existing delivery systems as well as future initiatives. 9

10 Technical Submittal The services to be provided include: Executive Support Agreement and Research Support Program Monitoring Support Medical Assistance Transportation Program Support Quality Management Support 10

11 Cost Proposal Submittal Buyer Attachment 8, Cost Submittal Worksheet, contains spreadsheets that require the Offeror to provide an hourly rate for all tasks for each year of the contract. The Blended Hourly Rate is all-inclusive and fully loaded, meaning that all costs associated with completing the tasks are included in the hourly rate. The Offeror must complete the Cost Verification tab of the Worksheet according to the Instructions. 1/11/

12 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) Audrey Smith Procurement Liaison 12

13 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) What do I need to do? Consider subcontracting opportunities available for small diverse and small businesses Search the DGS database of SDBs and SBs and identify SDB/SB business partners for opportunities and inclusion Complete and submit with your proposal via JAGGAER: SDB/SB Participation Submittal Form Small Diverse Business Letter of Intent 13

14 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) Small Business Small Diverse Business *For-Profit US based business *Independently Owned *Not dominant in its field *No more than 100 full-time equivalent employees *the business may not exceed three-year average gross revenues of $38.5 Million, regardless of business type *Minority-Owned *Woman-Owned *Veteran-Owned *Service Disabled Veteran- Owned *Disability-Owned *Lesbian, Gay, Bi-Sexual, Transgender- Owned

15 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) Request for Proposal (RFP) : Format and Template RFP Small Diverse (SDB) and Small Business (SB) Components: Part I: General Information SDB/SB Eligibility and Program Information Part II: Criteria For Selection SDB/SB Evaluation Criteria Part V: Small Diverse and Small Business Participation Submittal Contractual obligations resulting from SDB/SB Submittal 15 Jaggaer RFP Format Supplier Attachments Questions 1.2 SDB/SB Participation

16 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) How do I find SDBs and SBs? To search all DGS-verified SDBs and DGS-certified SBs, visit the DGS website at: 16

17 The Forms

18 Getting Started SDBSB Language This section provides an overview of The Department of General Services Small Diverse and Small Business Program. It includes general information, a review of the eligibility requirements, the RFP SDB/SB evaluation and scoring process, submittal requirements and contract requirements. All reference internet links and explanations of terms can be found here.

19 Participation Submittal Form Section 1 General Information Project Description This can be found in the title of the solicitation RFP # - Found on the solicitation cover page Proposal Due Date Found on the information page of the solicitation Commonwealth Agency Name Found on the cover and information page of the solicitation be found in the title of the solicitation Agency Name Found on the cover and information page of the solicitation

20 Participation Submittal Form Section 2 Offeror Information Offeror Company s Name This should be the name of the Prime respondent to the solicitation. Offeror Contact Name The name of the authorized representative who can, if and when necessary, provide clarification on the submitted forms. Their official job title and and phone #. Is the Prime Offeror a DGS- verified SDB or DGS-self-certified SDB? If Yes provide expiration date of Verification/Cert. A link to the DGS SDB/SB database is provided for reference purposes. Offeror Company s Name This should be the name of the Prime respondent to the solicitation. Offeror Contact Name The name of the authorized representative who can, if and when necessary, provide clarification on the submitted forms. Their official job title and and phone #. Is the Prime Offeror a DGS- verified SDB or DGS-self-certified SDB? If Yes provide expiration date of Verification/Cert. A link to the DGS SDB/SB database is provided for reference purposes.

21 Participation Submittal Form Section 3 Subcontracting Information Total percent prime contractor commitments made to SDB and/or SB on the Sub Listing form. **When completed electronically, these fields are automatically calculated from the Listing form (next tab). The SDB and SB point allocation is based entirely on the percentage of the contract cost committed to SDB or SB businesses. The Department s directory of selfcertified SBs and DGS/BDISBOverified SDBs can be accessed here: Find Small and Small Diverse Businesses.

22 Participation Submittal Listing SDB and SB Subcontractors You may add up to 8 SDB/SB subcontractor. You may not iyourself if you are the prime contractor submitting the RFP/Q. For each Sub: provide company name; select from drop-down SDB or SB ; contact name; short description; % of commitment based on total contract cost; estimated dollar of the % committed; select Yes or No if sub will be used for options/renewals/extensions. Total SDB and/or SB % commitment is tallied at bottom of form and carried over to Submittal form.

23 Letter of Intent (LOI) Note that there are 8 LOIs, each corresponding to sub contractors in the Listing form. Only complete areas highlighted in Yellow. Other pertinent information is pulled from the Submittal and Listing forms. Unless electronically signed, upon completion, please print, sign, and send to corresponding sub for their signature as well.

24 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) What do I need to know? Raw score will be calculated by crediting commitments to SDBs and SBs in accordance with percentages proposed. To receive points for SDB or SB participation commitments, the SDB or SB must be listed in the Department's directory of self-certified SBs and DGS/BDISBO-verified SDBs as of the proposal due date and time. BDISBO reserves the right to adjust overall SDB or SB commitments to correctly align with the SDB or SB status of a prime contractor or subcontractor as of the solicitation due date and time, and also to reflect the correct sum of individual subcontracting commitments listed within the Letters of Intent. SDB/SB Raw Score = 200 (SDB% + (SB% x 1/3)) Proposer submitting the highest scoring SDB/SB Participation Submittal will receive all available points, with other Proposers raw scores adjusted pro rata

25 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) What do I need to know? Contract commitments made to SDBs/SBs become contractual obligations upon contract execution. Selected Proposer must submit a final, executed subcontract for each SDB/SB named within 30 days of contract execution o SDB/SB subcontractors must perform 50% of the work subcontracted to them o If subcontract cannot be achieved, Selected Proposer must notify BDISBO Individual percent commitments cannot be altered without written approval from BDISBO All SDB/SB commitments must be maintained if the contract is assigned to another prime contractor. Selected Proposer must complete quarterly utilization reporting, tracking progress in meeting commitments. Selected Proposer must contact BDISBO if circumstances arise that may affect the ability to comply with contract commitments. 25

26 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) What s New? Consideration for and inclusion of Small Businesses as prime contractors and subcontractors in addition to Small Diverse Businesses in scoring. Simple, consistent template form for SDB/SB submittal supported by executed Letters of Intent. DGS issued SDB/SB certificate not required with submittal. To receive points for SDB or SB participation commitments, the SDB or SB must be listed in the Department's directory of self-certified SBs and DGS/BDISBO-verified SDBs as of the proposal due date and time. BDISBO reserves the right to adjust overall SDB or SB commitments to correctly align with the SDB or SB status of a prime contractor or subcontractor as of the solicitation due date and time, and also to reflect the correct sum of individual subcontracting commitments listed within the Letters of Intent. 26

27 Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) Telephone: (717) Audrey Smith, Procurement Liaison Curtis Burwell, Procurement Compliance

28 Thank you for attending today s pre-proposal conference. 28

29 Timeline December 24, 2018 RFP issued January 10, 2019 Pre-proposal Conference & Deadline to submit questions January 23, 2019 Answers posted to Potential Offerors questions will be posted to the JAGGER website February 7, 2019 Due date for proposals 29

30 B Break and Question Submittal Questions may be submitted in writing on the forms provided during this break or at the end of the conference. To facilitate this portion of the conference, we have distributed question forms. Please write your questions on the forms and return them to us. A break will be provided, and we will then read each question without identifying the organization involved and, if we can, answer it now. However, any answer given today must be considered unofficial until it is confirmed in writing. We will not attempt to answer any question unless it is reduced to writing on the question form. All questions asked today will be officially answered in writing. All questions and written answers will be posted to the JAGGAER website as an addendum to, and shall become part of, the RFP. Each Offeror is responsible to monitor the JAGGAER website for new or revised RFP information.

31 Question and Answer As per the RFP Timeline, today is the last day to submit questions. No answer is official until it is answered in writing. Answers to questions will be posted to the JAGGAER website by January 23, To date, no written questions have been submitted by . 31

32 RFP #14-18 This concludes the pre-proposal conference. No further questions will be entertained or answered. Answers to all questions will be posted to the JAGGAER website by close of business on January 23, Thank you for your time and interest. 32

33 Project Officer Michelle Herring Department of Human Services Bureau of Procurement & Contract Management Health & Welfare Bldg., Rm 402 Harrisburg, PA Telephone No:(717) Any contact with the Department concerning this RFP must be through the RFP Project Officer. 33