LABAVN LOS ANGELES BUSINESS ASSISTANCE VIRTUAL NETWORK ADMINISTRATIVE FUNCTIONS 8-16-2016
Table of Contents Introduction...2 Post an Opportunity...3 Step 1: Add Information to the Opportunity..3 Step 2: Select the NAICS Codes. 6 Step 3: Set the Business Inclusion Program (BIP)..10 Step 4: Add Documents to an Opportunity...12 Edit a Document..14 Delete a Document...16 Amend an Opportunity.18 Edit an Amended Opportunity..20 Delete an Amended Opportunity...21 Review the Business Inclusion Process (BIP) performed by Primes..22 Award an Opportunity 29 LABAVN Los Angeles Business Assistance Virtual Network Page 1
Introduction The Business Assistance Virtual Network (BAVN) is a free service provided by the City of Los Angeles and the Mayor's Office of Economic Development. Posting your department s opportunities on BAVN will allow you to advertise your opportunity to thousands of registered contractors listed in the BAVN database as well as make it easier for them to download documents, find opportunity related information, job meetings and related subcontractors online. To begin using the BAVN to post your department s opportunities you must have an Administrator account. If you do not have one, submit your request to create an account by emailing ita.bavn@lacity.org or contact the users with BAVN Department Head privileges within your Department. After a successful login you will be defaulted to your Profile page. If you have the proper authority you will see a tab named Opportunities which will allow you to review opportunities posted by your department or create a new opportunity. This manual will walk you through the following Post an Opportunity Add NAICS Codes Add Documents Set the Business Inclusion Process(BIP) Requirements Amend an Opportunity Review the Business Inclusion Process (BIP) performed by Primes Award an Opportunity LABAVN Los Angeles Business Assistance Virtual Network Page 2
Post an Opportunity Add Information to the Opportunity 1. Login into BAVN with your Administrator account and click on the Profile page 2. Click on the Opportunities tab to view your department s opportunity page. 3. Click on the Post an Opportunity on BAVN to begin the process. LABAVN Los Angeles Business Assistance Virtual Network Page 3
Fields with an asterisk * are required. LABAVN Los Angeles Business Assistance Virtual Network Page 4
Explanation of Form items: Bid Method: How the bid will be procured. Bid Methods include the following. o Whole Item. o Line item. Bid Type: Describes how the bid would be advertised. Notifications are sent out for all Bid Types with the exception of Sole Source and Modified RFP. Bid Types include o RFP Request for Proposal o RFQ Request for Quotes o RFQ Request for Qualification o RFB Request for Bid o RFI Request for Interest o SS - Sole Source o MR - Modified RFP Bid Category: Allows vendors to easily locate bids they provide services for and includes the following o Personal Services o Construction o Commodity Tracking Number: A unique or alphanumeric code used internally by a department to track a contract or opportunity. Contact Person: A person from your department who is familiar with the opportunity and would be the contact should vendors have questions regarding the opportunity. Contract Budget: The estimated budget of this contract. This value will only be viewable to the public if you check the box next o the Contract Budget field; otherwise it will only be viewable by the department staff. Display DWP link Used only by the Department of Water and Power. Contract Title: The title of the opportunity. Contract Description: A short description of the opportunity (800 characters max). Bid Post Date: The date the opportunity was posted. Remember to set the post date an hour before the current date and time. Business Inclusion Program (BIP): Indicate whether or not the contract would require the BIP. Please note that once the Opportunity has been posted you CANNOT enable the BIP BIP Outreach and Summary Due Date This is automatically set based on the Open and Closed date of the Opportunity. Click on the Submit button to go to the next step LABAVN Los Angeles Business Assistance Virtual Network Page 5
Select NAICS Codes After entering the information of the opportunity, the Administrator will be reminded of the NAICS code(s) that have to be added to the Opportunity and to set the BIP requirements for the Prime outreach. If the BIP is enabled then it is imperative that you set the Outreach goals. The BIP is not required for all Opportunities so please contact either someone within your department who has knowledge of the BIP process or contact the Bureau of Contract Administration (BCA). What are NAICS codes? The NAICS codes are a set of standardized codes used by the US Census Bureau to identify types of industries. All registered companies and opportunities on the BAVN have a set of associated NAICS codes which the system uses to match contractors with the contracts they are interested in. Selecting the NAICS codes for your opportunity is a very important step as it will categorize your opportunity online for contractors and determine the notifications that are sent out. The codes you choose will determine which contractors in our database are notified about your opportunity and therefore choosing the correct codes is crucial in having your opportunity viewed by the correct audience. You may choose and add as many codes as you feel are appropriate to describe the opportunity. If you are unsure of what codes to select, visit the NAICS homepage at http://www.census.gov/naics. LABAVN Los Angeles Business Assistance Virtual Network Page 6
NOTE: NAICS Codes cannot be added to an Opportunity if the status is Open. Please email ITA.BAVN@LACITY.ORG if you need to add additional NAICS Codes after the initial posting of the opportunity. 1. To add NAICS Codes to an Opportunity, click on the Please add NAICS codes for your opportunity link. LABAVN Los Angeles Business Assistance Virtual Network Page 7
For this example, the code 112340 will be added to this Opportunity 2. Click on the Show all 2 digit NAICS codes link 3. Click on the 2 digit code 23 and expand the list until you see the 6 digit code (112340) and check the box. The NAICS code form is presented in a hierarchical form which requires you to expand the list to the desired code you wish to use. 4. Click on the Add Codes button when you have completed your NAICS selection LABAVN Los Angeles Business Assistance Virtual Network Page 8
The NAICS Code 112340 has been added. LABAVN Los Angeles Business Assistance Virtual Network Page 9
Set the BIP Requirements To set the Business Inclusion Program (BIP) Requirements 1. Click on the Please add BIP Subcontractor outreach requirements link 2. Click on the Sub Area button to indicate that you would like Primes to outreach to Subcontractors in that particular NAICS code LABAVN Los Angeles Business Assistance Virtual Network Page 10
3. The number of certified subcontractors for the work area 112340 is listed under each certification You can either use the Suggested Requirement to Set the Contact Requirement or you can enter a desirable number in Set Contact Requirement box. The Suggested Requirement formula is explained in the table below Click on the Update button when done LABAVN Los Angeles Business Assistance Virtual Network Page 11
Add Documents 1. To add a document to the Opportunity, click on Add Documents LABAVN Los Angeles Business Assistance Virtual Network Page 12
2. To upload documents to the Scope of Work section simply click on the Choose File button to upload your documents. 3. To upload documents to the Additional Documents section click on the Choose File button to upload your documents. 4. Click on the Upload Documents button to upload your files. NOTE: Do not use special characters like %, &, $, @, (double quote), (single quote), # etc. in the file name. All special characters and spaces will be replaced by an _ (underscore). Also the actual file name should not be more than 30 characters long. Message displays Documents have been uploaded. LABAVN Los Angeles Business Assistance Virtual Network Page 13
Edit Documents To Edit a document from either the Scope of Work Documents or Additional Documents Click on the Edit link LABAVN Los Angeles Business Assistance Virtual Network Page 14
Click on the Submit button to submit your changes. LABAVN Los Angeles Business Assistance Virtual Network Page 15
Delete Documents To delete a document from either the Scope of Work Documents or Additional Documents NOTE Documents that have been viewed by the public cannot be deleted Click on the Delete link Click on Confirm button LABAVN Los Angeles Business Assistance Virtual Network Page 16
Add Amend to an Opportunity Note: An Opportunity is Amended when changes have been made to the opportunity after the initial posting. An email notification will be sent at 10pm on the day of the status change to users who have BOOKMARKED/DOWNLOADED documents prior to the status of the opportunity changing from Open to Amended. To Amend an Opportunity, do the following 1. Click on the Add Amendment link LABAVN Los Angeles Business Assistance Virtual Network Page 17
2. Add the Amendment Title and Amended Note, click on the Add Amendment button. NOTE: Click on the Add Amendment link to make any changes or updates to the Opportunity after its initial posting. A notification email will be sent to all those who have downloaded or bookmarked the opportunity. Adding a new document, meeting, etc., without clicking on the Add Amendment link, WILL NOT generate an email notification to companies who have already downloaded/bookmarked the opportunity. If the status is Amended and you still need to make additional changes to the opportunity, click on the Add Amendment link. LABAVN Los Angeles Business Assistance Virtual Network Page 18
A confirmation dialog box is shown below. The status is changed from Open to Amended. LABAVN Los Angeles Business Assistance Virtual Network Page 19
Edit an Amended Opportunity 1. Click on Edit link 2. Enter the changes and click on Update Amendments button. LABAVN Los Angeles Business Assistance Virtual Network Page 20
Delete an Amended Opportunity 1. Click on Delete link 2. Click on OK button to confirm. LABAVN Los Angeles Business Assistance Virtual Network Page 21
Review the Business Inclusion Process (BIP) performed by Primes Once the BIP Requirements are set, Primes can now outreach to Subcontractors and send solicitation letters (letters are sent through BAVN). Prime Contractors who have begun or completed their outreach will be listed on the Contact History Page. Do the following to review outreaches or summary sheets to your Oppotunity 1. Login and locate the Opportunity that you wish to review. 2. Click on Contact History tab to view the outreach performed so far. 3. Click on the name of the Prime whose outreach you wish to review Bid Methods Summary Sheets will differ slightly depending on the Bid Method. RFPs, RFQs and RFBs, there will be a Response Bid Amount column to display the bid amount. RFIs and RFQ (Qualification), the Response is either a no-submittal, or response with nosubmittal. The response bid amount is usually not required LABAVN Los Angeles Business Assistance Virtual Network Page 22
Explanation of the Summary Sheet The summary sheet displays all outreaches made by Primes to Subcontractors, the Minimum Outreach Requirement and the counts for the various certifications. LABAVN Los Angeles Business Assistance Virtual Network Page 23
The First Section displays the following information, Company Name, Company Staff and Compliance documents of the Prime Contractor. The Second section, BIP Outreach Summary, is a summary of the completed outreach to the respective work areas and various certifications. The Third section displays supporting documents uploaded by the company and selfsubmitted bids to the Prime by a subcontractor. Subcontractors can only self-submit to Primes, if the Sub was not outreach to. NOTE Self-submitted bids can be submitted to the Prime up until the Close date of the Opportunity. LABAVN Los Angeles Business Assistance Virtual Network Page 24
Fourth Section displays the complete Summary Sheet. This section is divided into three groups. All sections display the following Company Name of Subcontractor outreached (with their certification as at the time of outreach) Initial Contact Date Date on which outreach was made to subcontractor Response Date Date on which the subcontractor responded Bid Amount But amount submitted by the subcontractor for that work area Notes Any information the Prime would like to provide to the Awarding Department. 1. Subcontractors Work Areas: This section displays the list of subcontractors outreached to, in each work area identified for Subcontracting. LABAVN Los Angeles Business Assistance Virtual Network Page 25
2. Prime Work Areas: This section displays the list of contractors outreached to in the prime work areas. 3. Extended List: In addition to the Subcontractor and Prime Work Areas, there is an Extended List which displays a list of companies that have been outreached to for work areas other than those identified for the opportunity. Primes are not required to outreach to subcontractors in work areas other than those identified for subcontracting. LABAVN Los Angeles Business Assistance Virtual Network Page 26
Below is an explanation of the icons and certifications displayed on the Summary Sheet. LABAVN Los Angeles Business Assistance Virtual Network Page 27
Sample of an incomplete summary sheet: An incomplete summary sheet(indicated in pink) usually means that the Prime Contractor has not met the minimum outreach requirement specified or did not outreach to subcontractors within the certifications listed. Sample of a Completed Summary Sheet A completed summary sheet is indicated in green. The Minimum Requirements have been met and all certified subcontractors have been outreached to per work area. LABAVN Los Angeles Business Assistance Virtual Network Page 28
Award an Opportunity NOTE: With the exception of proprietary departments or departments with special privileges, all Contracts will be verified by the Bureau of Contract Administration (BCA) before it is officially awarded. To start the Award processes do the following 1. Login to BAVN with Department Admin or Edit Contract rights. 2. Under Profile, click on the Opportunities Tab. 3. Click on desired Opportunity link. 4. Click on the Edit Status link located under the Administrator menu. 5. From the current status of Closed change the status to Bidder Selected and click on the Submit button. A successful change of status will display the following confirmation message and an email, will be sent to you. Contact ITA.BAVN@LACITY.ORG immediately if you do not receive an email within a few minutes of changing the status LABAVN Los Angeles Business Assistance Virtual Network Page 29
Once the status is changed from Closed to Bidder Selected, the Award Summary tab will then be displayed. An email is sent to BCA. Please Note The Prime, and if applicable the Subcontractor information needs to be provided in the Award Details for BCA to review. 6. Click on the Award Summary Tab. LABAVN Los Angeles Business Assistance Virtual Network Page 30
7. Under Add New Award, the Award Date; Contract Number and Award Notes are not required. Click on the Add Award button to continue. LABAVN Los Angeles Business Assistance Virtual Network Page 31
Selecting a Prime Contractor 8. You can select a Prime Contractor by either the Company Name, ID or from the Suggested Company list. Please note- the Suggested Companies list will only appear if there was a BIP outreach. A Company search by Name (Paint) will show the following screen below, click on the radio button to select the company. Click on the Search Prime Contractor button to submit your request. LABAVN Los Angeles Business Assistance Virtual Network Page 32
A selection of a company from the Suggested Companies list will show the company list as follows. Select a company from the list by highlighting the company you want. 9. After the Prime Contractor has been selected, complete the form below with all pertinent information. Click on the Add Prime Contractor button to submit the form. DO NOT INCLUDE special characters such as, dollar signs and commas in the Award Amount field Verify the listed certifications are correct. LABAVN Los Angeles Business Assistance Virtual Network Page 33
Selecting a Subcontractor 10. Select a Subcontractor by Company Name, ID or from the Suggested Companies list. Selecting a Subcontractor follows the same process as selecting a Prime Contractor. Please note- the Suggested Companies list will only appear if there was a BIP outreach. After the Subcontractor has been selected, complete the form with all pertinent information. Click on the Add Subcontractor button to submit the form. DO NOT INCLUDE special characters such as, dollar signs and commas in the Award Amount field. Verify the certifications listed is up to date, if not select the certifications. Click on the Search Subcontractor link at add additional subcontractors. To view the Award Summary, click on the Go Back to Award Summary link LABAVN Los Angeles Business Assistance Virtual Network Page 34
When a subcontractor has been added there will be a confirmation note indicating that the Subcontractor was successfully added to the award as shown below. It will also show a summary of all the Selected Contractors for the Award. LABAVN Los Angeles Business Assistance Virtual Network Page 35
Award Summary NOTE Once BCA has approved the Selected Contractors, the status of the Opportunity will be changed from Bidder Selected to Pending Award by BCA. An email notification of the status change will be sent to the Awarding Department. Once the Awarding Department receives an email notification of the status change, they can then proceed with finalizing the award process and change the status to Awarded. LABAVN Los Angeles Business Assistance Virtual Network Page 36
Award Process The Awarding Department must change the status of the opportunity from Closed to Bidders Selected. An email notification will be sent to Bureau of Contract Administration (BCA It is imperative that the Awarding Department identify the Company they would like to award the contract to and fill out the award details before BCA can confirm and process the company. Once BCA receives the email, they will verify all pertinent information on the Company selected by the Awarding Department. If additional information is needed, BCA will contact the Department. After BCA approves the process they will change the status to Pending Award. ONLY BCA can change the status. The Administrator of the Awarding Department will receive an email notification that the Company has been verified and approved; the status can then be changed from Pending Award to Awarded. Note The Awarding Department has to change the Status from Pending Award to Awarded. Please contact ITA.BAVN@LACITY.ORG if you do not receive any email notifications during the award process. LABAVN Los Angeles Business Assistance Virtual Network Page 37