Doing Business with the Airports Authority June 23, 2017 Office of Supply Chain Management
Introduction to MWAA Agenda Office of Supply Chain Management Procurement & Contracting Small Business Programs Outreach Activities Sources of Information Upcoming Opportunities 2
Introduction to MWAA Ronald Reagan Washington National Airport Washington Dulles International Airport Dulles Toll Road Dulles Corridor Metrorail 1986 1987 2008 2014 MWAA Created MWAA Operates DCA & IAD Control of DTR Metrorail The Airports Authority was created with consent of U.S. Congress by Acts of D.C. Council and the Virginia General Assembly MWAA assumed operating responsibility for DCA and IAD under a 50-year lease; subsequently extended through 2067 MWAA could access bond markets to finance capital development at the airports VDOT transferred operational and financial control of the Dulles Toll Road to MWAA for a term through 2058 to facilitate funding of a 23- mile Metrorail system extension Metrorail Phase 1 opened for passenger service in July 2014 Phase 2 will extend service to Dulles Airport and Loudoun County 3
Airports Authority Procurement Policy MWAA is a public body politic and corporate, created by joint legislation between the Commonwealth of Virginia and the District of Columbia Metropolitan Washington Airports Act of 1986 authorized the lease of Dulles and Reagan National to MWAA, which states that MWAA: shall obtain, to the maximum extent practicable, full and open competition through the use of published competitive procedures The Board of Directors adopted the Airports Authority Contracting Manual, which sets forth procurement policies and procedures 4
Office of Supply Chain Management Procurement & Contracts Property Supplier Diversity Unified purchasing approach Corporate asset management Regional economic development BUSINESS INTEGRATION & OPTIMIZATION 5
Unified purchasing approach Department Roles & Responsibilities Procurement & Contracts Ensure integrity and fairness in the Authority s contracting processes Oversee solicitations, vendor selection, negotiation, award, contract management, and reporting Corporate asset management Supplier Diversity Ensure maximum utilization of small, local, minority and women-owned businesses in Regional economic development MWAA contracting opportunities Conduct small business outreach, certification, preand post-award compliance, and report on small business participation 6
Fact Sheet Over 500 active contracts and 7,000 annual requisitions Contract Awards (#) Average # of new opportunities each year: 100 150 Q1-2016 Through Q1-2017 Awards By Type Architectural & Engineering Contract Awards ($ M) Construction Services Goods 7
Types of Contracting Opportunities Goods & Services Design & Construction Simplified Acquisitions (Up to $150,000) 8
Solicitation Types Invitation for Bid Request for Qualifications Request for Proposals Request for Quotations The Airports Authority is Committed to Providing Full & Open Competition 9
Airports Authority s Procurement Process 1 2 3 4 Solicitation Advertised Best & Final Offers* Pre-Proposal or Pre-Bid Conference Oral Interviews* Amendments Issued* 5 6 7 8 Debriefings Contract Award Proposals or Bids Received * Optional; Depending on Solicitation 10
Successful offerors must: Major Requirements Obtain appropriate insurance, in accordance with the solicitation Obtain bonding for construction and other contracts, as applicable Hold a contractor s license in the state of Virginia (required for all construction contracts*) Receive certification as LDBE, DBE and/or ACDBE prior to contract award date, if applicable * Details available at Department of Professional and Occupational Regulation website: www.dpor.virginia.gov 11
Be Innovative Keys to an Effective Proposal Understand the Requirement Demonstrate Firm s Capability to Perform Experience Resources Ability to Subcontract Provide Current and Relevant References Conduct Market Research (Know your Competition) Estimate Costs Realistically Follow the Submission Requirements & Perform Quality Control 12
Recycled Proposals Common Mistakes in Proposal Preparation Off-the-shelf / Non-customized Inexperience Outdated References Pricing Not Reflective of the Requirement or Market Conditions Unorganized Presentation 13
Effective Oral Interview Techniques Ensure all members have a clear role Have project lead present qualifications and approach Provide clear handouts Offer recommendations to improve requirements Anticipate questions and be prepared to discuss both your firm s successes as well as challenges 14
Successful Performance Contract award is the first of many steps to profitable and successful performance Know the players and their roles/responsibilities Request a post-award conference to: Meet with the project owner and confirm understanding of expectations Establish protocol for communications, contract requirements, billing, payments, etc. Seek clarification on anything that is important to your ability to successfully perform Owner is primarily interested in Capability and Stability 15
Capability & Stability Capability is based on past performance and qualifications and means that a firm is fully able to conduct business as represented in its proposal Stability speaks to reputation and assesses whether a contractor can effectively run its business while performing on a discrete contract These characteristics manifest as soon as the job gets started, so: Have a solid project schedule and budget and monitor both closely Have quality and adequate resources to perform the activities estimate should have taken into consideration not only the cost but manpower, equipment, and materials Anticipate and remain adaptable to contract changes and manage budget accordingly contractor may have to fund the initial work Have a solid subcontract plan and manage those resources to minimize risk 16
MWAA s Small Business Opportunity Programs Local Disadvantaged Business Enterprise (LDBE) Program for nonfederally funded contract opportunities U.S. DOT Disadvantaged Business Enterprise (DBE) Program and the Airport Concessions Disadvantaged Business Enterprise Program (ACDBE) for federally funded contracts and concession opportunities 17
MWAA s Small Business Programs Local Disadvantaged Business Enterprise (LDBE) 20% requirement for Goods & Services Contracts 25% requirement for Construction Contracts Disadvantaged Business Enterprise (DBE) 23% for Reagan National Airport 22% for Dulles International Airport Airport Concession Disadvantaged Business Enterprise (ACDBE)** 29% for Reagan National Airport (Non-Car Rental Concessions) 22% for Dulles International Airport (Non-Car Rental Concessions) * Requirements may vary at the Authority s discretion for individual contracts **As defined by DOT, including: Airport Advertising, ATM/Banking Services, Duty Free & Retail Operators, Food and Beverage Operators, Hotel, Rental Cars, and Public Parking 18
LDBE Certification Requirements Small business Average annual gross receipts (based on the firm's last three years), must not exceed the small business size standard Must be located within a 100-mile radius of the Washington, DC s Zero Mile Marker As of application date, the business has an established office where the firm s owner, management, or employees are present and conduct the firm s business on a regular and frequent basis LDBE certification is valid for a period of 3 years Apply for re-certification 60 days before expiration 19
LDBE Requirements Setting DSD reviews all solicitations with an estimated value greater than $25,000 LDBE participation requirements are assigned to all solicitations where the scope of work provides viable prime or subcontracting opportunities for LDBEs and where LDBE availability provides projected adequate competition DSD reviews LDBE database to determine availability of qualified LDBEs based on solicitation scope To maximize chances of success, LDBEs should apply for only the NAICS codes that reflect their true capabilities and work experience 20
Disadvantaged Business Enterprise (DBE) Program Implements the Department of Transportation s regulations in 49 CFR Parts 23 and 26, as amended Provides opportunities for socially and economically disadvantaged businesses* and encourages their participation in DOT-funded contracts and concessions Airports Authority contracts that typically include DBE goals: Architectural and engineering services (Airside Projects) Construction and construction-related services (Airside Projects) Airport Concessions * As defined in 49 CFR Part 26 21
New Supplier Diversity Management System On-line certification application and renewal Real-time monitoring of certification applications in process Targeted outreach for contracting opportunities Buyer visibility into MWAA-certified firms Online contract compliance monitoring Visit us at mwaa.diversitycompliance.com 22
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Outreach Activities Partner with organizations interested in promoting MWAA s programs and enhancing connectivity with qualified firms through trade fairs, sponsorships, outreach events, and speaking opportunities Provide educational opportunities to the LDBE community Participate in business opportunity and matchmaking events to help increase LDBE program awareness and foster relationships among prime and subcontractors Communicate opportunities through multiple channels, including the new DSD Supplier Diversity Management System, Project elert, and www.mwaa.com 24
Overview of Contracting Programs Sources of Procurement Information www.mwaa.com/contracting Current & Upcoming Contracting Opportunities Project elert Link to Small Business Certification Applications Updated Daily 25
Project elert www.mwaa.com/business/project-elert Contracting Opportunities Newsletter Register Once and Receive Automatic Updates Electronically 26
DCA Terminal B/C Long-Term Redevelopment Awarded Not to Exceed $500M contract to Turner Construction in June 2016 - Scope includes new construction and renovation of existing facilities - Contract Duration: 7 years - LDBE participation requirement of 25% Frequent pre-bid and site visit opportunities Subcontractors must be licensed in Virginia and pre-qualified with Turner For more information, visit http://www.turner-dcaprojects.com 27
Procurement Planning & Upcoming Opportunities MWAA publishes a Quarterly Acquisition Forecast, which: - Lists upcoming solicitations - Facilitates strategic outreach efforts - Provides small businesses the opportunity to plan and compete Near-term opportunities (through September 2017) are expected to include: - Trucks with Snow Plow and Spreader - Upgraded Public Parking for Garage A to LED Lighting at Reagan National - Replacement of License Plate Reading Cameras and Associated Equipment - Hazardous Materials Removal - Electronic Security Systems Maintenance - Information Technology Infrastructure Library (ITIL) Implementation and Training Services 28
Office of Technology Procurement Forecast / Opportunities Ramon Menchaca, IT Contracts Admin Mgr Office of Technology June 2017
Introduction to Office of Technology Responsible for the delivery of Information Technology (IT), Telecommunications, and Radio Technology Services and Solutions across all business units of the Airports Authority. Maintains a high-level of consistent, quality service in information technology, and telecommunications for airport tenants (telecommunications only) and employees. Serves as a strategic partner to business counterparts in order to deliver improved passenger experience while streamlining costs, improving the Authority s financial health and enriching the Authority s workforce. 31
Technology Support Areas System Development; Lifecycle Activities Hardware Software Networking Telecommunications Cloud / SaaS Integrated Solutions 32
Tools and Tips to Compete Technical Proficiency in SaaS, IaaS solutions Data Center Cloud (private, public, hybrid, cloud services) Mobile Business Systems Know your competition Partner with vendors supporting local / state governments 33
Upcoming IT Opportunities Business Innovation & Passenger-centric Technologies Enterprise Business Innovation Technical Services 2.0 (ebits 2) Wayfinding Business Systems Modernization Application Professional Services (APS) Secondary Data Center 34
Upcoming IT Opportunities, Con t Infrastructure Cabling Software Inventory Network Modernization Public Safety Integrated Solution 35
Upcoming IT Opportunities, Con t Airport Operations Emergency Crash Phone Digital Display Systems; Future Cyber Security Disaster Recovery Plan Mobile Management Solution Other current and upcoming contracting opportunities can be found at mwaa.com/contracting 36
Next Steps to Success Engage with the Department of Supplier Diversity to become certified as a Local Disadvantaged Business. Visit the MWAA Contracting Opportunity website frequently. Register at mwaa.com/contracting for Project elert to receive alerts on current and future opportunities. 37
Doing Business With Engineering Trends and Things to Look For!! Stephan Smith, Deputy Vice President Office of Engineering June 2017
Who Are We? Office of Engineering- Capital Planning Design, Construction, Project Controls Building Codes/Environmental Airport Engineering and Maintenance- Typical facility/industrial maintenance Tenant project coordination (concessions, airlines...etc.) 40
Who Does What? Several opportunities for Design and Construction services Capital Construction Program-Services (CCP) Office of Engineering Dulles, Reagan National, Access and Toll Roads Contracts are typically larger, longer with single project focus Capital Operating Maintenance Improvement Program (COMIP) Usually administered by the Airport Engineering and Maintenance Departments Dulles Airport is responsible for Airport, Toll Road and Access Road Reagan National Airport is responsible for Airport Contracts are typically smaller, shorter and the majority is task order 41
How Is It Done? Competitively procured Design-Professional Services contracts-specific or task order, typically full service teams CCP-Construction Services Typically are project specific (Design Bid Build-DBB, Design Build-DB) Horizontal, civil work typically DBB unit price (LDBE or DBE-federal funding) Vertical, new or renovation-varies (LDBE) Construction Manager at Risk (on going opportunities DCA) CCP Task Order-Construction-Only-full service NEW-Multiple Award Construction Contracts (DB capable) (Heads up!) COMIP-Construction Services May be DBB or Task Contracts-lower task order $$ threshold than CCP COMIP Task Contracts- may be full service or trade specific 42
Tools and Tips to Compete Solicitation documents and pre-bid meetings-process and content Contract Requirements-Division 00/01 not just P/S!! Administrative requirements- account for them! Quality Control Program-USACE 3 step process Authority Construction Safety Manual Primavera scheduling (P6)-meetings/updates Automated PM software-p/unifier Invoice preparation- pencil copy procedure Code Compliance-Authority processes/assumptions Virginia Contractor license required 43
Upcoming Opportunities DCA CMR-subcontracting Secure National Hall-now! Apron Paving-now! New North Concourse-October/November IAD Concourse C/D Rehab-(MAC/Airport)-late 2017/2018 Dulles Toll Road/Dulles Access Road Pavement Repairs-closes 6/20 Sound Wall repairs-tbd Miscellaneous Bridge Repairs-TBD Multiple Award Construction Task Order contract teams-june 15 Other current and upcoming contracting opportunities can be found at mwaa.com/contracting 44