Sign Illinois RFP Online

Document type sign rfp illinois online

so I have to let everyone know that we are now live-streaming the workshop so the workshops can be found on YouTube after the workshop or even if every week we have a workshop if you don't want to come down you can't see it on YouTube going forward so basically the cameras are in the back and it's basically just video streaming the speaker so we probably because you all are so far back nobody can actually see you so we will be asking you to hold your questions to the end so if there's something that out that says that you want to ask about if you could write your question down and ask it at the end she's gonna repeat the question so that she could say it in the microphone so that they can hear it on YouTube so she'll repeat your question and their answer your question you should have picked up all the handouts out there there's an evaluation that I will collect at the end the dps alert cards the most recent being opportunity lists and the buying plan we do recommend does everybody get dps alerts right now you get you hear slugs okay we do recommend that people sign up for dps alerts because we sent out to bid opportunity list every Monday and then the buying plan is like a forecast of what's coming out so we will we do that quarterly so it should be another buying plan coming out by mid-october with new updated information so we do send that out as well in dps alerts that come out we have events that come up so all that stuff comes out so we try to keep everybody up to date on what's going on in in the department and alpha if you didn't I think she gave everybody her handout it's actual RFP there's an example of one and I'm pretty sure she's gonna try to go over that during her presentation so I think that's everything they are we do have on that rack out there the workshop schedule for the entire year so if you want to see what's coming up there's almost a workshop for everything so how to have a fine thing how to navigate the DPS website how to do a certification application how to do business information about bonding so any workshop that you can think of we're probably doing and if we haven't thought of it it's on that evaluation so you can write it down so that we can try to figure out if we need to do that workshop as well so I'm Victoria right on the marketing and outreach coordinator and out the Riley is contract negotiating okay so I turn it over to alpha and she's gonna host this workshop technology's moving full gather go with the flow all right so my name is Ella Riley and I am with the Department of procurement services and I work in the professional services unit so before we get started we actually have a smaller crowd here today why don't we just ask your name maybe the company you represent not even for mercial just maybe your name company you represent just all know who you are you know and we'll go from there and then I'll get into the presentation so man we'll start okay ma'am all right so you guys should have picked a couple things off the table but what we're going to talk about is how to respond to a request for Proposal all right and then you should have also picked up an actual copy of a proposal okay so this is gonna be like our main document that we're gonna go over just to give you a live example as we go through when we talk about an RFP what it actually is so you'll know okay so again I'm out the Riley I'm with the Department of procurement and I work specifically in professional services okay so we're gonna talk about well follow the spreadsheet a little bit but I probably more so all over the place just to make sure I gave you as much information as possible all right so tips for finding bid opportunities with the city of Chicago so Victoria kind of talked about this but we have dps alerts so I would strongly advise that if you have not signed up that you do so and what they'll do is send you these weekly I think we have one on the table they'll send this out to you weekly okay so that you'll have this of what the current opportunities are for the week I also would strongly advise that you pick up a copy of the buying plan okay so this buying plan actually has some opportunities for other municipalities as well so again this is on the table I think this includes Chicago Board of Education called City Colleges Chicago Housing Authority which is really unique okay so I'm not sure this generally you'll have to go to those organizations what their system is but this one seems to be confident great so you know this one again the defense is weak okay but let's say you want to know if you know the city is planning on buying something within the next four or five months where is so this would only give you a window into week this one kind of forecast it out okay so this is an excellent excellent resource for you okay all right pre bit attendee conferences okay so again on this weekly alert what you're going to see on here is when we generally issue an RFP we have pre-proposal conferences which are similar to kind of what we're doing now we'll go over this the spec will allow you to ask questions but this will identify when the actual pre-bid conference is it's kind of small but okay so this one if we looked at this one there is one October 6 at 4 o'clock for this professional consulting services for roof inspection and roof construction okay actually niches target market on here okay so these are when the actual pre-proposal conferences are okay it gives you a good opportunity to neck network as well okay take out the bid take out list and basically that list includes the parties that showed up to the pre-proposal conference so let's say that you know you're not ready to necessarily start with a prime contractor you're more interested in being a subcontractor a you can attend the pre-proposal conferences to network but secondly you'll get a list of everyone who attended the pre-proposal conference and that'll let you know you know who you can market to or call the bid takeout list also in this rule they capture who takes out copies of each bit as well so that's a great tool for you as well alright so the use of rfp versus a competitive bid okay so we have different types of procurement methods okay and what I'm going to talk about here today is a request for proposal okay so let me just try to distinguish the two all right in a request for proposal it's a method of procurement to hire professional services consultant to implement a new project in various professional service disciplines and it's very project specific when you talk about a competitive bid you're talking about things like widgets supplies equipment maintenance repair constructions those are generally done on a competitive bid nature okay so for the competitive bid they're going to do a detailed spec and price and quantities are looked at okay for RFP we're looking at a lot of different components okay it's not just based on price and quantity okay and we'll get into all the things we look at for an RFP but that's just to give you a very general overview okay of the differences between the two and you probably can do a presentation on competitive bids just alone okay of the different types of procurement method that we have but again this is going to be just for a request for proposal okay so all right all right so let's actually just go through this RFP okay all right so again you should have this in your hand okay so this will we we have a couple of ways for you to download for to obtain this you can obtain it on our website and if you download it in print it we would ask that you give your business card and you let them know that you have a copy otherwise you can come to this room and get a copy okay so we need let's say you see something on here that you like and you want a copy so again those are the methods in which you can get it okay so now you got a copy in your hand you're excited this is great you could wait to get this okay so let's go over it okay so this is a request for a proposal for health management systems okay so I want you to take note of a couple things all right specification number okay this is the unique number to this specification okay so all of our stuff it's gonna have a specification number now before I go further I want to tell you that we talked I talked a little bit earlier about the county and all of them doing their own procurements the way that they do their procurements may be totally different from what we do okay so they may not call this aspect they may call it something else their RFPs may be a little different so we're only talking about the city of Chicago okay so just it's very important they may have their home procurement website some of the terms may be the same but this is only as it relates to us okay so again you have the spec number very important you send emails all of that make sure you reference the spec number okay now city of Chicago Department of innovation in technology we have lots of departments and I wish I can say I knew the exact number at this moment because it changes think there's 30 something this time okay so what happens is the departments will requisition us so they'll come to us and say we have a need for service okay and they work with us to put this document together to work with you on this procurement okay so that's why I says Department of innovation and technology it could say Department of fleet and facility management it could say Department of Revenue whatever Department it also could say multiple departments okay but this is just to let you know who we worked with to put the solicitation together so again in procurement we do not initiate services a service department comes to us with a need and we work with them to put this document together all right so the chief procurement officer is Jamie Rhee and the another thing to take note of is the person's name who will be handling this number care buck okay so the person who handled this is Joseph Chan okay he's a senior procurement specialist you have its email address you have his phone number okay so this is very important information for you to know so if you have questions about that particular RFP contact the person that's on this particular sheet okay and then it tells you that this pre-proposal conference will be held and it gives you the date let you know exactly where that the attendance is not mandatory but encouraged okay and then it let you know when proposals are due all right all right so let's go now you have a table of contents and again it just generally outlines some of the documents in the RFP purpose the description the term general information preparing proposals evaluating proposal selection process and then additional details of the RFP all right then it'll list all the exhibits all right scope cost these are all the exhibits insurance all right all right so the first one is the general invitation okay so the city of Chicago acting through Department of innovation the technology gives you a brief background about this procurement okay lettuce what is this procurement about why are we doing this why are we issuing this procurement okay all right Internet access to the RFP were on page 2 section 1.2 all right again this kind of goes back to what I said about if you download it make sure you let the bid and barroom know so that they'll know you have a copy of it okay because what will happen is we issue what are known as addendums okay so you want to be on the list because if we don't know you have it we will post it on our website but there's nothing like having it sent to you okay so that's just a piece of information for you scope of services all right so we talked about description of services all right so the description of services is in our exhibit one which will generally go over term of contract so it looks like the base period for this is five years with two one-year options so let me tell you what that means if you provide these services this potentially means that this service could be potentially off-limits for another procurement or another RFP for seven years okay that's a long time okay if you've been waiting a while to provide your services to the city and they put out an RFP for you to get proposals and you evaluate and the award or contract to somebody for five years and then they have the option to renew that means for seven years locked out but where you'll be looking to say you know one you're gonna put this back out so I definitely encourage you to take note of it and sign up for the DPS alerts and all that because sometimes it's even longer than this all right so let's go off all right so we're on page three section 3.1 and we're talking about communication so again it gives you who to contact you know if you have questions that let you know what date to send them by kind of talked about the pre-proposal conference already all right section three point two it gives you again the time of wind proposal should be received so again it's important to register as a document holder because it's subject to change this entire document is subject to change and our way of doing that is by issuing an addendum okay so make sure you are a registered document holder okay we've had proposals where you know we put the bid let me give you an example we put the bid out for one user Department okay so we had a lot of questions come in and it was decided to change the scope to 30 departments if you didn't get that addendum then you made your proposal on one department okay you're not gonna have a chance to redo those proposals over again okay so again that's why identities are very important all right so then it goes on further to tell you how many hard copies how many originals what's the format how you should address the package again we go back to the spec number being listed all right RFP information resources we'll talk about MBE WBE a little further all right then it gives you a time table all right when we issue with when are your questions do well in a proposal student transparency website trade secrets so one thing it's important to remember is that you're dealing with the governmental agency okay and because you're dealing with the governmental agency some of the things you're asking submitting to us may be for you trade secret right you made pasta this way and it's the best pasta ever and you got the secret ingredient well you're doing business with us and you want to make us aware of that you may want to say hey this is top secret I don't tell everybody my recipe okay so you have the opportunity to mark pages as confidential okay but again it's subject to the Freedom of Information Act okay and we're even at this point posting some of our responses online okay so you may provide a redacted copy so you mark those pages as confidential you can provide a redacted copy but being again that is subject to Freedom of Information Act you have to know that going in you know and again everything can't be marked confidential but that's just so you'll know hey I gave my secrets and my formula and you put it online and you're dealing with the governmental agency so you have to know what you have to you know if you're concerned about that study what the Freedom of Information Act is how it relates to you it's it's all part of it all right all right so the next thing we're going to talk about is preparing your proposals in the required information okay so what we do is we tell you hey we're asking for a proposal and this is how you put it together and this is what it should include all right so for format of the proposals we tell you to put it on a certain size paper we tell you how many copies all right so it's clearly laid out for you all right you tell you to section it in tabs all right so for this particular RFP and note that this will change by RFP okay so what you have here today on this RFP is not necessarily going to be set in stone okay so I don't want you to think well all of them are gonna have this or all of them are not gonna have that it's not true some of them may ask for less some of them may ask for more this is just a general idea of kind of what you can't expect to just you know so you'll be able to see but you have to thoroughly read it through to make sure you give them everything they're asking for and I'll talk about evaluation shortly okay so let's just go through this cover letter okay so again cover letter now you may just think cover letter okay it's a cover letter you know put certain things and cover letters but sometimes the things are so simple that sometimes they're overlooked okay so they're asking you for things like how how long has this you know you've been in business what's the legal name the name and the telephone numbers of the people to contact okay so we've had proposals where we asked for people to put the name other people to contact and it's missing so if I needed to call you how would I know who to talk to okay so again sometimes it's in a subtle details in which we ask for these items all right page seven we go on to talk about the executive summary again give us some concept that you understand what we're asking for all right let's basically tell us again that you understand it executive summary here professional qualifications and specialized experience of the respondent and team members committed to this project again so there are exhibits in this RFP some of those exhibits include your company profile information so again we're asking for information company references all right my advice for company references would be that if you're going to use an organization for a reference that you tell them that you're going to use them you make sure the information is current okay very important so there's a profile which is exhibit four that you fill out and you put all this information here so the city is trying to ascertain your experience by your company references business license authority to do business in Illinois alright we're asking you to provide copies of the appropriate licenses capacity to perform all right do you have the capacity are you working for the county are you working for the state do you have lots of private clients it's just used you know everybody is at full capacity you know can you handle a new client you know we're gonna look at all of those things so the you know as we go into these you can see how it's a little bit different from the competitive field again competitive bid you know it's based on price supply this one there's a lot more detail that speaking looked at professional qualifications is specialized experience all right looking at resumes what's the base location of the staff all right what is the role of that individual all right project management and implementation plan what is your plan for these services all right these things you put together things like organizational chart what are you dedicated resources all right there's a lot of thought that we're looking to go into these items to make sure that you understand and you're clearly proposing to us these items all right so this one has a maintenance and support program all right we're gonna hold all the cost proposal all right so they provide you a cost proposal so it's actually in exhibit two so let's kind of flip over to exhibit two just so you'll see exhibit y1 a and all you're flipping through is actually the scope of services kind of go over that generally with you all right so you're submitting costs as it is outlined here and a lot of times this is provided to you in an Excel spreadsheet and you're able to populate these numbers but for these services this is how you're going to propose cost all right so there's quite a few cross tables here just so you will see that all right nbe WBE minority and women business enterprise commitments okay generally most of our rsps have in MBE and WBE commitment goal and they are per project okay so this one has an MBE goal of 25 percent and a WBE goal of five percent okay so you may ask what does that mean okay so that means for this particular project we're going to ask that you work with firms to fulfill this participation goal of 25 percent so 25 percent of this project potentially will go to a minority business enterprise and 5 percent will go to a woman business enterprise okay so where do I find these in BEW bees we have a directory on our website and they have all the different types of companies the certification areas they have you know when this certification expires they have all of that information for you so what you actually submit with your proposal is what's known as a d1 and then the actual vendor submits a c1 fool okay so let's look at this I mean I really want you to understand this I know some of you may or may not be where you're ready to submit this at this point but I really want you to understand this and just give you a really brief overview of this form so let's see if this has a c1 and a d1 okay it does okay good all right so this is exhibit 5 okay and we are about ten or eleven pages in so let me show you what you're looking for so c1 and it says D 1 C 1 D 1 C 1 D 1 sons if I set the N keep going you're on exhibit two want to go to five you're right there you got it all right I got it okay just clothes you got it all right if anybody needs help I'll come and help you okay so CY team one see one day you got it need a little help it's it's in exhibit fast yeah it looks like these are here we go yeah he's some of yours is a little bit further back all right you got it see her seem to be a little different all righty we all got it you got it all righty all right c1 d1 all right all right so when you're filling out your proposals the c1 will actually you can fill this the subcontractor will actually fill this out all right so this will be firm you whatever firm you are so know from the MBE WBE contractor to the prime contractor so let's just say you're the prime all right you put the project name and the spec and then you're going to put the types of services they will perform and then the its being offered for this this price in those terms of payment all right and then they want to see if the actual subcontractor will be subcontracting okay and they're gonna feel this out all right and then the d1 which is the next form over this is what you will actually be filling out all right this is a comprehensive list of the in total plan for MBE swb es all right you could have one you can have ten you can have five as long as you're meeting that goal of twenty five and five is up to you how you're going to come up with your plan okay so you're putting name address contact person the dollar value of the participation and then a percentage okay also you want to make sure they give you a copy of their current certification letter okay so you also want to make sure you have that so again most of these RFPs are gonna have that so it's very important so you know certification letter make sure they're certified in the area that they tell you if they're supposed to clean carpet make sure the letter says they clean carpet okay all right so MBE WB again you're probably going to see this on every single RFP now there are some of them they say no stated goals okay so then you know generally for those you don't have to submit these documents but make sure you read it but for the ones that have these goals that's where you're going to be looking at and filling out okay there's a whole attachment that talks about in de and WBE so it is a requirement that you're generally gonna have to fulfill very very important because again there's thirty percent of this project 25 percent MV + 5 % WBU alright financial statements alright so for this we're asking for financial statements okay so it says if you don't have audited financial statements it tells you what type of alternate documentation can be submitted sometimes you're in the industry where it's not a requirement that your financial statements be audited okay so in that case again we're not asking you to go out and get them hot at it but we're saying in order to assess your financial capabilities or how financially stable you are this is what we're going to need to be able to do that okay so a statement from your accountant saying we're good you know it's not gonna be enough okay you need these types of documents all right idiots all right again you're dealing with a governmental agency all right so there's more disclosure okay so we have the good thing about this is we have a hotline system we used to have paper and you go through the system and you're asking you're filling out a lot of questions you know has the business I think you talk about bankruptcy I think you talk about slavery you talk about who the owners are so sometimes this is a little touchy because some companies don't want to disclose who the owners are what percentage they own you know you're gonna have to disclose that information and then if the owner owns in excess of 7.5% and it's an entity they're gonna have to disclose their owners okay so we go all the way up the tree to find out who the owners are and again keep in mind public entity a governmental organization some of this information will be posted online okay so if there's a big red flag for you regarding that just note that that's going to have to be disclosed there are also some exceptions and that's on our website as to what those exceptions are but generally you know this is the information that you have so what happens is you go to this website you walk through you answer all these questions and at the end they give you this lovely certificate you filed all right and so you attach that and you put that in your nice proposal for package that you're preparing with all of this stuff okay so again I recommend you organize it we're asking for number one so the financials this is ETS this is the cause this is my MBE WBE plan all right we're on page 13 and we're talking about legal actions alright so now we're getting into the legality okay if we ask you to provide a listing a brief description of material legal actions okay so you get into the concept of materiality but again we're asking for material legal action so this is something that you don't know maybe your attorney can put this part together but again they would ask that you would address these items okay so we note that it just says respondent or any division subsidiary or parent entity of respondent okay so know that it talks about all of those individual parties all right insurance all right insurance is our exhibit 7 okay so this thing was kind of well this is what I'll say about insurance look at the requirements okay sometimes requirements you know let's just say you're in business for your type of business you only have to have general liability of a million you only have to have general liability of two million well the city may ask you to have general liability of four million they may ask you to have general liability of six million okay we're not requesting that at the time that you submit the proposal that you go out and buy a four million dollar policy if that's what we asked you for we're saying talk to your agent see how much that cost and see if you have the ability or that's something you want to do okay because we've had some respondents say hey they want to charge me too much to buy these extra insurance and I don't think I could do it so then you should be making that determination now okay don't wait if you're selected and say it's too much because if you're selected we're going to look for you to immediately produce a certificate of insurance with all of these coverages so again it's important to read the insurance requirements to make sure that you know what is all involved with your agent and whatever costs there may be associated with that because we're going to ask you to produce that certificate all right the next thing we'll talk about is the evaluation of the proposals okay so is it on the bottom of page 13 to the top of 14 we talked about evaluation phases okay may be a very general overview of what this means all right so in phase one it looks like we asked you for 11 items number eleven makes sure it makes eleven items or different sections now each section may have had their own different tabs we're asking for eleven sections here so phase one is where you're just gonna go through there's gonna be an evaluation committee okay so it tells you that this evaluation committee is going to have representatives from the Department of innovation and Technology Department of Public Health Department of procurement and it could include other departments and it's saying hey you're gonna have a committee you asked for a proposals you may distribute it to eight individuals this is actually a committee that's going to be formed all right so what's gonna happen in phase one is that we will take these stacks of proposals that we have and we will simply create a checklist and say we asked for eleven items do they have 11 that's the only thing that's done today's one all right here's a great part of this if you provided eleven items you are good to go to phase two all right it was there not so good part of it if you do not know there is a likelihood that you could not go on to phase two okay and what that means is no matter how great your product or service is we're not really doing a thorough review and phase want to determine that so we won't know that this is the best recipe that this is the best plan okay so if I could give you any advice at all is to give yourself an opportunity to at least have your proposal evaluated missing items taken big risk going this non-responsive pile and again if this is something you are very interested in this could be for seven years than for something such as missing items you can miss this opportunity so again if they asked for it put it in there for some reason you don't have it or whatever the statement acknowledged it let them know you read it and this is your way of addressing all right so that's phase one phase two is a more thorough review of what you actually submitted okay so now you're looking through those eleven items looking through the legal actions you're looking through the insurance you're looking through the resumes you're looking at the cost we're looking at the MBE WBE they're looking at all this stuff they asked you for all right that's phase two all right another good thing is that we outline what you're going to be evaluated on and we if this starts at the bottom of page 14 so you do not have to guess right it doesn't tell you the weight but it told you what you're going to be evaluated on professional and technical competence or a professional qualifications your past and current performance again we asked for resumes all right all right so your local availability of your key staff the quality of your plan your cost proposal your NDE WBE plan legal actions your financial stability your compliance with laws degree to which you accept the city terms and conditions so generally sometimes if the terms and conditions are attached for RFP and sometimes you'll have to download them or click on a link but again you're able to see the city's terms and conditions that you'll have to agree to review them have an attorney to review them so again you're able to know that they generally ask that you list any exceptions that you have so you're going to be listing those out all right are there any potential conflicts of interest all right this is where you would think that would be highlighted right so no we talked about a potential phase three phase three could include oral presentations or a site visit so the good thing is that if you're contacted in Phase three for oral presentation or a site visit hey you know where we are in the process but secondly this means that you've pretty much made a shortlist okay which is great all right so they may ask you and your team to come in in person that you may have to stand before an evaluation committee and asks a lot of questions you know they may ask you to do a demonstration of software a lot of different things and they actually come to you to visit you know your warehouse whatever okay and from there our recommendation would be made as to who to move further with all right and then they will ask you to potentially participate in negotiations all right so that's the RFP process you know that's the selection process right so we're on page 17 where I kind of talked to you about the agenda all right kind of mentioned that a little bit earlier yo know we want to officially change a solicitation will issue an addendum okay it's just as important is our feet alright the city has the right to reject proposals okay so we could actually cancel on our feet all right we could put it out things could change direction of that office of that Commissioner and they decide they want to go on a different direction so they could potentially cancel that RFP all right so we're saying there is no liability for those so we kind of went through generally this RFP and all these exhibits what I thought it would be more helpful for you to actually see so I just want - we've hit most of these points all right so there are some tips here for preparing RFP proposal so maybe if some of the stuff already talked about so read the entire RFP document follow proposal format and content no shortcuts alright good one here is don't assume the city knows your firm so we have some organizations that respond to multiple RFPs and somehow some respondents thinks we have a repository of information and we don't okay assume we know nothing if you're responding to a particular RFP they're separate not the same there's no repository okay I could be working a warrant Joe did this one he could be working on something else we're not gonna talk and say hey did you the financial note did you get the fun we're not gonna do that okay so they asked for it make sure you submit it all right submit all questions about the RFP in writing all right dindim will be issued to all RFP document holders on file be responsive to the RFPs the middle requirement submit all required information and documents submit cost proposal in the format provided for equitable comparisons be a responsible bidder verify your company has the ability and the capacity to perform your proposal alright if a mandatory requirement avoid taking exceptions to the requirement it will resolve and proposal rejection all right so there are additional tips exhibit forms which must be completed as part of proposal submission will vary depending on RP and you want to follow and then it talks about some of the forms that are universal like the company profile the reference is the MBE wpe plan you do have the ability ask for a waiver all right ETS insurance all right review the standard terms and conditions verify the existence of any addendum so we talked about that submit proposals on time all right late proposals could be projected all right so you could do all this nice packaging all excited and then you can come late and we've heard take a risk all right cover letter must be signed by an authorized officer and include any required deposit sometimes there are deposits or fees I think it's in excess of like millions and dollars that was the bid is for but please note that some of them have a deposit not all of them acknowledging the addendum in the cover letter pay attention to the RFP instructions submit one-page EDS filing all right make a checklist so kind of like I've talked about for 11 items respondent respondents to the RFP are posted online so again your risk your whole proposal could be posted online all right all subjects freedom of information we talked about the three phases all right so at the end of the process what happens is you get a nice letter all right that letter could say you have been selected all right or it could say unfortunately you know we have selected someone else all right but we encourage you to respond to future RFPs so my advice to you on this would be to any of you is if you are not selected for some reason ask for a debriefing okay this is your opportunity to come in and find out why you were not selected right it could have been required content it could have been anything but this is your chance to sit down one-on-one with the you know a city person if it's for the city and I'm they may have these with other municipalities as well but it gives you an opportunity doesn't cost anything but it gives an opportunity for you to have that one-on-one interaction I find out why your proposal was not selected again very very valuable resource for any of you okay so that way you know if you want to do this again you want to go to for a different project you want to go for a different municipality you know why you're not wondering like you got a selection you know a declination letter you know and you're saying I want to know why I wasn't selected this is your opportunity okay all right so contract award is contingent on upon successful negotiations of terms and pricing so again we talked about negotiation a little earlier you know just because you were selected you got a lot of selection oh this is green all right here's an additional thing that is contingent upon successful negotiation okay so they may ask you to lower your price all right they may ask you to change some of the terms so just kind of be aware of this that it's not really awarded until it's awarded all right RFP may allow for multiple awards and there are some RFPs that have different categories so you may be selecting one cat one respondent for this category another respondent for another category just so you know okay so the RFP will clearly lay that out all right so what we're gonna do now is allow the opportunity to ask questions so again this format has changed a little so what they're asking is that you write it down all right and because this is being streamed live you know they want to make sure that I'm repeating the question so everybody here's the question I'll read it aloud and I'll try to answer that question for you in the event that I'm not able to answer this question for you or we need further resources then I can take that from you and make sure someone from the department gets back to you okay but I'll give you the opportunity at this point to write down any questions that you may have you came all the way here so this is your opportunity to have a few questions and again some of you may be in different stages of where you are on business development again if you're not ready to take on the role as a prime contractor again I encourage you to potentially be a subcontractor if you are if you're in the e or a minority business enterprise or a women-owned business enterprise then maybe you can look into our certification okay and that could be a window for you to get on some of these contracts and you can start participating okay so again if you can't do prime don't give up all right get go on as a sub all right this is definitely a opportunity for you to do business with the city so if there are any questions I'll take that and while you guys are writing I will read this question so the first one said it's 5% the minimum WBE requirement well this is going to be project specific okay so what that means that some of these projects may not have any WBE goals all right some of them may have 15 so what happens is at the beginning of this project the department and procurement will kind of sit down to see what's reasonable and attainable for this project all right some of them actually say no stated goals which means that for that project there aren't any goals identified but a lot of them have some type of goals associated with them so when we say 5% it's for this one and it is the minimum for the WBT and while I was talking I just thought of something if you're looking to fulfill the MBE WBU requirement and somebody gives you a letter and says they're certified in both you can only use that letter for one of the goals not both okay so some people say okay it's thirty percent twenty five and five that makes thirty okay but that company you can only use them for one all right now if you're certified yourself and you want to utilize yourself for that then you can use yourself a1 and then use somebody else for the other goal all right earlier when we first started we talked about target market all right so target market is where they're gonna put these RFPs out but only for certified MBE and WBE all right they're targeting a market all right so you may see a regular RFP you know we're working on one now for real estate property management okay so you're gonna have we may issue one for a regular to the regular non target market and then we're just going to issue one to target market so only firms that are certified are going to be able to respond so that way when the city is looking to utilize services for to certain certain services so say property management they're going to go to that RFP there put that RFP out and only those companies there's MBE WBE I'm gonna be able to respond to that target market they have to be certified in the area of which the services are for I say we do want for let's say travel management okay so we put it out we want to our trial travel management company we're saying this is target market so this is great for those firms that are MBE WBE because we can utilize that for those services all right so does RFP applying to crimes only again if you are not able at this time to apply as a prime try to be a thug okay if your NB WBE you try to get your certification you don't necessarily have to be certified MBE wbec I to to go on as a subcontractor but they get credit for you if you're certified okay so everybody you know everybody's not in a position to be a prime at this time but you still want to do governmental business go on as a subcontractor get your feet wet find out about the process see how it works offer your services you know and then they're able to you're able to grow to the point of where you could potentially be a prime okay so don't give up if you're not ready to be a prime all right so how how to register is a document holder okay so when you register as a document holder basically with your tool because you'll contact this room I think you have to it's on one of these pages and you just basically give them a your either fax them or email on your business card but it's it's for that specific project you got to remember there's no general list okay so it's for that project right so when you give him your car they're saying okay spec number one one three eighty five you know she sent me her car and I'm gonna write that she has a copy of this RFP there's no general list okay so you're registering for that specific project very important you don't have any general standard lists or anything like that now as a difference when you become an actual vendor we may have vendor lists but you went through a process to get that way all right so the next question says can I get a list of prime bidders or who has proposals all right so again we're talking about project specific alright so the information is online so the first thing you're able to find out is who took out a copy of it alright so you go to our website and there's a where you put it and there's a little box where you put in the spec number and it'll tell you who took out a copy of this back alright so that's the first thing in order to be transparent most of our contracts are posted online okay so my here's a bit of advice so let's say we talked about this RFP and you're interested in knowing who the current bidder is what their contract is how much they pay here's a good bit of information if you can attend the pre big conference do so and you can just ask at the pre-bid all right so in those list of questions it'll be who is the current vendor you know maybe what is their contract number and most of the times you could just go online and download it okay another thing is that you can do keyword searches let's just say you do carpet cleaning all right you generally can go on our website type in carpet cleaning and all the carpet cleaning contracts will come up alright so again very transparent all right you're able to see who the company is you're generally able to see their prices you know all of that information so number of ways to gather that information do we have any additional questions okay so let me see if I can read this right now see alright so the certificate of insurance doesn't have to be presented at time of proposal response correct all right so you're sometimes you just have to write that you are able to obtain it okay so again we don't want you to go out and spend money all right cuz let's say the requirement is for general liability is two million dollars okay but let's say in your day-to-day business you're only required to have 1 million all right so if you go to your agent and say you want to increase it to 2 million they're probably going to tell you hey that's an additional X amount of dollars so you don't even know if you have the contract or not so we wouldn't definitely not ask you to go out and spend that money but we will ask you to have a conversation with your agent so you'll know if you were to move forward how much it would cost you then you would you can make the determination from there whether or not you want to move forward with the city as far as putting in this proposal some people it may be you know they don't want to pay extra every cost for insurance ok so don't go out and buy you but have the discussions all right contract acceptance at time of RP response we are able to list exceptions to the general city contract would this possibly be adverse to make exceptions to the contract great question so a it is part of the evaluation criteria you are evaluated on the degree to which you accept the city's standard terms and condemned okay sometimes you can't help okay sometimes you just don't agree with all the terms and conditions and it's not something you can't accept and you'd like to discuss those further so this is your opportunity to list that okay so it is an evaluation criteria but some companies you know we just can't accept those all right so that's what negotiation is for but you are make sure you read them get a copy of them have your attorney review because if we're gonna look for you to sign that contract right are the instructions wait are there instances that teaming is suggested outside of a list of a certified agency list provide suggestions to team all right can you tell me what that means a little bit generally no because the respondent is the respondent right if you're submitting as organization a and this is your plan all right we're not going to say well if you put a and B together then that'll make one whole we're gonna say hey a presented as a and be presented as B now we're not going to stop you from behind the scenes working together to to you know again if you're going to the pre-bid conference you know we provide the names of the organizations that showed up we would encourage you just say hey maybe I do part a and you do Part B and we submit this together so when we look at it is already cohesive but we're not going to take the step and actually try to partner you are the financials required from the sub as well as the prime at time of RFP no all right now the exception to this is I'm gonna say generally no the exception to this is it's also going to depend on when you're defining your team how much of an integral part that subcontractor is okay if that sub is doing a large majority of the work all right and they're part of the team and you're providing their resumes then you may want to provide that information I wanted to try to point out that key point page seven all right under number three all right if respondent proposes that major portions of the work will be performed by team member different team members ie joint venture partners subcontractors etc respondent must provide the required information that's described below for each such team member so again it's going to depend on what you're actually had that sub to do but generally the answer is no but some people are having a sub to do a whole lot okay all right are the scope reviewed on lowest bidder no so again this goes for commodities and remember in the beginning we talked about the difference between competitive betting bidding an RFP for RFP is going to be based on those 11 items and all of those evaluation criteria so no price is only one consideration okay so you're looking at resumes your plan explain the vendor list process okay so we don't have a general vendor list okay now we do have processes we have other procurement methods things call rfqs and I don't ant to go too far off because again we could have a whole workshop on those but we have certain procurements where we do something called it it could be a request for proposal but generally it's a request for qualifications and for those will prequalify a list of vendors and so when we look for services then we'll look to that pre-qualified pool okay but generally there is not but it'll be through this type of process okay it'll say request for qualifications and it says we're looking to prequalify a vendor pool okay but generally through RFP we don't have a lot of lists and if it is it's going to describe how we get to this list through an RFP process okay so again there's a difference between something called an RFP and an RFQ alright we look for RFQ it's a qualified list of vendors RFP a lot of times we're looking for one vendor possibly all right so there's no list with that all right so the only list we talked about again was when you register with the bid in bond room that you have a copy of the RFP that's a list you're gonna be on a list of who attended the pre-proposal conference that's a list and that's public but in general there's no just pre-qualified list of parties that have contracts with the city you can go to our website and find out any copies of contracts and things of that nature but there's no kind of big list okay all right are there any additional questions all right so we definitely want to thank you for coming out so again we're streaming live so this can be found on YouTube all right thank you enjoy the rest