Preproposal Conference Project Title Here RFPRFQ Issuing Officer

Pre-proposal Conference Project Title Here (RFP/RFQ #) Issuing Officer: Your Name Date/Time 1 Pre-proposal Conference Template Revision 2 -3 -2011

Agenda Ø Ø Ø Ø Ø 2 Introductions Housekeeping Supplier Development and Support Bureau of Small Business Opportunities (BSBO) COSTARS (if applicable) Overview of RFQ/RFP Requirements Areas of Interest/Attention Review of Submitted Questions and Answers Additional Questions and Answers

Introductions Agency Representatives Ø Department of General Services ØYour Name, Issuing Officer ØGayle Nuppnau, BSBO, Procurement Liaison Ø Agency Name ØAgency Representative, Representative Title 3

House Keeping Ø In the event of a fire drill: Ø Exit building via stairs Ø Cross Walnut Street Ø Gather in grass at Forum Building Ø Ø 4 Restrooms through secure door to the left Sign attendance register Provide business card Sign in sheet will be posted to e. Marketplace

Supplier Development & Support Your Gateway to All Procurement Information Links to: Ø Ø 5 Supplier Service Center PA e-Marketplace PA Supplier Portal Procurement Handbook

Supplier Development & Support www. e. Marketplace. state. pa. us Your Gateway to Contract Information Ø Ø Ø Ø Solicitations Tabulations Awards Contracts Sole Source Upcoming Procurements Links: Ø Supplier Service Center Ø Treasury Contracts 6

Supplier Development & Support www. pasupplierportal. state. pa. us Your Gateway to Procurement Ø New Supplier Registration Ø Manage company data Ø Link: Ø Supplier Service Center 7

Supplier Development & Support Supplier Service Center Resources Ø Frequently Asked Questions Ø How to Register Ø E-Alerts Ø COSTARS Ø Reset Password Ø Resource Toolbox Ø Brochures Ø Guides 8

Supplier Development & Support Pamphlets available on Table: Ø Doing Business with the Commonwealth Ø Vendor Registration Ø Co. Stars Information 9

Supplier Development & Support Telephone - Toll Free: 877 -435 -7363 Telephone - Harrisburg: 717 -346 -2676 Web: www. pasupplierportal. state. pa. us e-Mail: RA-PSC Supplier Requests@pa. gov ØVendor Registration Guide ØBidding Reference Guide Øe. Alerts ØW-9 Form 10

Proposals Due Sealed proposal must be received on or before XXXX, X: 00 PM EST to the Issuing Office at the following address: Department of General Services Bureau of Procurement Attn: YOUR NAME 555 Walnut Street, 6 th Floor Harrisburg, PA 17101 REF: See next slide for important information to include 11

Proposal Package Notes ADDRESS PROPERLY Please include: ØRFQ/RFP Number ØNumber Multiple Package (i. e. 1 of 3, 2 of 3, etc. ) ØMust be Sealed ØAllow time for delivery If the proposal is delivered in person at DGS-BOP, Forum Place, you will receive a receipt for your proposal 12 .

COSTARS What is COSTARS? Ø COSTARS is the Commonwealth of Pennsylvania’s Cooperative Purchasing Program, a service provided by the Department of General Services for Local Public Procurement Units within the Commonwealth of Pennsylvania as established by Section 1902 of Act 57 on May 15, 1998, as amended by Act 142 of December 3, 2002, 62 Pa. C. S. Section 1902, and Act 77 of July 15, 2004, 62 Pa. C. S. Sections 1902 and 2107. These acts authorize Local Public Procurement Units to participate in those contracts for supplies and services made available by the Department of General Services. Ø Eligible Local Public Procurement Units are defined as: Ø Ø Ø 13 Any political subdivision; Any public authority; Any tax-exempt, nonprofit educational or public health institution or organization; Any nonprofit t fire, rescue, or ambulance company; And to the extent provided by law, any other entity, including a council of government or an area government that expends public funds for the procurement of supplies and services.

COSTARS For more information regarding the COSTARS Program: Ø Department of General Services, Bureau of Procurement, COSTARS Program. ØToll-Free: 1 -866 -768 -7827 Fax: 717 -783 -6241 ØE-mail: gs-pacostars@pa. gov ØPlease visit the COSTARS Web site at www. dgs. state. pa. us/costars 14

Bureau of Small Business Opportunities Small Diverse Business Program (SDB) Program designed to encourage participation of Small Diverse Businesses (SDB) in state contracting and is one of the below: • Department of General Services, Bureau of Small Business Opportunities (BSBO)-certified minority business enterprises (MBEs), women business enterprises (WBEs), veteran business enterprises (VBEs) and service disabled veteran business enterprises (SDVBEs) that qualify as small businesses; and • United States Small Business Administration (SBA) certified 8(a) small disadvantaged business concerns 15

Small Diverse Business Program (SDB) Ø Grosses less than $20 million annually or $25 million for companies involved in Information Technology (IT) services or sales. Proof of annual sales can be one of 3 items listed below: Ø Copies of audited financials Ø Copy of recent federal tax form Ø Letter from a CPA attesting to company's annual sales Ø Employ no more than 100 full-time or full-time equivalent employees Proof of number of employees can be one of 2 items listed below: Ø Copy of 941's Ø Letter from company attesting to number of employees Ø Is able to do the work in question Ø Must be for profit Ø Must be owned by a U. S. Citizen

Important Information to Note: Section II of the RFP To receive credit for being a Small Diverse Business or for subcontracting with a Small Diverse Business (including purchasing supplies and/or services through a purchase agreement), a Offeror must include proof of Small Diverse Business qualification in the Small Diverse Business participation submittal of the proposal, as indicated in section II of the RFP. 17 • Copy of active certification • Proof of annual sales • Proof of number of employees • If using a company in the 8(a) program must show proof of US Citizenship • All Offerors must provide a numerical percentage for commitment based on the base term of the contract • Small Diverse Business (es) must be named including address and phone • Specify the type of goods or services the Small Diverse Business(es) will provide • You will not receive credit by stating that you will find a Small Diverse Business after the contract is awarded or by listing several companies and stating you will select one later

Bureau of Small Business Opportunities Bureau Of Small Business Opportunities BSBO Ms. Gayle Nuppnau Procurement Liaison Telephone: (717) 346 -3819 E-Mail: gnuppnau@pa. gov 18

Procurement Background Ø Background. [Outline the basic problem or problems that caused the agency to issue the FP. Relate the problem to the organization mission and explain how the work to be done by the selected contractor is expected to help solve the problem. Explain any unusual organizational interrelationships that affect the problem or the work to be performed]. Ø History Ø Why we need this procurement • Services and Functions Ø History data Ø Ø 19 Current Supplier Current Contract # Spend Quantities

What have we done Met with key stakeholders to review IT and business requirements Ø Discussed prevalence of existing solutions and agency challenges. Ø Developed an RFQ that follows the DGS procurement process, analyze current industry best practices and enter a competitive bid. Ø Other 20

Goals and Objectives Ø Goals for the procurement Ø Enter Goals Ø Scope of the Procurement Ø Enter Scope ØObjectives for the Procurement ØEnter Objectives 21

Areas of Attention Ø Example… Ø Lot 1, Lot 2, Phase 1, deliverables, etc. Ø Costing Ø Other 22

RFQ /RFP Structure Critical Points in the RFP. [Call attention to specific portions of the RFP you would like the Offeror to note. These may refer either to contractual or administrative matters or to the work that is to be done. The following is illustrative only]. Ø Proposal is divided into the following three parts that must be submitted in separate individual sealed envelopes: Ø Technical Requirements = 50% of total points Ø Small Diverse Business Submittal = 20% of total points Ø Cost Submittal = 30% of total points Ø Bonus Points: Domestic Workforce Utilization Ø Proposal Submission Deadline- Put in date and Time Ø Proposal Quantities Ø 5 paper copies and 2 electronic copies of Technical submittal Ø 2 paper copies and 2 electronic copies of Cost submittal Ø 2 paper copies and 2 electronic copies of Small Diverse Business submittal Ø Award structure: Single award by lot or may award to a single supplier for multiple or all lots 23

Submittal Response Proposal Technical Submittal Response I. Two (2) Paper copies of Offeror’s Technical response d AND II. Electronic responses The Offeror’s Technical response shall include: OR 24 CD Flash Drive 1. Proposal document –(pdf) 2. Domestic Workforce Utilization Form 3. Trade Secret Form (pdf) 4. Proposal Cover sheet 5. Offeror & Personnel Information 6. Company’s Financial Information (electronic) 7. Dun & Bradstreet Comprehensive Report 8. SAS 70 Report

Submittal Response Small Diverse Business Submittal Response I. Two (2) Paper Copies of Offeror’s SDB Submittal Response AND II. Electronic Response OR 25

RFQ/RFP Requirements Ø Mandatory Response Requirements Ø Ø Financials Personnel Qualifications Solutions Other Ø Contract Requirements Ø Signed by an official authorized to bind the company to a contract Ø Must obtain 70% of total available technical points to advance Ø If you specify that the proposal is not firm for the time period specified in Section I-12 of the RFP, your proposal may be rejected. Ø If there any assumptions included in the cost submittal, your proposal may be rejected. Ø If you state that the proposal is contingent on negotiation of offeror terms and conditions, your proposal may be rejected. 26

Questions Ø Review of Questions Ø Additional Questions ØPlease be sure to write down all your questions on the Q&A sheets provided. 27

Qu ons & Answers provided today are considered unofficial and not binding. All questions and responses will be posted on the DGS Emarketplace Website: http: //www. emarketplace. state. pa. us Thank-you for attending today’s Pre-proposal conference 28