CDBG-DR Business Participation in Procurement Processes William G. Ríos Maldonado, Esq. Procurement Director Laura A. Pagán Santana, Esq. Procurement Deputy Director CDBG-DR Program April 21, 2020
Agenda Introduction Requirements to Participate Methods of Procurement Preparation of Proposals Evaluation of Proposals
I NTRODUCTION
General Principles for CDBG-DR Program Procurement Processes Competitive Methods – Required for the procurement of goods and services Full and Open Competition – Required for all procurement processes Procurement Manual – Procurement shall be consistent with the standards of the Manual Cost – The cost or price of goods or services shall be determined to be reasonable
Procurement Manual and Contractual Requirements for CDBG-DR Establishes standards and guidelines for the acquisition of goods and services for the CDBG- DR program Available for download from the CDBG-DR Website Resources
Website Procurement processes and awarded contracts are published on the CDBG-DR website Small Purchases (SP) opportunities will also be published soon The website includes the CDBG-DR Programs information and the list of the procurement procedures Web address: www.cdbg-dr.pr.gov
Public Announcements The announcements for the procurement processes can be found at the CDBG-DR website and are also published in the “Registro Único de Subastas” (RUS)
Coming Soon!! >> Procurement Portal and Registry for prospective vendors.
Procurement Portal: Landing Page (example)
Procurement Portal: Landing Page cont’d
Procurement Portal: Landing Page cont’d
R EQUIREMENTS TO P ARTICIPATE
DUNS Number In order to obtain a DUNS (Data Universal Numbering System) Number access the following link: www.dnb.com Registering for a DUNS number is Free of Charge .
SAM Registration The entity must be registered on the System for Award Management (SAM) in order to do business with the CDBG-DR Program. There is no registration fee to create or renew/update your organization's information on SAM. There are businesses that charge for this services, it is your option the registration through this means, but it is not required by the Program To register access the following link: https://sam.gov
M ETHODS OF P ROCUREMENT
Methods of Procurement Primary Methods of Procurement • Micro Purchases • Small Purchases • Sealed Bidding • Request for Proposals • Qualifications Based Selection* • Prequalification Lists* *These methods will be included on the revision of the Procurement Manual
Micro Purchase The aggregate purchase does not exceed $10,000 ($2,000 for construction due to Davis-Bacon Act) May be awarded without soliciting competitive quotations, if price is reasonable
Small Purchase The purchases does not exceed $250,000 A minimum of 3 potential suppliers shall be solicited to submit a quotation PRDOH Contracting Officer may negotiate price and terms Quotations must be obtained from adequate number of qualified sources At least one quotation must be obtained from a responsive and responsible potential supplier, with a reasonable price or cost
Sealed Bidding Procurement exceeds $250,000 Preferred method for goods and non professional services The process includes: • Pre Bid Conference • A public Bid Opening • Award of contract based on the lowest price submitted by a responsible contractor through a responsive Bid • Cost must be reasonable
Request for Proposals Used when conditions are not appropriate for the use of Sealed Bidding Preferred method for professional services that exceeds $250,000 The RFP identifies the evaluation criteria and scoring of the evaluation factors, as well as any sub-factors and price An Evaluation Committee comprised of at least 3 or more members, and an alternate member, is appointed to evaluate the Proposals
Request for Proposals Evaluation Committee may recommend negotiations with “Qualified Proposers” Negotiations may be engaged through Best and Final Offers (BAFO), in which the Procurement Division invites all “Qualified Proposers” to submit their BAFO The PRDOH Bid Board shall make the final selection after considering the Evaluation Committee’s recommendation Award shall be made to the responsible firm(s) whose technical approach to the project and price are most advantageous provided that the cost or price is reasonable
Qualifications Based Selection A competitive procedure for qualifications-based procurement of architectural/engineering (A/E) design contracts Competitors qualifications are evaluated by an Evaluation Committee The QBS will result in contract of the highest ranked respondent Fair and reasonable compensation is negotiated with the highest ranked respondent
Prequalification Lists Two-phased selection process • First phase: RFQ including the evaluation criteria, Evaluation Committee evaluates the responses and the selection is awarded by the PRDOH Bid Board • Second phase: Request proposal from selected qualified respondents by means of a Small Purchase or Request for Proposals
P REPARATION OF P ROPOSALS
Preparation of Proposals All Proposals must be submitted in 3 separate envelopes, one for each requirement: • Mandatory • Qualification & Work Approach • Cost Proposal Organization of Proposals • Checklists are provided to ensure all documents are included Modification to instructions will be provided by Addenda published on the CDBG-DR Website
E VALUATION OF P ROPOSALS
Evaluation of Proposals Proposals shall comply with Mandatory Requirements in order for their Qualifications and Work Approach, and Cost Proposal to be considered Failure to comply with all of the Mandatory Requirements will result in the disqualification of the Proposer Mandatory Requirements include among others: • Proposal Submission within the closing date and time • Organizational Documentation • Financial Requirements • Executed Certifications and Sworn Statements
Evaluation of Proposals Those who pass the evaluation of the Mandatory Requirements will have the Qualifications and Work Approach scored Requirements for scoring Qualifications and Work Approach are included in the RFP instructions
Evaluation of Proposals Qualifications and Work Approach may include, among others: • Company Profile • Identification, Form of Business, and Integrity • Organizational Chart • Comparable Projects • Key Staff Qualifications • References - Those references for which no response is received back by the PRDOH will be given a score of zero (0).
Evaluation of Proposals • Work Approach: o A written document on how the Proposer will perform the services being requested • Oral Presentation: o Serves as an opportunity to clarify technical aspects of the Proposals before final scores are awarded
Evaluation of Proposals Evaluation Committee will evaluate the Cost Proposals submitted by “Qualified Proposers” and will combine the qualifications and technical approach to the project, and price to determine the Proposer whose Proposal is most advantageous to the PRDOH Determination of “Qualified Proposers” is based on score
Evaluation of Proposals For the determination of “Qualified Proposers” the Evaluation Committee will consider any bonus points and the preference of 5 points to Section 3 Business Concern • 51 percent or more owned by Section 3 residents; or • Has permanent, full time employees at least 30 percent of whom are currently Section 3 residents, or within three years of the date of first employment with the business concern were Section 3 residents, or • Has a commitment to sub-contract in excess of 25 percent of the total dollar award of all sub-contracts to be awarded to such businesses described above Section 3 Resident is a public housing resident; or a low- or very low- income person residing in the metropolitan area or non-metropolitan county where the Section 3 covered assistance is expended
Contact us for more information: infoCDBG@vivienda.pr.gov CDBGDR-PROCUREMENT@vivienda.pr.gov
Q UESTIONS
T HANK YOU
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