CDBG-DR Business Participation in Procurement Processes William G. - - PowerPoint PPT Presentation

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

INTRODUCTION

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
• f 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

REQUIREMENTS TO PARTICIPATE

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
• rganization'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

METHODS OF PROCUREMENT

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
• f 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

PREPARATION OF PROPOSALS

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
• n the CDBG-DR Website

EVALUATION OF PROPOSALS

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:
• A written document on how the Proposer will perform the

services being requested

• Oral Presentation:
• 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

QUESTIONS

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