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PRE-PROPOSAL CONFERENCE Bond Program Monitor Procurement (RFP 13-08). Moderator: Stephen J. Densmore, Special Counsel . June 10, 2013. 1. 2. Board Rules. Board Rules. 17300 Establishment of Office 17301 Powers and Duties 17302 Whistleblower Hotline

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PRE-PROPOSAL CONFERENCE Bond Program Monitor Procurement (RFP 13-08)

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Pre proposal conference bond program monitor procurement rfp 13 08

PRE-PROPOSAL CONFERENCEBond Program Monitor Procurement(RFP 13-08)

Moderator: Stephen J. Densmore, Special Counsel

June 10, 2013

1


Pre proposal conference bond program monitor procurement rfp 13 08

2

Board Rules


Board rules

Board Rules

  • 17300 Establishment of Office

  • 17301 Powers and Duties

  • 17302 Whistleblower Hotline

  • 17303 Investigation Reports and Other Documentary Material

  • 17304 Duty of Vigilance and Cooperation

  • Retaliation Prohibited

  • Referrals of Investigations

  • 17307 Conflicts of Interest

  • 17308 Legal Counsel

  • 17309 Internal Principles, Policies, and Procedures

  • 17310 Auditing and Management Functions

  • 17311 Training Programs

3

Chapter XVII

Article 3

Bond Program Monitor


Board rules1

Board Rules

Impetus for recent Rule changes:

  • Minimize overlapping functions with those of

    Bond Program auditors

  • Focus activities on misconduct involving fraud,

    abuse of discretion, and waste

  • Add an emphasis on proactive detection and

    prevention of misconduct.

  • Eliminate involvement in management

    issues involving efficiency, policy-making, and

    legal interpretations

4


Rfp process

RFP Process

RFP Process

5


Rfp process objective

RFP Process Objective

“. . . to select one qualified firm or professional to provide Key Personnel and support staff to reorganize and continue the operation of the Bond Program Monitor for the Bond Program consistent with the mandates of the current Board Rules .”

6


Rfp process overview

RFP Process Overview

RFP ISSUANCE

Score Clerk

Technical Proposals

Price Proposals

Phase I scores

FIRST PHASE

Technical Proposal Evaluations

(Open to all Proposers)

Short-List (4 firms)

short-list

results (no scores)

Phase II

scores

SECOND PHASE

Interviews

Final Ranking

Combined final scores - ranking

THIRD PHASE

Negotiations

7


Rfp process proposals

RFP Process –Proposals

8

Two-Package Submission

Technical Proposal - SCORED

Pricing Proposal – NOT SCORED


Rfp process proposals1

RFP Process –Proposals

9

Technical Proposal


Rfp process technical proposals

RFP Process –Technical Proposals

10

Overview

Firm history and organization

Personnel

Firm experience

Technical approach

References


Rfp process technical proposals1

RFP Process –Technical Proposals

11

Personnel


Rfp process technical proposals2

RFP Process –Technical Proposals

12

Personnel Categories

Key Personnel

Professional Support Staff

Staff


Rfp process technical proposals3

RFP Process –Technical Proposals

13

Key Personnel

Bond Program Monitor

Senior Confidential Investigator

Senior Confidential Auditor

“Preferred qualifications”


Rfp process technical proposals4

RFP Process –Technical Proposals

14

Professional Support Staff

i.e., investigators, IT specialists, auditors

Resume and experience summary


Rfp process technical proposals5

RFP Process –Technical Proposals

15

Staff

i.e., clerical and office staff

experience summary


Rfp process technical proposals6

RFP Process –Technical Proposals

16

Firm Experience


Rfp process technical proposals7

RFP Process – Technical Proposals

Focus Statement

“. . . Foreach of the three individuals proposed to serve as its Key Personnel, the Proposer shall describe the past experience of that individual in performing services for building programs (or for other types of public programs that, although not building programs, involved services of a type that are comparable to that required for a building program) for a public agency, department, district, or political subdivision services, which description shall include . . .”

– RFP Attach. No. 4, “Proposal Requirements and Evaluation Criteria,” p. 7

17


Rfp process technical proposals8

RFP Process –Technical Proposals

18

Technical Approach


Rfp process technical proposals9

RFP ProcessTechnical Proposals

Technical Approach

19

  • How would the Proposer organize, staff, and operate the BPM?

  • What types of misconduct would the Proposer would anticipate encountering?

  • What investigative methodologies and techniques would the Proposer anticipate employing to conduct investigations without inhibiting performance by employees, contractors, and consultants?

  • How would the Proposer administer the Whistleblower Program?

  • How would the Proposer structure an annual Work Plan?

  • What types of customized solutions might the Proposer consider suitable to detect and prevent fraud, waste, and abuse in the Bond Program?


Rfp process references

RFP ProcessReferences

References

20


Rfp process references1

RFP ProcessReferences

3 references

Public agencies

21


Rfp process price proposals

RFP ProcessPrice Proposals

22

Price Proposals


Rfp process price proposals1

RFP ProcessPrice Proposals

23

Pricing* negotiated,

not competed.

* For each 12-months of 5-year term: (1) proposedhourly rates; (2) proposed total fees not to exceed specified RFP maximums (RFP Attach. 3) and (3) proposed total reimbursable expenses budget


Rfp process price proposals2

RFP Process Price Proposals

24

Staffing Plan

  • Each 12-month period of term

  • Rates, hours, FTE conversions

  • Total fees per position, overall

  • 12-month maximum fees

  • 12-month reimbursables budget


Rfp process price proposals3

RFP Process Price Proposals

25

Proposal Attachments


Rfp process proposal attachments

RFP Process Proposal Attachments

26


Rfp process proposal attachments1

RFP Process Proposal Attachments

27

Outreach


Rfp process proposal attachments2

RFP Process Proposal Attachments

28

Outreach Forms

1. Form LSE – 0010: Select option 1, 2, or 3.

2. Form LSE – 0120 (option 1): Demonstrate 28% or more of fees to be earned by sub’s that are local, small, or emerging

businesses

3. Form LSE – 0130 (option 2): Demonstrate good faith efforts to outreach to local, small, or emerging businesses.


Rfp process interviews

RFP Process Interviews

29

Interviews


Rfp process interviews1

RFP Process Interviews

30

Interviews

Short-listed proposers only

3 attendees (BPM required)

Scripted Questions (TBA)

Presentation: 40 minutes

Q & A

Schedule (TBA)


Rfp process interviews2

RFP Process Interviews

31

Reference Interviews

Optional


Rfp process evaluations

RFP Process Evaluations

32

Evaluation Criteria and Scoring


Rfp process evaluation weighting

RFP Process – Evaluation Weighting

33


Rfp process award

RFP Process Award

34

Award


Rfp process award1

RFP Process Award

35

District Options:

Immediate award

or

Negotiations


Rfp process schedule

RFP Process Schedule

36


Rfp process background checks

RFP ProcessBackground Checks

37

Background Checks


Rfp process background checks1

RFP ProcessBackground Checks

38

  • Background checks are conducted after Notice of Intent to award or negotiate

  • Background checks are limited to Key Personnel of intended/tentative awardee

  • Each individual shall sign a Consent form (RFP Attach. 14) and submit to fingerprinting

  • Proposer shall submit w/in 5 business days of request all information required by RFP Attach. No. 4, Part 5 (pp. 18 – 22)


Rfp process background checks2

RFP ProcessBackground Checks

Investigative areas:

  • criminal history

  • financial and credit history and ratings

  • civil litigation history

  • social services department records and reports

  • military service records and reports

  • workers compensation records and reports

  • past business affiliations

  • educational history

  • employment history

  • licensing and professional certifications history

  • social media postings

  • other matters relevant to character and general reputation

39


Rfp process board interview

RFP ProcessBoard Interview

40

Board Interview


Rfp process board interview1

RFP ProcessBoard Interview

41

Board Interview:

  • Not scored

  • Not part of competitive evaluation

  • Not attended by all Board members

  • Results of background checks available to Board interviewers


Disclaimer

DISCLAIMER

Summaries and other information provided at the Pre-Proposal Conference relating to the requirements of the RFP Documents are for the convenience of the proposers and are not binding upon the District unless and until confirmed by RFP Addendum. Statements by the District’s representatives or attorneys, including, without limitation, statements or responses contained in RFP Addenda, do not constitute legal advice.

42


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