PRE-PROPOSAL CONFERENCE Welcome! Conference Room A/B NYSDOT 50 Wolf Rd, Albany NY Monday July 15, :00 to 12:00 Noon NEW YORK STATE DEPARTMENT OF TRANSPORTATION Central Permits Office Staff Augmentation Services for NYSDOT, Contract #C

Pre-Proposal Conference – CPO Staff RFP AGENDA 1.Introductions Tom Golden, OMSS, Central Permits Office Al Hasenkopf, Contract Management Bureau 2.Project Overview 3.Scope of Services 4.Proposal Format and Response Requirements 5.Proposal Evaluations 6.Administrative Items 7.Questions and Answers 2

CPO Staff Augmentation RFP Overview Purpose Select a Responsive, Responsible, Qualified Consultant to provide Central Permits Office Staff Augmentation Services Meet the RFP’s Objectives Run a Fair and Equitable Solicitation Process Meet Combined 20% M/WBE Contract Goal or Submit Acceptable GFE 3

Project & Contract Objectives Issue OS/OW Permits Serve Our Customers Effective/Efficient Permitting Process Permit Process Management & Improvement Receive Complete & Responsive Proposals SEAMLESS TRANSITION 4

General Contract Items Contract Type: Non-Architecture/Non-Engineering Consultant Selection Method: Best Value Payment Method: Fully Loaded Rates + Reasonable Expenses Maximum Payable Amount Available: Set for Base Term Base Term: 3+2 Year Contract Possible Conflict of Interest: HOOCS RFP C

Approach & Scope of Service RFP Scope of Service & Approach:  Customer Assistance  Supervision  Account Maintenance  Technical Liaison  Development of Forms and Applications  Documentation & Correspondence  Project Management  Tech Support – Divisible Load  Tech Support – Special Hauling  Staff Roles  Federal & State Permitting Laws/Regulations Consultants Can Propose Scope Adjustments (if objectives met) Be Responsible for Meeting all M/WBE Commitments 6

RFP Responsiveness Requirements: Proposal Format and Contents Part I - Technical and Management Submittal (P14) Part II – Cost and Contract Proposal (P20) PLL Forms! MAKE SURE PROPOSAL IS COMPLETE – ASK QUESTIONS IF UNSURE! – 1 PROPOSAL SUBMITTED IN 2 PARTS 7

DBE Participation C031103: Combined 20% M/WBE Contract Goal Meaningful Participation by Either Prime Consultant or Inclusion of Certified Subs Acceptable GFE if Goal is Not Met Can’t Mix DBEs with M/WBEs. Primes Don’t Count 8

Cost and Contract Submittal: Part II Proposed Costs (Attachment 8) and Labor Rates State Acceptance of all Terms and Conditions of RFP Draft Agreements Contained in Attachment 1 Complete and Submit the “Consultant Information and Certifications Form,” Attachment 2 to Indicate Acceptance of the Draft Agreement’s Terms and Conditions Include RFP Modification(s) Acknowledgements (if any) 9

Technical & Management Submittal (Part II) Cover Letter TOC, Executive Summary, Narrative Description Organization & Staffing Experience Requirements (Staffing Roles) Approach Scope of Services 10

Cost and Contract Submittal (Part II) Submit Procurement Lobbying Law Forms: MANDATORY Attachment 2 – Acceptance of RFP Draft Contract Proposed Rate Schedule with Expenses M/WBE Participation Requirements Document Preparation CIN and SFS VIN RFP Modification Acknowledgement (if any) 11

Proposal Evaluation Process Pre-Screening Minimum Staff Experience Requirements (Pass/Fail) Best Value Criteria (100 Points) Technical /Cost Ration: 60/40 (50+10/40 with interview) Committee to Evaluate Technical Proposals Clarification Questions Initial Best Value Determined Interview Decision Made 12

Technical Proposal Scoring WRITTEN TECHNICAL PROPOSAL (60 Points): Experience of Proposed Management Team: Up to 40 Points Approach & Scope of Services: Up to 10 Points Organization: Up to 7 Points Experience of Proposed CPO Staff : Up to 3 Points Clarification Questions May Be Asked 13

Technical Interview Short Listed Firms Only – Top IBV + 10 Points + ‘Cluster’ Separate Block of Up to 10 Points Will lower Wt for Mgt Exp factor (40 Pts to 30) Key Personnel Must Attend ( In-Person Preferred ) Written Proposal Re-Score Opportunity 14

Cost Proposal Evaluation (Up to 40 Points) Calculate Base Term Labor Cost + DNSC = Total Proposed Cost Lowest Total Proposed Cost Receives 40 Points Higher Total Costs Gets Proportionately Lower Cost Scores Clarification Questions May Be Asked Cost Scores Can Change (CQs, Withdrawal, Dismissal, BAFO) 15

Proposal Evaluation: Last Steps Best and Final Offers Possible. May Lead to Changes Tentative Contract Award to Highest Total Best Value Consultant Designation Posted: RFP Does Not Commit NYSDOT to: Award a contract Pay any costs incurred to prepare proposals NYSDOT has Right to Cancel Solicitation 16

Administrative Specifications State’s Rights Vendor Responsibility Contractor Tax Certification Iran Divestment Act New Responsibility Requirements Article Read Draft Contract - Especially Insurance Requirements! Inquiries and Information Contact: Al Hasenkopf, NYSDOT Contract Mgt Bur 17

RFP SCHEDULE 18 RFP Release Date: June 28, 2013 Pre-Proposal Conference: July 15, 2013 Question Submittal Deadline: July 19, 2013 Answers to Question Due : July 24, 2013 Proposals Due: July 31, 2:00 PM ET Proposal Evaluation Begins: August 2013 Technical Presentations: Mid August 2013 (TBD) Selection: Late August 2013 Negotiation: Early September 2013 Contract Execution: October 2013 Work Begins: October 2013

QUESTIONS AND ANSWERS THANK YOU! Written Question to: 19