The Bravo Group Expedited RFQ

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The Bravo Group Expedited RFQ

  1. 1. EXPEDITED RFQ TEMPLATE FOR PROJECTS UNDER $250,000 CREATIVE ADVERTISING AND AUDIO VISUAL – INTERACTIVE PRODUCTION SERVICES ITQ # 4400008677 Not to Exceed Cost: $250,000 COMMONWEALTH OF PENNSYLVANIA RFQ FOR THE DEPARTMENT OF STATE 2012 GENERAL ELECTION VOTER EDUCATION MEDIA CAMPAIGN COMMUNITY OUTREACH AND PUBLIC RELATIONS Solicitation Number: DOS 2012-3June 4, 2012To Whom It May Concern: The attached Statement of Work (SOW) (Attachment A) is provided for you to develop yourproposal for the Community Outreach and Public Relations portion of the 2012 General Election VoterEducation Media Campaign (Project). The successful contractor will be selected based on Best Value. TheBest Value Criteria specified below defines the criteria that will be used to determine the successfulcontractor to be issued a purchase order. It is imperative that your proposal provides sufficientinformation for the Department to evaluate the best value criteria listed below. You may email yourproposals to Chris Wolf at chwolf@pa.gov prior to 2:00 pm on June 14, 2012. Best Value Criteria:1. Work Plan: The Commonwealth will consider whether the Contractor included a sufficiently detailed Work Plan and Timeline that accurately assesses and shows an understanding of the project objectives, and demonstrates a sound approach to deliverables based on the project requirements stated in the SOW.2. Contractor Prior Relevant Experience: The Commonwealth will consider the Contractor’s prior experience in carrying out campaigns that were similar in nature and scope to the requirements stated in the SOW. References may be contacted.3. Cost: Costs will be evaluated in conjunction with the amount and type of services proposed in the Work Plan to determine the best value to the Commonwealth. Complete the Cost Matrix (Attachment B) to submit the cost portion of your proposal.1|P age
  2. 2. 4. Disadvantaged Business Participation: To maximize DGS-certified Minority Business Enterprise (“MBE”) and Women-Business Enterprise (“WBE”) participation in the project, consideration will be given to Offeror’s demonstrating a strong commitment to Disadvantaged Business (DB) participation. The more definitive the commitment and the greater the percentage commitment, the greater consideration that your company will receive for this best value selection factor. Further information regarding the DB program can be found in Attachments E and G.5. Enterprise Zone Small Business Participation: To maximize Enterprise Zone Small Business (EZSB) participation in the project, consideration will be given to Offeror’s demonstrating a commitment EZSB participation. The greater the percentage commitment, the greater consideration that your company will receive for this best value selection factor. Further information regarding the EXSB program can be found in Attachments F and G.6. Domestic Workforce Utilization: Complete and sign the attached Domestic Workforce Utilization Form (Attachment C).Any questions regarding this RFQ must be submitted in writing to Chris Wolf via email to chwolf@pa.govbefore June 8, 2012 at 12:00 pm. Answers will be attached as an addendum prior to the close of businesson June 12, 2012.Note: This Request for Quotations DOS 2012-3 is a restricted solicitation. Only those contractorsqualified in the designated categories under Contract #4400008677 known as the Commonwealth ofPennsylvania’s Creative Advertising and Audio Visual – Interactive Production Services Invitation toQualify (ITQ), may submit a proposal in response to this RFQ. The designated categories are: Creative Services – General Services Creative Services – Marketing Services Creative Services –Public Relations ServicesFor more information about the Creative Advertising and Audio Visual – Interactive Production ServicesITQ, please click the following link.http://www.portal.state.pa.us/portal/server.pt/community/invitation_to_qualify/4641/where_to_start/495422Your RFQ response must include the following documents: Technical Submittal Cost Matrix (Attachment B) Domestic Workforce Utilization Form (Attachment C) Trade Secret Form (Attachment D) DB Submittal (see Attachment E and G) Enterprise Zone Small Business Participation Submittal (see Attachment F and G) Lobbying Certification Form (see Attachment H and I)2|P age
  3. 3. ATTACHMENT A STATEMENT OF WORK Community Outreach and Public Relations Services ITQ Contract #4400008677 RFQ # DOS 2012-3 Service Categories: General Services, Public Relations Services and Marketing Services This project is not to exceed $250,000 DEPARTMENT OF STATE 2012 GENERAL ELECTION VOTER EDUCATION MEDIA CAMPAIGNI. OBJECTIVES. The Secretary of the Commonwealth (Secretary) serves as the Commonwealth’s Chief Election Official and is charged with overseeing the administration of elections in Pennsylvania. Under the direction of the Secretary, the Department of State (Department), Bureau of Commissions, Elections and Legislation (BCEL) requires vendor services (Contractor) under the Statewide Audio Visual – Interactive Production Services ITQ Contract #4400008677 (ITQ) to provide community outreach and public relations services for the 2012 General Election Voter Education Media Campaign.II. NATURE AND SCOPE OF THE PROJECT. The Contractor shall plan and execute a community outreach and public relations campaign to educate voters. A separate RFQ is being issued to procure a contractor to provide creative works for a comprehensive multi-media advertising campaign that will include television, radio, web and print advertisements. The selected community outreach and public relations Contractor shall work closely and coordinate efforts with the creative vendor and the Commonwealth’s vendor for media placement (Harmelin Media). The campaign shall focus on educating voters with regard to voting procedures relating to the recently enacted House Bill 934, which imposes a new requirement for voters to present photo identification at the polls, beginning with the November 2012 General Election. (A copy of the final legislation can be accessed on the General Assembly’s website at www.legis.state.pa.us). The legislation requires the Department to conduct a voter education and outreach campaign. The primary goal of this campaign is to inform voters of the new requirements and ensure that no one will be denied the right to vote because of the new law. The messaging under this campaign is strictly limited to voter education, with a strong focus on the photo identification requirement. Voters must know that they must bring photo identification to the polls and, if they do not have acceptable photo identification, they must know how to obtain it.3|P age
  4. 4. III. TASKS AND SERVICES. A. General The Contractor shall evaluate the Department’s needs and provide recommendations for the community outreach and public relations campaign based on its professional experience and its research regarding audience demographics, geographical concerns, time requirements, amount and type of information to be disseminated and the cost/value to the Commonwealth. Preliminarily, the Department has identified the target audience as all eligible voters in Pennsylvania, approximately 9,611,000 citizens. All of these voters must be made aware of the new photo identification requirement. If voters do not have acceptable photo identification, they should be informed of how to obtain one and should be directed to the Department’s website for detailed information. The Department is committed to ensuring that every eligible voter is informed of the new requirement, is prepared with photo identification on Election Day and is able to cast a vote. The General Election will be held on November 6, 2012. The Contractor shall provide general account management for all services. All planned activities, locations and dates are to be approved by the Department in advance. B. Community Outreach The Contractor shall plan and execute a grassroots community outreach campaign to reach specific populations that could be less likely to have acceptable photo identification. As part of its proposal, the Contractor shall outline its community outreach plan and provide specific details on how the plan will be executed. The proposal shall include a list of community groups and organizations that will partner with the Contractor in order to educate their constituents regarding the voter identification requirements. If the Contractor proposes to attend community events, those events shall be specified in the proposal, along with an estimated number of attendees and an explanation of what tactics will be used at the events. The Contractor shall assume that no Department staff will available for events. If the Contractor proposes to use social media as a tactic, the proposal must include an explanation of how each outlet (Facebook, Twitter, etc.) will be used and managed. C. Public Relations The Contractor shall provide general public relations and communications services and shall make recommendations for specific tactics, with the understanding that the Department’s Press Office is primarily responsible for the day to day handling of media relations. The Contractor may be required to assist the Department in executing its own plan to work with state agencies and counties in order to provide materials and implement portions of the overall marketing plan. The Contractor’s proposal shall explain how the Contractor can complement the in-house efforts of the Department in the area of public relations.4|P age
  5. 5. IV. DELIVERABLES The selected Contractor is required to provide the following deliverables: Strategic Plan Community Outreach Services Public Relations Services Account Management Collateral** **If the Work Plan includes distribution of collateral materials, the Contractor is only required to prepare and print such materials until the Department has contracted with a vendor for creative services. The Department estimates that a creative services vendor will be under contract by July 30, 2012. The creative vendor will provide all print collateral as soon as practical after that date. If the Contractor proposes to attend any events or conduct any outreach requiring collateral material (palm cards, brochures, etc.) prior to July 30, 2012, the Contractor shall prepare and print those materials. Please note that the Department has already prepared a variety of materials that are available at www.votespa.com.V. BUDGET AND INVOICING The budget for this project cannot exceed $250,000.00 and must cover all expenses related to the planning, development and implementation of the community outreach and public relations portion of the campaign. Bidders must complete the Cost Matrix, Attachment B, and indicate the applicable hourly rates or fixed fees, the total cost per deliverable, and the total cost of the project. The Contractor shall invoice on a monthly basis for time and materials. After the contract for the provision of creative services is executed, the Contractor will collaborate with the Department, the creative services vendor, and Harmelin Media. A final strategic plan for the campaign will be developed at that point. If the final plan necessitates a change in the community outreach and public relations plan proposed by the Contractor, the Contractor shall submit a revised budget based on the same hourly rates set forth in its Cost Matrix. Upon approval of the Department, the Purchase Order will be revised to reflect the changes.VI. PROPOSAL SUBMITTAL REQUIREMENTS The proposal shall include the following: A. Technical Submittal This portion of the proposal shall include: 1. Work Plan - The narrative work plan shall set forth the Contractor’s understanding of the project’s objectives and the scope of services required. The Work Plan must detail a proposed strategy for the project with associated tactics for each task and service set forth in Section III. above. In addition, the Work Plan must include a project timeline. 2. Prior Experience – The Technical Submittal must include a summary of the Contractor’s prior relevant experience with projects similar in nature and size to that required under this RFQ. The experience shown should include work done by individuals who will be5|P age
  6. 6. assigned to this project. Projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted for a reference. 3. Personnel – The Technical Submittal must include the number of executive and professional personnel, communications specialists, researchers, consultants, etc., who will be engaged in the work. Indicate the tasks and services that each individual will be responsible for in the execution of this project. Include the employee’s name and, through a resume or narrative, the employee’s education and relevant experience. Indicate the responsibilities each individual will have during this project and how long each employee has been with your company. Identify by name any subcontractors you intend to use and the services they will perform. Resumes are not to include personal information that will, or will be likely to, require redaction prior to release of the proposal under the Right to Know Law. This includes home addresses, personal email addresses and phone numbers, Social Security Numbers, etc. B. Cost Matrix (Attachment B) C. Domestic Workforce Utilization Form (Attachment C) D. Trade Secret Statement, if applicable (see Attachment D) E. Disadvantaged Business Submittal (see Attachment E and G) F. Enterprise Zone Small Business Participation Submittal (see Attachment F and G) F. Lobbying Certification Form (see Attachment H and I)6|P age
  7. 7. ATTACHMENT B Cost matrix Pennsylvania Department of State 2012 General Election Voter Education Media Campaign Community Outreach and Public Relations RFQ # DOS 2012-3Company Name:Company Address: Telephone No.:Contact Person: Email Address: Project Cost Department of State Estimated Number of Hourly Rate or Per Deliverables: Hours (if applicable) Fixed Fee Deliverable:Cost Scoring Based onAggregate of Cost for:Strategic Plan $0.00Community Outreach $0.00Public Relations $0.00Collateral $0.00Account Management** (SeeInstruction 1. Below) $0.003rd Party Costs: (list vendoror services/goods to beprovided below)1 $0.002 $0.003 $0.004 $0.005 $0.00Total Cost of Project: $0.007|P age
  8. 8. COST MATRIX INTRUCTIONS1. The Offerer is to insert the information requested for each deliverable in the yellow highlighted areasof the Cost Matrix. The cost per deliverable is to include all costs associated with each deliverablecategory. The costs for the deliverable categories listed on this Cost Matrix are the only costs to beincluded on the cost submittal and are the only costs that the selected Contractor is permitted to charge.The Total Cost must be calculated.**Account Management shall include all fees for professional time that is not set forth in a separatedeliverable category. This includes, but is not limited to, general project management, planning andresearch not accounted for in the initial strategic plan, attendance at meetings, presentations, etc.2. The agency reserves the right to request that any or all Offerors document and submit its methodologyfor establishing its Cost, including estimated number of hours and hourly rates.3. The agency reserves the right to select a portion of the services offered or to negotiate with theselected Offeror to adjust the number of hours dedicated to each deliverable provided that the final workproduct does not exceed $250,000.00. However, the hourly rates or fixed fee for each deliverable categorywill remain firm.4. An Award Form Notification will be posted to the Department’s eMarketplace website at theconclusion of the procurement process to notify Offerors of the awarded contractor. The purchase orderissued as a result of this RFQ will be awarded by a Best Value evaluation.5. The agency purchase order term will be from the effective date noted on the "Notice to Proceed"through December 31, 2012.8|P age
  9. 9. ATTACHMENT C DOMESTIC WORKFORCE UTILIZATION CERTIFICATIONTo the extent permitted by the laws and treaties of the United States, each proposal will be scored for its commitment to usethe domestic workforce in the fulfillment of the contract. Maximum consideration will be given to those Contractors who willperform the contracted direct labor exclusively within the geographical boundaries of the United States or within thegeographical boundaries of a country that is a party to the World Trade Organization Government Procurement Agreement.Those who propose to perform a portion of the direct labor outside of the United States and not within the geographicalboundaries of a party to the World Trade Organization Government Procurement Agreement will receive a correspondinglysmaller score for this criterion. In order to be eligible for any consideration for this criterion, Contractors must complete andsign the following certification. This certification will be included as a contractual obligation when the contract is executed.Failure to complete and sign this certification will result in no consideration being given to the Contractor for this criterion.I, ______________________[title] of ____________________________________[name of Contractor] a _______________ [place of incorporation]corporation or other legal entity, (“Contractor”) located at __________________________________________________________[address], having a Social Security or Federal Identification Number of ________________________, do hereby certify and representto the Commonwealth of Pennsylvania ("Commonwealth") (Check one of the boxes below):  All of the direct labor performed within the scope of services under the contract will be performed exclusively within the geographical boundaries of the United States or one of the following countries that is a party to the World Trade Organization Government Procurement Agreement: Aruba, Austria, Belgium, Bulgaria, Canada, Chinese Taipei, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hong Kong, Hungary, Iceland, Ireland, Israel, Italy, Japan, Korea, Latvia, Liechtenstein, Lithuania, Luxemburg, Malta, the Netherlands, Norway, Poland, Portugal, Romania, Singapore, Slovak Republic, Slovenia, Spain, Sweden, Switzerland, and the United Kingdom OR  ________________ percent (_____%) [Contractor must specify the percentage] of the direct labor performed within the scope of services under the contract will be performed within the geographical boundaries of the United States or within the geographical boundaries of one of the countries listed above that is a party to the World Trade Organization Government Procurement Agreement. Please identify the direct labor performed under the contract that will be performed outside the United States and not within the geographical boundaries of a party to the World Trade Organization Government Procurement Agreement and identify the country where the direct labor will be performed: ______________________________________________________________________________________ ______________________________________________________________________________________ [Use additional sheets if necessary]The Department of General Services [or other purchasing agency] shall treat any misstatement as fraudulent concealment ofthe true facts punishable under Section 4904 of the Pennsylvania Crimes Code, Title 18, of Pa. Consolidated Statutes.Attest or Witness: ______________________________ Corporate or Legal Entitys Name_____________________________ ______________________________Signature/Date Signature/Date_____________________________ ______________________________Printed Name/Title Printed Name/Title9|P age
  10. 10. ATTACHMENT D Trade Secrets, Confidential Information and Public DisclosureProposal Contentsa. Confidential Information. The Commonwealth is not requesting, and does not require, confidential proprietaryinformation or trade secrets to be included as part of Contractors’ submissions in order to evaluate proposalssubmitted in response to a RFQ. Accordingly, except as provided herein, Contractors should not label proposalsubmissions as confidential or proprietary or trade secret protected. Any Contractor who determines that it mustdivulge such information as part of its proposal must submit the signed written statement described in subsection c.below and must additionally provide a redacted version of its proposal, which removes only the confidentialproprietary information and trade secrets, for required public disclosure purposes.b. Commonwealth Use. All material submitted with the proposal shall be considered the property of theCommonwealth of Pennsylvania and may be returned only at the Issuing Office’s option. The Commonwealth hasthe right to use any or all ideas not protected by intellectual property rights that are presented in any proposalregardless of whether the proposal becomes part of a contract. Notwithstanding any Contractor copyrightdesignations contained on proposals, the Commonwealth shall have the right to make copies and distribute proposalsinternally and to comply with public record or other disclosure requirements under the provisions of anyCommonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction.c. Public Disclosure. After the award of a contract pursuant to a RFQ, all proposal submissions are subject todisclosure in response to a request for public records made under the Pennsylvania Right-to-Know-Law, 65 P.S. §67.101, et seq. If a proposal submission contains confidential proprietary information or trade secrets, a signedwritten statement to this effect must be provided with the submission in accordance with 65 P.S. § 67.707(b) for theinformation to be considered exempt under 65 P.S. § 67.708(b)(11) from public records requests (See TradeSecret/Confidential Proprietary Information Notice form at: http://www.dgsweb.state.pa.us/comod/CurrentForms/TradeSecretForm.pdf). Financial capability informationsubmitted in response to a RFQ is exempt from public records disclosure under 65 P.S. § 67.708(b)(26).10 | P a g e
  11. 11. ATTACHMENT EDisadvantaged Business InformationThe Issuing Office encourages participation by Small Disadvantaged Businesses as prime contractors,joint ventures and subcontractors/suppliers and by socially disadvantaged businesses as primecontractors.Small Disadvantaged Businesses are small businesses that are owned or controlled by a majority ofpersons, not limited to members of minority groups, who have been deprived of the opportunity todevelop and maintain a competitive position in the economy because of social disadvantages. The termincludes: a. Department of General Services Bureau of Minority and Women Business Opportunities (BMWBO)- certified minority business enterprises (MBEs) and women business enterprises (WBEs) that qualify as small businesses; and b. United States Small Business Administration-certified 8(a) Small Disadvantaged Business concerns.Small businesses are businesses in the United States that are independently owned, are not dominant intheir field of operation, employ no more than 100 full-time or full-time equivalent persons and earn lessthan $20 million in gross annual revenues ($25 million in gross annual revenues for those businesses inthe information technology sales or service business).Socially disadvantaged businesses are businesses in the United States that BMWBO determines areowned or controlled by a majority of persons, not limited to members of minority groups, who are subjectto racial or ethnic prejudice or cultural bias, but which do not qualify as small businesses. In order for abusiness to qualify as “socially disadvantaged,” the Contractor must include in its proposal clear andconvincing evidence to establish that the business has personally suffered racial or ethnic prejudice orcultural bias stemming from the business person’s color, ethnic origin or gender.Questions regarding this Program can be directed to: Department of General Services Bureau of Minority and Women Business Opportunities Room 611, North Office Building Harrisburg, PA 17125 Phone: (717) 783-3119 Fax: (717) 787-7052 Email: gs-bmwbo@state.pa.us Website: www.dgs.state.pa.usA database of BMWBO-certified minority- and women-owned businesses can be accessed athttp://www.dgsweb.state.pa.us/mbewbe/VendorSearch.aspx.The federal vendor database can be accessed at http://www.ccr.gov by clicking on Dynamic SmallBusiness Search (certified companies are so indicated).11 | P a g e
  12. 12. Disadvantaged Business Submittal a. Disadvantaged Business Information. i) To receive credit for being a Small Disadvantaged Business or a Socially Disadvantaged Business or for entering into a joint venture agreement with a Small Disadvantaged Business or for subcontracting with a Small Disadvantaged Business (including purchasing supplies and/or services through a purchase agreement), a Contractor must include proof of Disadvantaged Business qualification in the Disadvantaged Business Submittal of the proposal, as indicated below: 1) A Small Disadvantaged Businesses certified by BMWBO as an MBE/WBE must provide a photocopy of their BMWBO certificate. 2) Businesses certified by the U.S. Small Business Administration pursuant to Section 8(a) of the Small Business Act (15 U.S.C. § 636(a)) as an 8(a) Small Disadvantaged Business must submit proof of U.S. Small Business Administration certification. The owners of such businesses must also submit proof of United States citizenship. 3) All businesses claiming Small Disadvantaged Business status, whether as a result of BMWBO certification, or U.S. Small Business Administration certification as an 8(a) Small Disadvantaged Business, must attest to the fact that the business has 100 full-time or full-time equivalent or fewer employees. 4) All businesses claiming Small Disadvantaged Business status, whether as a result of BMWBO certification, or U.S. Small Business Administration certification as an 8(a) Small Disadvantaged Business, must submit proof that their gross annual revenues are less than $20,000,000 ($25,000,000 for those businesses in the information technology sales or service business). This can be accomplished by including a recent tax return or audited financial statement. ii) All businesses claiming status as a Socially Disadvantaged Business must include in the Disadvantaged Business Submittal of the proposal clear and convincing evidence to establish that the business has personally suffered racial or ethnic prejudice or cultural bias stemming from the business person’s color, ethnic origin or gender. The submitted evidence of prejudice or bias must: 1) Be rooted in treatment that the business person has experienced in American society, not in other countries. 2) Show prejudice or bias that is chronic and substantial, not fleeting or insignificant. 3) Indicate that the business person’s experience with the racial or ethnic prejudice or cultural bias has negatively impacted his or her entry into and/or advancement in the business world.12 | P a g e
  13. 13. BMWBO shall determine whether the Contractor has established that a business is socially disadvantaged by clear and convincing evidence. iii) In addition to the above verifications, the Contractor must include in the Disadvantaged Business Submittal of the proposal the following information: 1) Those Small Disadvantaged Businesses submitting a proposal as the Contractor, must include a numerical percentage which represents the total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be performed by the Contractor and not by subcontractors and suppliers. 2) Those Small Disadvantaged Businesses submitting a proposal as a part of a joint venture partnership, must include a numerical percentage which represents the total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be performed by the Small Disadvantaged Business joint venture partner and not by subcontractors and suppliers or by joint venture partners who are not Small Disadvantaged Businesses. Contractor must also provide: a) The amount of capital, if any, each Small Disadvantaged Business joint venture partner will be expected to provide. b) A copy of the joint venture agreement signed by all parties. c) The business name, address, name and telephone number of the primary contact person for the Small Disadvantaged Business joint venture partner. 3) All Contractors must include a numerical percentage which represents the total percentage of the total cost in the Cost Submittal that the Contractor commits to paying to Small Disadvantaged Businesses as subcontractors. To support its total percentage DB subcontractor commitment, Contractor must also include: a) The dollar amount of each subcontract commitment to a Small Disadvantaged Business. b) The name of each Small Disadvantaged Business. The Contractor will not receive credit for stating that after the purchase order is issued it will find a Small Disadvantaged Business. c) The services or supplies each Small Disadvantaged Business will provide, including the timeframe for providing the services or supplies. d) The location where each Small Disadvantaged Business will perform services.13 | P a g e
  14. 14. e) The timeframe for each Small Disadvantaged Business to provide or deliver the goods or services. f) A signed subcontract or letter of intent. For a subcontract, a signed subcontract or letter of intent. The letter of intent must identify the specific work, goods or services each Small Disadvantaged Business will perform and how the work, goods or services relates to the project. g) The name, address and telephone number of the primary contact person for each Small Disadvantaged Business. 4) The total percentages and each subcontractor commitment will become contractual obligations once the contract is fully executed. 5) The name and telephone number of the Contractor’s project (contact) person for the Small Disadvantaged Business information. iv) The Contractor is required to submit two (2) copies of its Disadvantaged Business Submittal. The submittal shall be clearly identified as Disadvantaged Business information and sealed in its own envelope, separate from the remainder of the proposal. v) A Small Disadvantaged Business can be included as a subcontractor with as many prime contractors as it chooses in separate proposals. vi) A Contractor that qualifies as a Small Disadvantaged Business and submits a proposal as a prime contractor is not prohibited from being included as a subcontractor in separate proposals submitted by other Contractors.14 | P a g e
  15. 15. ATTACHMENT FInformation Concerning Small Businesses in Enterprise ZonesThe Issuing Office encourages participation by small businesses, whose primary or headquarters facilityis physically located in areas the Commonwealth has identified as Designated Enterprise Zones, as primecontractors, joint ventures and subcontractors/suppliers.The definition of headquarters includes, but is not limited to, an office or location that is theadministrative center of a business or enterprise where most of the important functions of the businessare conducted or concentrated and location where employees are conducting the business of thecompany on a regular and routine basis so as to contribute to the economic development of thegeographical area in which the office or business is geographically located.Small businesses are businesses in the United States that are independently owned, are not dominant intheir field of operation, employ no more than 100 full-time or full-time equivalent persons and earn lessthan $20 million in gross annual revenues ($25 million in gross annual revenues for those businesses inthe information technology sales or service business).There is no database or directory of small businesses located in Designated Enterprise Zones.Information on the location of Designated Enterprise Zones can be obtained by contacting: Aldona M. Kartorie Center for Community Building PA Department of Community and Economic Development 4th Floor, Commonwealth Keystone Building 400 North Street Harrisburg, PA 17120-0225 Phone: (717) 720-7409 Fax: (717) 787-4088 Email: akartorie@state.pa.usEnterprise Zone Small Business Participation.To receive credit for being an enterprise zone small business or entering into a joint venture agreementwith an enterprise zone small business or subcontracting with an enterprise zone small business, aContractor must include the following information in the Disadvantaged Business Submittal of theproposal: 1) Proof of the location of the business’ headquarters (such as a lease or deed or Department of State corporate registration), including a description of those activities that occur at the site to support the other businesses in the enterprise zone. 2) Confirmation of the enterprise zone in which it is located (obtained from the local enterprise zone office). 3) Proof of United States citizenship of the owners of the business.15 | P a g e
  16. 16. 4) Certification that the business employs 100 full-time or full-time equivalent or fewer employees. 5) Proof that the business’ gross annual revenues are less than $20,000,000 ($25,000,000 for those businesses in the information technology sales or service business). This can be accomplished by including a recent tax return or audited financial statement. 6) Documentation of business organization, if applicable, such as articles of incorporation, partnership agreement or other documents of organization. ii) In addition to the above verifications, the Contractor must include in the Disadvantaged Business Submittal of the proposal the following information: 1) The name and telephone number of the Contractor’s project (contact) person for the Enterprise Zone Small Business. 2) The business name, address, name and telephone number of the primary contact person for each Enterprise Zone Small Business included in the proposal. The Contractor must specify each Enterprise Zone Small Business to which it is making commitments. The Contractor will not receive credit for stating that it will find an Enterprise Zone Small Business after the purchase order is issued or for listing several businesses and stating that one will be selected later. 3) The specific work, goods or services each Enterprise Zone Small Business will perform or provide. 4) The total cost amount submitted in the Contractor’s cost proposal and the estimated dollar value of the contract to each Enterprise Zone Small Business. 5) Of the estimated dollar value of the contract to each Enterprise Zone Small Business, the percent of the total value of services or products purchased or subcontracted that each Enterprise Zone Small Business will provide. 6) The location where each Enterprise Zone Small Business will perform these services. 7) The timeframe for each Enterprise Zone Small Business to provide or deliver the goods or services. 8) The amount of capital, if any, each Enterprise Zone Small Business will be expected to provide. 9) The form and amount of compensation each Enterprise Zone Small Business will receive. 10) For a joint venture agreement, a copy of the agreement, signed by all parties.16 | P a g e
  17. 17. 11) For a subcontract, a signed subcontract or letter of intent. iii) The dollar value of the commitment to each Enterprise Zone Small Business must be included in the same sealed envelope with the Disadvantaged Business Submittal of the proposal. The following will become a contractual obligation once the contract is fully executed: 1) The amount of the selected Contractor’s Enterprise Zone Small Business commitment; 2) The name of each Enterprise Zone Small Business; and 3) The services each Enterprise Zone Small Business will provide, including the timeframe for performing the services.17 | P a g e
  18. 18. ATTACHMENT GContract Requirements—Disadvantaged Business Participation and Enterprise Zone Small BusinessParticipation.All contracts containing Disadvantaged Business participation and/or Enterprise Zone Small Businessparticipation must also include a provision requiring the selected contractor to meet and maintain thosecommitments made to Disadvantaged Businesses and/or Enterprise Zone Small Businesses at the time ofproposal submittal or contract negotiation, unless a change in the commitment is approved by the BMWBO.All contracts containing Disadvantaged Business participation and/or Enterprise Zone Small Businessparticipation must include a provision requiring Small Disadvantaged Business subcontractors, Enterprise ZoneSmall Business subcontractors and Small Disadvantaged Businesses or Enterprise Zone Small Businesses in ajoint venture to perform at least 50% of the subcontract or Small Disadvantaged Business/Enterprise ZoneSmall Business participation portion of the joint venture.The selected contractor’s commitments to Disadvantaged Businesses and/or Enterprise Zone Small Businessesmade at the time of proposal submittal or contract negotiation shall be maintained throughout the term of thecontract and through any renewal or extension of the contract. Any proposed change must be submitted toBMWBO, which will make a recommendation to the Contracting Officer regarding a course of action.If a contract is assigned to another contractor, the new contractor must maintain the Disadvantaged Businessparticipation and/or Enterprise Zone Small Business participation of the original contract.The selected contractor shall complete the Prime Contractor’s Quarterly Utilization Report (or similar typedocument containing the same information) and submit it to the contracting officer of the Issuing Office andBMWBO within 10 workdays at the end of each quarter the contract is in force. This information will be usedto determine the actual dollar amount paid to Small Disadvantaged Business and/or Enterprise Zone SmallBusiness subcontractors and suppliers, and Small Disadvantaged Business and/or Enterprise Zone SmallBusiness participants involved in joint ventures. Also, this information will serve as a record of fulfillment ofthe commitment the selected contractor made and for which it received Disadvantaged Business and EnterpriseZone Small Business points. If there was no activity during the quarter then the form must be completed bystating “No activity in this quarter.”NOTE: EQUAL EMPLOYMENT OPPORTUNITY AND CONTRACT COMPLIANCE STATEMENTSREFERRING TO COMPANY EQUAL EMPLOYMENT OPPORTUNITY POLICIES OR PAST CONTRACTCOMPLIANCE PRACTICES DO NOT CONSTITUTE PROOF OF DISADVANTAGED BUSINESSESSTATUS OR ENTITLE A CONTRACTOR TO RECEIVE CREDIT FOR DISADVANTAGED BUSINESSESUTILIZATION.18 | P a g e
  19. 19. ATTACHMENT HLobbying Certification and Disclosure of Lobbying ActivitiesThis Project will be funded, in whole or in part, with federal monies. Public Law 101-121, Section 319,prohibits federal funds from being expended by the recipient or by any lower tier sub-recipients of afederal contract, grant, loan, or a cooperative agreement to pay any person for influencing, or attemptingto influence a federal agency or Congress in connection with the awarding of any federal contract, themaking of any federal grant or loan, or entering into any cooperative agreement. All parties who submitproposals in response to this RFQ must sign the “Lobbying Certification Form,” (Attachment I) and, ifapplicable, complete the “Disclosure of Lobbying Activities” form available at: http://www.whitehouse.gov/omb/assets/omb/grants/sflllin.pdf.19 | P a g e

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