PLANNING & DEVELOPMENT GROUP PRE-PROPOSAL CONFERENCE

October 12, 2016

Introduction and Sign-in Current Information on LABAVN Project Overview Background Information Scope of Work Contents of Proposal Procurement Process Weighted Criteria Administrative Requirements First Source Hiring Program Instructions to Proposers

PRE-PROPOSAL MEETING AGENDA

CURRENT INFORMATION ON LABAVN Request For Proposals

Attachment 1 – Administrative Requirements Attachment 2 – Proposal Example Cover Letter

Attachment 2(a) – Firm Size Self Certification Form Attachment 3 – Profit Proposal Attachment 4 – Proposed Hourly Rates and Multiplier Attachment 5 – Draft Contract Attachment 6 – Key Staff Personnel Resume Checklist

Items to be posted on BAVN from Pre-Proposal Conference: PowerPoint Presentation

Technical Administrative

Sign In Sheets Agenda

Ellen Wright

Director, Terminal Planning and Design

LAWA Planning & Development Group

PROJECT OVERVIEW Architectural Design and Planning Services

Airport planning; modeling and simulations, schematic, demand forecasts, programming, assessments, analysis and studies

LEED, CAL Green and LA Green Building Code

Design of : security systems, fire/life/safety , HVAC, Electrical

Interior and exterior building improvements

Design and construction support

BACKGROUND INFORMATION Experience with:

Transportation Security Administration (TSA)

US Customs and Boarder Protection (CBP)

Federal Aviation Administration (FAA)

Los Angeles Department of Building and Safety (LADBS)

Van Thompson

Element Manager

LAWA Planning & Development Group

BACKGROUND INFORMATION Experience with:

Design Bid Build Design Build Construction Manager at Risk

SCOPE OF WORK Projects will vary in size, scope, complexity and duration

Quick turn around on proposals, invoices and other administrative tasks

Responsive, professional technical teams, qualified personnel

One Project Manager – Client Interface

SCOPE OF WORK Development:

Ability to respond to design needs

Smaller efforts, pop-up projects, fix and finish

Larger efforts will be individually procured

Firms participating on this contract will not be precluded from individually procured development efforts

Jamaal Avilez

Procurement Supervisor

LAWA Planning & Development Group

Part A- Administrative Requirements One (1) original and one (1) copy Pass/Fail Carefully complete required documentation

Part B- Technical Proposal One (1) original and six (6) copies Scored by the Evaluation Committee Firm Experience, Team Identification, Understanding of Scope Qualified Firms will be invited to interview (if conducted)

CONTENTS OF PROPOSAL

Part C- Profit Proposal One (1) original and one (1) copy 15 points available Prime’s are encouraged to submit a profit percentage below the

maximum 10% in order to compete for the 15 points Firm with the Lowest proposed profit will receive the full 15 points

Part D- Proposed Hourly Rates and Multiplier One (1) original and one (1) copy Not part of the evaluation process Base hourly rates for the 3 key staff identified by LAWA and any

additional key staff identified in proposal Submit multiplier on the form provided

CONTENTS OF PROPOSAL

Technical and Interview (if conducted) 5 voting member evaluation panel Independent scoring Interview is by invitation only (if conducted) Eighty-Five (85) points available

Profit Proposal Opened by Procurement Supervisor and witness Only those in contention Opportunity to propose lower than the 10% maximum Fifteen (15) points available to lowest Profit Proposal

Evaluations and Scoring PROCUREMENT PROCESS

Firm Size Standards Small, Medium, Large

Sizes as defined in RFP

Firms self certify

Self Certification form to be included with Proposal

Size Standards PROCUREMENT PROCESS

Staff recommends contract awards Contracts cannot be awarded without Board of Airport

Commissioner (BOAC) Firms will be notified of their recommendation by PDG

Board Award Process PROCUREMENT PROCESS

Compliance with Administrative Requirements- Pass/Fail (Reviewed by Procurement Services Division)

Technical Proposal- Eighty-Five (85) Points

Detailed point breakdown can be found in section 8.5 of the RFP Profit Evaluation- Fifteen (15) Points

Lowest profit receives full 15 points. All other profits receive a proportional amount of points in relation to the lowest.

Local Business Preference Program- Zero to Eight (0 – 8) Points

Points to be determined by the Procurement Services Division

WEIGHTED CRITERIA

Shelly Rodriguez

LAWA Procurement Services

On Call Professional Architectural

Design Services

ADMINISTRATIVE REQUIREMENTS

Proposer Required Submittals • Vendor Identification Form

• Affidavit of Non-Collusion

• Bidder Contributions (CEC Form 55)

• Contractor Responsibility Program (Questionnaire and Pledge)

• Equal Benefits Ordinance (Compliance Affidavit)

• Municipal Lobbying Ordinance (CEC Form 50)

• Small Business Enterprise (Subcontractor Participation Plan)

• Local Business Preference Program (Affidavit of Eligibility)

Vendor Identification Form

• Bidder/Proposer’s business activity data, such as: DBA, address, licenses, location, type of ownership, applicable certifications (DBE, ACDBE, SBE, etc.)

• Company’s Equal Employment Opportunity Officer contact information

• Federal Tax ID # and BTRC or Vendor Registration

• List of other City of Los Angeles contracts (previous ten years)

Affidavit of Non-collusion • Required with All Bids • Affidavit certifies:

• bidder has not conspired with or solicited another company to create a fake bid for comparative purpose;

• bidder has not asked competitors to refrain from bidding;

• bidder has not conspired with a competitor or other company to create an unfair advantage over other bidders.

• Must be notarized by a registered Notary Public

• Must be signed by the authorized company officer

• Submit with bid

Bidder Contributions CEC Form 55

• Certifies that Proposer will refrain from making campaign contributions and/or engage in fundraising activities for LA City elected officials (including City Attorney and Controller), candidates for those offices, and committees they control (effective as of date of proposal submission)

• Proposers are required to complete and submit the Bidder

Contributions CEC Form 55 with the proposal • Any proposal made without the CEC Form 55 will be

considered not responsive

• Proposer’s quality, fitness and capacity to perform the work set forth in the contract.

• Contractor Responsibility Questionnaire

• Pledge of Compliance • Disqualification from the bidding process or contract

termination for failure to comply

Contractor Responsibility Program

Equal Benefits Ordinance • The EBO requires City contractors who provide benefits to

employees with spouses provide the same benefits to employees with domestic partners.

• Domestic partners are defined as two adults living together,

jointly responsible for living expenses, committed to an intimate and caring relationship and registered as domestic partners with a governmental entity.

• Submit the EBO Compliance Affidavit with the proposal.

Municipal Lobbying Ordinance CEC Form 50

• Meet disclosure requirements and prohibitions regarding proposer’s lobbying activities

• Complete and submit the Municipal Lobbying Ordinance CEC form 50 with the bid

• Any bid made without CEC form 50 may be considered not responsive

Small Business Enterprise (SBE)

• Mandatory 20% Small Business Enterprise participation

• Must pledge 20% or higher to be deemed responsive

• SBE is defined as an independently-owned and operated business that meets criteria set forth by the Small Business Administration

• Submit Subcontractor Participation Plan listing all proposed subcontractors

• Submit SBE Affidavit with the proposal

SBE Compliance and Monitoring

• LAWA will monitor the SBE participation

• The prime contractor will be required to submit a monthly Subcontractor Utilization Report and a Final Subcontracting report at the end of the project

• For additional information regarding the SBE Program, refer to SBE Rules and Regulations and Frequently Asked Questions available at LAWA.ORG/Business Opportunities/SLB, LBE, and SBE Programs.

Local Business Preference Program (LBPP)

• Adopted by BOAC on July 2012 for Bids and expanded to RFPs April 2016

• Helps local business participate in LAWA contracts • Encourages businesses to set up operations locally • Augments local job creation efforts

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LBE Defined • Occupies work space within the County of Los Angeles • In compliance with all applicable City of Los Angeles and County

licensing and tax laws • Can demonstrate one of the following:

1. Headquartered in LA County and physically conducts and manages all operations from a location in LA County

2. At least 50 full-time employees perform work within boundaries of LA County a minimum of 60% of their total regular hours worked on an annual basis

3. Half of the full-time employees (50%) of the business perform work within the boundaries of LA County aa minimum of 60% of their total, regular hours worked on an annual basis

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LBPP Additional Components 1. The local business must be listed in LABAVN as a

certified Local Business Enterprise (LBE) prior to the proposal deadline in order to participate in the LBPP.

2. A Joint Venture (JV) must be a legally established entity and be certified as a LBE in order to receive credit. Individual LBE certification by one or more of the JV partners will not be considered sufficient to qualify as LBE.

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Incentive for LBE Certifications

If the Prime is a certified LBE:

8% of the total possible evaluation points will be added to the valuation score

If the Prime is not a certified LBE but proposes to use certified LBE subcontractors:

1% of the total possible evaluation points, up to a maximum of 5%, will be added to its evaluation score for every 10% of the cost of the proposed work to be performed by LBE-certified subcontractors

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Non-LBE Prime LBE Prime (Score+8)

LBE Subcontractor (Score+5)

LBE Subcontractor (Score+2)

Rater/Proposer Proposer 1 Proposer 2 Proposer 3 Proposer 4

Rater 1 95 85 75 87 Rater 2 90 95 85 80 Rater 3 95 90 80 85

Ave Score 93.3 90 80 84 LBPP 0 8 5 2

Final Score 93.3 98 85 86

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Sample Scoring with LBPP This is a scoring illustration only. It is not specific to the evaluation criteria for this RFP.

LBPP Certification How To’s

• Fill out application “Local Business Certification Affidavit of Eligibility” found on www.Lawa.org>BusinessOpportunities> How to…

• Submit application to Los Angeles Business Assistance Virtual Network (LABAVN) website at http://LABAVN.org

• LBE certification must be verified and posted by proposal submission due date. Apply NOW.

• LBE Certification must be renewed every 2 years 34

Selected Contractor Requirements

• Affirmative Action

• Assignment of Anti-trust Claims

• Alternative Fuel Vehicle Program

• Child Support Obligations Ordinance

• Insurance

• Living Wage Ordinance

Affirmative Action Plan Language must be read and agreed to, no form is

required for submission.

• Language in the contract will certify that the proposer will comply with the Non-Discrimination and Affirmative Action Practices endorsed by the City of Los Angeles.

Actions required: • Designate an Equal Employment Opportunity Officer • Identify the EEO Officer on the Vendor Identification

Form

Assignment of Anti-Trust Claims • Language must be read and agreed to, no form is required for

submission.

• Pursuant to California Government Sections 4550 et seq. regarding Anti-Trust Claims, it is the policy of the City of Los Angeles to inform each bidder/proposer that in submitting a bid/proposal to LAWA the bidder/proposer offers and agrees to assign to LAWA all rights, title, and interest in and to all causes of action it may have under the Clayton Act or Cartwright Act, arising from purchases of goods, services, or materials.

• The assignment is made and becomes effective at the time LAWA tenders final payment to the contractor.

Alternative Fuel Vehicle Program • Contractor shall comply with the provisions of the Alternative Fuel

Vehicle Requirement Program adopted by the Board pursuant to Resolution No. 22554, and the LAWA Rules and Regulations relating to the program

• The rules, regulations and requirements of the Alt Fuel Vehicle Program are attached to RFP

• Operator shall complete and submit to LAWA the vehicle information required on the Alt Fuel Report form accessible on-line at https://online.lawa.org/altfuel/ on a semi-annual basis

• The reporting form may be amended from time to time by LAWA

Child Support Obligations Ordinance Language is in executed agreement, no form required for submission

• To comply with this Ordinance, the City of Los Angeles requires that all contractors and subcontractors performing work for the City comply in two ways:

1) Employees make court mandated child support payments

2) Company comply with reporting requirements and wage and earning assignments

Insurance Requirements • $10,000,000 Automobile Liability • $10,000,000 Aviation/Airport Liability or General Liability; • $10,000,000 Professional Liability • Workers Compensation (Statutory)

• LAWA must be “Additional Insured” in policy

• Primes and subcontractors must have approved

insurance prior to starting work

Living Wage Ordinance • Contractor agrees to pay employees a living wage – updated July

1st of every year. The living wage is currently $11.27 per hour if the contractor pays for health benefits or, if health benefits are not provided, then $16.18 per hour for Airport Employees.

• Contractor must provide at least 12 compensated days off per year for each employee’s sick leave, vacation or personal necessity, and at least 10 days off uncompensated.

• Access to payroll records in event of audit performed by Public Works, Bureau of Contract Administration.

LAWA First Source Hiring Program

Presented by: Allyson Lavalais Business & Job Resources Center

Program Description • First Source Hiring Program (FSHP) language is contained in LAX contracts. The program requires employers and their sub-contractors to participate in the program by posting their jobs with LAX. • Currently, LAX contractors post their jobs on the Jobs@LAX. website at www.jobsatlax.org.

• Contractors can post their jobs manually or have the jobs automatically posted from their websites.

• Positions include: professional, administrative, concessions, security, warehouse, drivers, ramp, technical, ticket agents, etc….

Benefits for LAX Employers • FSHP saves employers time and money • Applicants apply directly on the company’s website or

directly on the Jobs@LAX website • Applicants make their resumes searchable so employers

can search hundreds of resumes for the perfect candidate at any time

Benefits to LAX Employers • FSHP has two resource centers for job seekers to promote

LAX jobs • FSHP partners with local Community Organizations such as

Worksource Centers, colleges, and EDD to promote LAX jobs • FSHP participates in job fairs, local hiring events, and social

media to promote LAX jobs • FSHP services are provided at NO COST to your company

Next Steps for Selected Contractors

• Designate a liaison to work with FSHP (i.e. General Manager or Human Resources personnel) and register your company with the FSHP

• The “New Employer Registration Form” is located here under the “Employment” tab: www.lawa.org/bjrc

• Work with FSHP to post your jobs online and utilize the features of the system to hire prospective employees

• Your continued feedback is always welcome!

Small Business Enterprise

• If you need to locate Small Business Enterprise (SBE) Certified Firms, contact Allyson Lavalais from the Business & Job Resources Center at 424.646.7300 and alavalais@lawa.org.

• If you’re interested in the Los Angeles Bond Assistance Program, contact Rosa Osorio at 424.646.7312 and rosa@imwis.com.

For more information, please contact:

Business and Job Resources Center First Source Hiring Program

6053 W. Century Blvd., Suite 300 Los Angeles, CA 90045 Phone: (424) 646-7300

FSHP Staff

Sontue Beacham (424) 646-7300 sbeacham@lawa.org

Websites: www.lawa.org/bjrc www.jobsatlax.org

Contact Information Procurement Services Division (424) 646-5380

• http://www.lawa.org>business opportunities>administrative requirements

(Administrative Requirements Web page)

Risk Management - Insurance Compliance Section • (310) 417-0557

Department of Public Works Bureau of Contract Administration

• (213) 847-1922 • http://bca.lacity.org

THANK YOU !

INFORMATION ON SUBMISSION OF PROPOSALS Proposal Requirements

Make sure all required documents listed are submitted with proposal.

Questions All questions need to be sent to PDGprocurement@lawa.org

Proposals are Due No later than 2:00 P.M. on Thursday, November 3, 2016

at the following address:

Planning & Development Group 7301 World Way West, 9th Floor

Los Angeles, CA 90045 Attn: Jamaal Avilez