CITY OF PHOENIX CA&I IN SUPPORT OF THE SANITARY SEWER AND LIFT STATION EMERGENCY REPAIR JOB ORDER CONTRACT PROGRAM WATER SERVICES DEPARTMENT PROJECT WS90500232 PROCUREPHX PRODUCT CATEGORY CODE: 925000000 RFx Number: 6000000627 Pre-Submittal Meeting November 15, 2018
WELCOME AND INTRODUCTIONS City of Phoenix Representatives Heather Roye – Contracts Specialist I Earon Shepard – Project Manager
MEETING OVERVIEW Sign- in sheet and PowerPoint will be posted on City of Phoenix’s ProcurePHX system ( RFx: 6000000627 ): https://eprocurement.phoenix.gov/irj/portal (or) https://www.phoenix.gov/streets/procurement-opportunities/current-opportunities It is your responsibility as a RFQ holder to determine, prior to submittal, if any Notifications have been issued. This is your ONLY opportunity to discuss this solicitation with City staff.
Vendor Registration and ProcurePHX RFx Electronic Submittal RFQ Overview AGENDA Scope of Work/Services/Categories SOQ Evaluation Criteria Submittal Requirements (Page Count, Disqualifications) Important Dates Questions
VENDOR REGISTRATION All Firms MUST be registered in the Vendor Management System PRIOR TO submitting a Proposal New Firms – After registering, the City will send an e-mail with a vendor number in approx. 2 days NEW: Information on how to register with the City is available at: https://www.phoenix.gov/finance/vendorsreg
PROCUREPHX If your firm is already registered with the City of Phoenix’s ProcurePHX system, visit https://eprocurement.phoenix.gov/irj/portal to login and access the electronic solicitation Product Category Code is: 925000000 RFx Number is: 6000000627 The VENDOR NUMBER is to be included on the cover of the Statement Of Qualifications
RFX ELECTRONIC SUBMITTALS Log in to ProcurePHX portal: https://eprocurement.phoenix. gov/irj/portal Select RFx and Auctions tab on the Ribbon You will be taken to the RFx Overview (Event) Page
RFX ELECTRONIC SUBMITTALS Click the Refresh Button on the RFx Overview (Event) Page to see the most current information. Find the solicitation you’d like to view from the list, by RFx (Event) Number. For this solicitation, your RFx (Event) Number is: 6000000627
RFX ELECTRONIC SUBMITTALS • The RFx Overview (Event) Page is where you can find your saved RFx response. • Locate the desired RFx (Event) Number, and scroll to the right. You will see your RFx response number shown as a hyperlink.
RFX ELECTRONIC SUBMITTALS Click the gray box next to the RFx (Event) Number you’d like to view. Then, Click Display Event This will open a new window to view the selected RFx If you don’t see the new window, check your POP-UP BLOCKER .
RFX ELECTRONIC SUBMITTALS Update your Participation Status accordingly Click Participate. This will ensure you to get email notifications regarding your RFx Event, i.e. Notifications, New Attachments. Review RFx Information Tab for Start/Due dates/ Title of Solicitation
RFX ELECTRONIC SUBMITTALS Click Create Response Review Notes and Attachments Tab for the RFQ, Pre-Submittal Presentation, Attendance Sheet, and Notifications, etc.
RFX ELECTRONIC SUBMITTALS Attach SOQ by clicking Add Attachment Click Browse in the pop up window to navigate to the desired attachment document
RFX ELECTRONIC SUBMITTALS Once you’ve selected your document, add a Description and then click OK The Summary Tab provides a high-level overview of your RFx Response
RFX ELECTRONIC SUBMITTALS Click the CHECK button to ensure no system errors Click the SUBMIT button to submit your RFx response
RFX ELECTRONIC SUBMITTALS You will see a confirmation message that your response was submitted. No email notification will be sent. Confirm you have the required number of attachments listed, as outlined in the RFQ. Click Close , and return to the RFx Overview (Event) Page.
RFX ELECTRONIC SUBMITTALS Click Refresh on the RFx Overview (Event) Page. Locate the desired RFx (Event) Number, and scroll to the right. Your Response Status should display ‘ Submitted’. A Response Status of In Process, or Saved indicates you are still in edit mode, and need to complete a step(s) before the system will update your RFx response to Submitted .
PROCUREMENT WEBPAGE https://www.phoenix.gov/streets/procurement-opportunities Current Opportunities Project-specific RFQs, Notifications, Sign-in Sheets, Presentations Project Interviews Bid Results and Project Selections Sign up for Procurement’s Weekly e -Newsletter Submitter’s Handbook - Step-by-step Guide to RFx Submittals The ProcurePHX online portal will be used for Professional Services Solicitations https://eprocurement.phoenix.gov/irj/portal
Submittal Requirements
Project Description • Firm must have sufficient resources to be available for immediate support on emergency needs 24 hours a day, 7 days a week (1 ½ hours of request) • Repairs can be small items to major construction projects • Gravity Sewer, Lift Stations, Force Mains, Odor Control Facilities, etc.
Project Description • Emergencies must be rapidly resolved to minimize operational disruptions • Resident services during construction • May include engineering services related to emergency • Includes public information services related to the emergency
Scope of Work Construction Administration Services during Construction includes: • Representation on Behalf of City • Administer the Construction Schedule • Review Shop Drawings and Test Results • Issue Interpretations and Clarifications • Certify Contractor Progress Payments • Substantial and Final Completion • Warranty Reviews
Scope of Work • Engineering Services during Construction includes • Minor Changes/design modifications, Change Order Requests, and Change Orders • Record Drawings, Project Documents, WAM, Operation and Maintenance Manuals • Estimates of Construction Cost
Scope of Work Resident Services during Construction includes • Field Administration • On-Site Inspection and Review of the work • Completion
Scope of Work Special Services, including • Additional or Extended Services • Public Information Services • GPS/GIS/Survey Services
New SOQ Evaluation Criteria New Requirements – Different Categories Higher Point Values References Checks Questions listed in order of importance
Submittal Requirements Construction Admin & Inspection Experience of the Prime Firm - (250 pts) Design Experience of the Prime Firm (50 pts) Construction Admin & Inspection Experience of the Key Personnel and Subconsultants – (200 pts) Design Experience of the Key Personnel and Subconsultants (50 pts) Project Understanding and Approach - (300 pts) Staffing Information for Key Personnel - (150 pts ) Reference Checks (up to 75 points*)
Submittal Requirements New electronic submittal process Must be registered Category code 925000000 RFx 6000000627 Receive emails from “Workflow System” Submittal requirements Upload only 1 document, in pdf format Must meet all requirements Information sheet instead of Cover letter
Submittal Requirements Paper size must be 8 1/2 “ by 11” Font size must not be less than 10 points Each page containing resumes, evaluation criteria, and additional content will be counted toward the maximum page limit. Pages that have project photos, charts and /or graphs will be counted toward the maximum page limit noted above. All pages exceeding the specified maximum page limit will be removed from the submittal and not considered.
Grounds for Disqualification Failure to submit electronically through the ProcurePHX online portal Violating the “Contact with City Employees” policy
Important Information SOQs due November 30, 2018 at 12:00 P.M. (Phoenix time) Submittal MUST be delivered electronically through the City’s Procurement website – no other means of submittal will be accepted All questions MUST be submitted by November 21, 2018 (Due to Thanksgiving Holiday) All questions must be directed to my attention – no other contact with City staff Reference check forms MUST be sent directly from your selected reference
Important Information Changes to the RFQ will be posted on our website as Notifications https://www.phoenix.gov/streets/procurement-opportunities AND https://eprocurement.phoenix.gov/irj/portal It is your responsibility as an RFQ holder to determine, prior to submittal, if notification letters have been issued. Any issues with your ProcurePHX Login please refer to: https://www.phoenix.gov/financesite/Pages/EProc-help.aspx
Questions? Thank you! Heather Roye Phone: 602-261-8894 Email: heather.roye@phoenix.gov
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