Re-Bid City of Providence Minority and Women Owned Business Enterprise Disparity Study-One-Year Contract with One-Yeah Option for Renewal Addendum 2

Agency: City of Providence
State: Rhode Island
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Jan 22, 2024
Due Date: Jan 29, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

Re-Bid City of Providence Minority and Women Owned Business Enterprise Disparity Study-One-Year Contract with One-Yeah Option for Renewal Addendum 2

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Procurement #: 43531>
CITY OF PROVIDENCE, RHODE ISLAND
Department: Economic Development
RFP Title: Re-Bid City of Providence Minority and Women Owned Business Enterprise
Disparity Study – One-Year Contract with One-Year Option for Renewal
Opening Date: 1/29/2024
Addendum #: 2
Issue Date: 1/22/2024
The purpose of this addendum is:
threefold:
1. Provide a link for the pre-bid meeting held on 1/17/2024 via Teams
2. Answer questions received via email by interested firms
3. Clarify the evaluation criteria.
Providence City Hall
25 Dorrance Street
Providence, RI 02903
Addendum #2 for Re-Bid: City of Providence Minority and Women
Owned Business Enterprise Disparity Study.
This addendum is issued with threefold purpose:
1. To make available the recording of the Pre-Bid Meeting – Held on 1/17/2024 via Teams
Link with the recorded meeting: https://providencerigov-
my.sharepoint.com/:v:/g/personal/atirado_providenceri_gov/EbADIxVn8MJDjmPtfNjX2UwBVeA
lAuKfJusSKSAsyWDWeQ?e=NiRMZc
2. To answer questions received from interested firms. Answers are in blue.
Q&As:
1. This proposal was originally due in December of 2022. Why is it being reissued?
Answer: The scope of work was revised and updated.
2. What is the budget for the Study?
Answer: $400K.
3. Is there a page limit?
Answer: No.
4. The RFP states that the completion of the final report should be completed no later than
December 2024. Disparity studies typically take 12 months to complete. Can the
proposer propose a Study that can be completed after December 2024?
Answer: The selected bidder will have 12 months to complete the study from the moment
there is a fully executed contract. This solicitation allows for a one-year extension in case
there’s a need for additional time to complete it.
5. Can we print the proposal double-sided?
Answer: Yes
6. Does the City maintain bid tabulations, vendor data, payments, awards, and
subcontractors (for both MWBEs and non-MWBEs)? What is the format of this data?
Answer: Yes, we have data available in Excel format.
7. What is the City’s fiscal year?
Answer: July 1st – June 30th.
8. What departments are included in the disparity study? Any airport, libraries or
museums? If an airport is included is this study only of non-federally funded
contracts? If not, please explain the extent of the study of federal funded contracts.
Answer: All departments except the school district. A list of the departments can be found
here.
9. Is your procurement process centralized or decentralized? In other words, will we need
to get payment, award, vendor, subcontractor, or bid tabulation data from one source or
will we have to go to various sources to collect them?
Answer: These data will be collected from multiple sources: Accounts Payable, Purchasing,
and MBE/WBE Office.
10. On Page 15 of the RFP, it states “The Geographical area to be covered by the disparity
study includes Providence Metropolitan Statistical Area (MA).” Is the City telling the
proposer what the relevant geographical market is? In a Disparity study, the proposer
will tell the City what the relevant geographical market is.
Answer: The City is proposing that area, but bidders can proposed a different one.
11. Does the proposer need to send one or two copies of the pricing form in our final
submittal?
Answer: One hard copy of the pricing form will suffice, and it shall be sent to
Purchasing Department
Attn’ Alejandro Tirado
Director of Purchasing
Providence City Hall
25 Dorrance Street, Room 408
Providence, RI 02903
12. In the Pricing Form, what does the City mean when they say to include a “breakdown of
fees”?
Answer: That was a typo. Please disregard.
13. Can the proposer add additional key personnel to the pricing form?
Answer: Yes.
14. Please confirm the WBE/MBE goal.
Answer: The goal is twenty (20) percent combined (e.g. 10% MBE, 10% WBE; 15% MBE, 5%
WBE; or any other combination).
15. The evaluation criteria indicates that all applicants who meet the minimum quality
requirements will be invited to interview with the City's evaluation committee. To score
"Highly Advantageous" all key personnel assigned to the project must be in attendance.
Will there be an option to attend these interviews virtually or should all key personnel
expect to travel to Providence for the interview(s)?
Answer: The City will consider the option of virtual interviews.
16. Can Rhode Island-certified DBEs be used to meet the MWBE goal for this study? Can a
firm with pending MWBE status be included in the proposal? If someone is both an MBE
and a WBE, can their certifications be combined to meet the 20% goal? To meet the 20%
goal, will MBE and WBE participation need to both be at least 10% or can the two be
combined in any way to reach the 20% goal (for example, 5% WBE participation and 15%
MBE participation)?
Answer: RI-certified DBEs can be used to meet the MWBE goals of the study. Firms with a
pending MWBE status may be included in the proposal, but they have to have their status
confirmed prior to award to be counted in the evaluation. A firm with both certifications can
be selected to meet the 20% goals. The City’s goal is 20% MWBE combined. That being said,
any combination of MBE and WBE can be used to meet this goal. For example, 5% MBE +
15% WBE = 20%.
17. Does the City of Providence maintain an electronic contract or procurement database
for locally and federally funded contracts? Please respond separately for each field of
information:
Contract/PO identification number; - We have a database for POs.
Business name of subcontractor/supplier; - Yes
Address of subcontractor/supplier; - Not in database
Description of services performed, or goods supplied by subcontractor; - Yes
Total dollar amount received by subcontractor/supplier; and – Yes
Contract funding source (local, federal). – Yes
18. Does the City of Providence collect and maintain subcontract (certified and non-certified
firms) payment data for locally funded contracts? If yes, are these data stored
electronically? Please respond separately for each field:
Subcontract/PO identification number;
Business name of subcontractor/supplier;
Address of subcontractor/supplier;
Description of services performed, or goods supplied by subcontractor; and
Total dollar amount received by subcontractor/supplier.
Answer: We don’t have that information available.
3. To clarify the evaluation criteria, in particular, Factor 5: Diversity-Certification Status of
Proposer.
Factor 5: Diversity-Certification Status of Proposer
The City considers the diverse make-up of the chosen consultant to be of significant
importance as this may impact the consultants’ depth of understanding of the diversity-
certification process. As such, the City will rate more highly those proposals submitted by
diversity-certified vendors as referenced throughout this RFP. The proposer must submit
documentation of certification by the State of Rhode Island Division of Equity, Diversity &
Inclusion (DEDI) or other government-authorized certifying entity if outside of the State of
Rhode Island in support of diversity-certified or otherwise historically underutilized vendor
status.
Either the proposer currently holds, or any number of the proposed sub-
Highly consultant firms currently hold a DEDI or other widely recognized diversity-
Advantageous related vendor certification, and combined they exceed the City participation
goal.
Either the proposer currently holds, or any number of the proposed sub-
Advantageous
consultant firms currently hold DEDI or other widely recognized diversity-
related vendor certification, and combined they meet the City participation
goal.
Either the proposer currently holds, or any number of the proposed sub-
Not consultant firms currently hold either DEDI or other widely recognized
Advantageous diversity-related vendor certification, but combined their participation rate is
less than the City goal.
Unacceptable No one on the proposer’s team holds diversity certification.

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