Fleet Management/Central Shops

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1 City and County of San Francisco Edwin M. Lee Mayor General Services Agency Fleet Management/Central Shops Naomi Kelly City Administrator INFORMAL REQUEST FOR PROPOSALS for On-line Automotive Service Appointment Program RFP No CONTACT:

2 Page 2 of 18 Informal RFP #98003 for On-line Automotive Service Appointment Program REQUEST FOR PROPOSALS SCOPE OF PROJECT, SUBMITTAL REQUIREMENTS, & SCORING CRITERIA Schedule Informal-RFP Issued Deadline for questions Deadline for proposals May 25, 2016 June 14, 2016 (5pm PDT) June 28, 2016 (5pm PDT) Informal-RFP Questions and Communications To ensure fair and equal access to information about this informal-rfp, your questions to Questions must be in writing and received before 5 pm PDT on Wednesday, June 14, A summary of the questions and answers pertaining to this informal-rfp will be ed to each Proposer s designated contact by June 16, SCOPE OF WORK This scope of work is a general guide to the work the City expects to be performed, and is not a complete listing of all services that may be required or desired. The firm selected to provide services under this informal-rfp will be referred to as Contractor. A. PROJECT OBJECTIVES In order to provide a unified on-line automotive service appointment program for city departments and vehicle operators, the following objectives are assumed essential in order to provide an efficient on-line automotive service appointment program: 1. Flexible off-the shelf automotive service appointment program to enable city vehicle operators and departmental fleet coordinators to make and manage service appointments based upon the unique needs of the departments. 2. Provides the ability for minor customization. 3. The software program must be proprietary. 4. Robust and user-friendly automotive service appointment program to enable Central Shops to utilize the program in-house without the on-going need for and cost of either internal or external IT support. 5. Twenty-four/seven accessibility for City staff from any internet connected device. 6. On-line data management.

3 Page 3 of 18 Informal RFP #98003 for On-line Automotive Service Appointment Program REQUEST FOR PROPOSALS SCOPE OF PROJECT, SUBMITTAL REQUIREMENTS, & SCORING CRITERIA 7. Experienced Contractor ready to initiate the project upon contract award and with the skills to meet the Program objectives. B. PROJECT DELIVERABLES The Contractor shall describe how they intend to provide each of the following deliverables including a timeline in writing to the City for review and approval in order to achieve the project objectives. It is anticipated that the project shall have a two (2) year term, with options for up to three (3) two (2) year extensions. Deliverable 1 to be completed in at least 60 days from Notice to Proceed (NTP): 1.0 Provide Off-the-Shelf Proprietary Automotive Service Appointment Program Contractor shall, in collaboration with Central Shops, utilizing the fleet inventory of approximately 1,000 light-duty vehicles to develop an automotive service appointment program. 1.1 Loading Data into System Contractor shall in collaboration with Central Shops, populate data into the Reservation Software. Data fields shall include at a minimum, vehicle codes, vehicle types, users, departments, staff, service codes (hours to complete a task), and facility resources. Deliverable 2 to be completed within 45 days upon the completion of Deliverable 2: 2.0 Train the Trainer (City Staff) in the Use of the Automotive Service Appointment Program Upon approval of Deliverable 1, train up to 50 city vehicle operators and departmental fleet coordinators in the use of the program and train up to 10 Central Shops staff to administer the program. At least three (3) in-person training session dates shall be provided for the aforementioned city staff in order to accommodate staff schedules and conflicts. Trainings shall be available online for future viewing by new vehicle operators, fleet coordinators and administers. 2.1 Refresher Training Contractor shall provide annual refresher training at the City s discretion during the term of the contract. The training shall at a minimum equal the training as defined in Deliverable 2.0. Deliverable 3 to be completed within 30-days upon the completion of Deliverables 1 & 2: 3.0 Implement/maintain a Fully Operational Automotive Service Appointment Program Upon approval of Deliverable 1.0, 1.1 and 2.0, make the automotive service appointment program fully operational and accessible by any online (web) accessible device for the duration of the contract.

4 Page 4 of 18 Informal RFP #98003 for On-line Automotive Service Appointment Program REQUEST FOR PROPOSALS SCOPE OF PROJECT, SUBMITTAL REQUIREMENTS, & SCORING CRITERIA C. PROPOSAL REQUIREMENTS TIME AND PLACE FOR SUBMISSION OF PROPOSALS Proposals and all related materials must be received by: June (5pm PDT) Please format proposal as a letter addressed to: Dan McKenna Special Projects GSA Fleet/Central Shops c/o 1 Dr Carlton B Goodlett Pl, Rm 430 San Francisco, CA The letter should not exceed 10 pages in length. Sign the letter, scan it, and submit it by to 1. Proposer Information Proposer Name: Proposer Address: Proposer Contact Name: Proposer Contact Phone Number: Proposer Address: 2. Proposal Format For completion of the Scope of Work and all deliverables described herein, provide a detailed description of your firm s: a) Three (3) examples of your automotive service appointment program (hyperlink to existing programs is encouraged). b) Timeline (make sure to include timelines for all deliverables outlined above). c) Expectations and/or assumptions of client involvement or level of effort, including review, approval and other communication protocols necessary to successfully complete the development of the automotive service appointment program and rollout schedule. Provide a list of questions you would need answered and the data or other City resources you would need access to or to be provided by the City to begin and complete the Project. d) Staffing, including any proposed HRC LBE or non-hrc subcontractors, and description of roles and responsibilities, include descriptions of their experience and qualifications, including brief resumes.

5 Page 5 of 18 Informal RFP #98003 for On-line Automotive Service Appointment Program REQUEST FOR PROPOSALS SCOPE OF PROJECT, SUBMITTAL REQUIREMENTS, & SCORING CRITERIA e) Cost, we anticipate that the cost will be by each city vehicle/equipment/user enrolled in the automotive service appointment program, however we will entertain other costing strategies as well. The City welcomes participation in a collaborative strategy in order to achieve the Program s goals in a cost effective environment. Please indicate any discounts applied based upon the number of vehicles/users enrolled or other means for the City to reduce program costs. Failure to adhere to the stated format or to include the above information shall be grounds for rejection without further evaluation. D. EVALUATION AND SELECTION CRITERIA 1. Scoring This section describes the guidelines used for analyzing and evaluating proposals. This informal-rfp does not in any way limit the City s right to solicit contracts for similar or identical services if, in the City s sole and absolute discretion, it determines proposals are inadequate to satisfy its needs. Each Proposer will be evaluated and assigned a score on how effectively and comprehensively it describes/presents its proposal to demonstrate it understands and can address the City s needs, including: Description of User Interface (UI), ease of use, and accessibility from any web enabled device, and ability to load the City s assets into the software ; 20 points Timeline for Implementation of each Deliverable 20 points Client involvement and communications; 10 points Staffing; 10 points References (at least three required describing the training project, size of the training population, contact person, contact information; 15 points Cost and Work Effort Estimate; and 15 points Adherence to the requirements set forth herein. 10 points 1. CONTRACT MONITORING DIVISION (CMD) RATING BONUS FOR CERTIFIED LOCAL BUSINESS ENTERPRISE FIRMS The City strongly encourages responses from qualified CMD-certified Local Business Enterprise Firms ( LBEs ). Pursuant to Chapter 14B of the City s Administrative Code, the following rating bonus will be in effect for this informal-rfp process for any Proposers who are certified by CMD as a LBE. The rating bonus applies during the rating phase of the selection process. The application of the rating bonus is as follows:

6 Page 6 of 18 Informal RFP #98003 for On-line Automotive Service Appointment Program REQUEST FOR PROPOSALS SCOPE OF PROJECT, SUBMITTAL REQUIREMENTS, & SCORING CRITERIA a) A 10% rating bonus to an LBE; or a joint venture between or among LBEs; or b) A 5% rating bonus to a joint venture with LBE participation that equals or exceeds 35%, but is under 40%; or c) A 7.5% rating bonus to a joint venture with LBE participation that equals or exceeds 40%; or 2. SELECTION INTERVIEWS Following the City s evaluation, the top scoring Proposer may be invited to interview. The interview may consist of standard questions and specific questions regarding their proposal. 3. REFERENCE CHECKS Reference checks may be used to determine the applicability of Proposer experience to the services the City is requesting and the quality of services and staffing provided to prior clients, as well as adherence to schedules/budgets and Proposer s problemsolving, project management, and communication abilities, as well as performance on deliverables and outcomes, as well as effectiveness in meeting or exceeding project objectives. A. Inquiries Regarding RFP Inquiries regarding the RFP and all oral notifications of intent to request written modification or clarification of the RFP must be directed in writing via to: Dan McKenna Special Projects GSA Fleet/Central Shops c/o 1 Dr Carlton B Goodlett Pl, Rm 430 San Francisco, CA B. Objections to RFP Terms Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten (10) calendar days after the RFP is issued, provide written notice

7 Page 7 of 18 Informal RFP #98003 for On-line Automotive Service Appointment Program REQUEST FOR PROPOSALS SCOPE OF PROJECT, SUBMITTAL REQUIREMENTS, & SCORING CRITERIA to the Department setting forth with specificity the grounds for the objection. The failure of a proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection. Any objections to RFP Terms must be directed in writing via to:... Dan McKenna Special Projects GSA Fleet/Central Shops c/o 1 Dr. Carlton B Goodlett Pl, Rm 430 San Francisco, CA

8 Page 8 of 18 Attachment I TYPICAL CONTRACTURAL TERMS AND CONDITIONS TYPICAL CONTRACTURAL TERMS AND CONDITIONS A. Proposer s Obligations under the Campaign Reform Ordinance Proposers must comply with Section of the S.F. Campaign and Governmental Conduct Code, which states: No person who contracts with the City and County of San Francisco for the rendition of personal services, for the furnishing of any material, supplies or equipment to the City, or for selling any land or building to the City, whenever such transaction would require approval by a City elective officer, or the board on which that City elective officer serves, shall make any contribution to such an officer, or candidates for such an office, or committee controlled by such officer or candidate at any time between commencement of negotiations and the later of either (1) the termination of negotiations for such contract, or (2) three months have elapsed from the date the contract is approved by the City elective officer or the board on which that City elective officer serves. If a proposer is negotiating for a contract that must be approved by an elected local officer or the board on which that officer serves, during the negotiation period the proposer is prohibited from making contributions to: the officer s re-election campaign a candidate for that officer s office a committee controlled by the officer or candidate. The negotiation period begins with the first point of contact, either by telephone, in person, or in writing, when a contractor approaches any city officer or employee about a particular contract, or a city officer or employee initiates communication with a potential contractor about a contract. The negotiation period ends when a contract is awarded or not awarded to the contractor. Examples of initial contacts include: (1) a vendor contacts a city officer or employee to promote himself or herself as a candidate for a contract; and (2) a city officer or employee contacts a contractor to propose that the contractor apply for a contract. Inquiries for information about a particular contract, requests for documents relating to a Request for Proposal, and requests to be placed on a mailing list do not constitute negotiations. Violation of Section may result in the following criminal, civil, or administrative penalties:

9 Page 9 of 18 Attachment I TYPICAL CONTRACTURAL TERMS AND CONDITIONS a. Criminal. Any person who knowingly or willfully violates section is subject to a fine of up to $5,000 and a jail term of not more than six months, or both. b. Civil. Any person who intentionally or negligently violates section may be held liable in a civil action brought by the civil prosecutor for an amount up to $5,000. c. Administrative. Any person who intentionally or negligently violates section may be held liable in an administrative proceeding before the Ethics Commission held pursuant to the Charter for an amount up to $5,000 for each violation. For further information, proposers should contact the San Francisco Ethics Commission at (415) B. Sunshine Ordinance In accordance with S.F. Administrative Code Section 67.24(e), contractors bids, responses to RFPs and all other records of communications between the City and persons or firms seeking contracts shall be open to inspection immediately after a contract has been awarded. Nothing in this provision requires the disclosure of a private person s or organization s net worth or other proprietary financial data submitted for qualification for a contract or other benefits until and unless that person or organization is awarded the contract or benefit. Information provided which is covered by this paragraph will be made available to the public upon request. C. Public Access to Meetings and Records If a proposer is a non-profit entity that receives a cumulative total per year of at least $250,000 in City funds or City-administered funds and is a non-profit organization as defined in Chapter 12L of the S.F. Administrative Code, the proposer must comply with Chapter 12L. The proposer must include in its proposal (1) a statement describing its efforts to comply with the Chapter 12L provisions regarding public access to proposer s meetings and records, and (2) a summary of all complaints concerning the proposer s compliance with Chapter 12L that were filed with the City in the last two years and deemed by the City to be substantiated. The summary shall also describe the disposition of each complaint. If no such complaints were filed, the proposer shall include a statement to that effect. Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in proposer s Chapter 12L submissions shall be grounds for rejection of the proposal and/or termination of any subsequent Agreement reached on the basis of the proposal. D. Reservations of Rights by the City

10 Page 10 of 18 Attachment I TYPICAL CONTRACTURAL TERMS AND CONDITIONS The issuance of this RFP does not constitute an agreement by the City that any contract will actually be entered into by the City. The City expressly reserves the right at any time to: a. Waive or correct any defect or informality in any response, proposal, or proposal procedure; b. Reject any or all proposals; c. Reissue a Request for Proposals; d. Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals; e. Procure any materials, equipment or services specified in this RFP by any other means; or f. Determine that no project will be pursued. E. No Waiver No waiver by the City of any provision of this RFP shall be implied from any failure by the City to recognize or take action on account of any failure by a proposer to observe any provision of this RFP. F. LBE Ordinance To qualify for a bid discount under the provisions of Administrative Code Chapter 14B, an LBE must be certified by the Contract Monitoring Division by the Proposal Due date. The certification application is available from CMD (415) , and on the web at: Click on the LBE Certification and Compliance tab. Click on appropriate LBE Certification application. G. Bid Preference for Brokerage Services Pursuant to Section 14B.7 of the Administrative Code, a bid preference will only be awarded to an LBE, or an LBE joint venture where the LBE s participation in the joint venture exceeds 35 percent (see Sec. 4.1), directly responsible for providing materials, equipment, supplies or services to City as required by the Bid solicitation. An LBE will be deemed to be directly responsible for providing the required commodity or service only if it regularly does business as a manufacturer, or authorized manufacturer s representative, dealer or distributor, stocking distributor, franchisee, licensee, service provider, or has another direct agency relationship with the manufacturer or provider of the solicited commodity or service, and has been so certified by CMD. An LBE will be considered to be regularly doing business, as

11 Page 11 of 18 Attachment I TYPICAL CONTRACTURAL TERMS AND CONDITIONS that term is used in the foregoing paragraph, if in the normal course of business, it stocks, warehouses or distributes commodities to businesses or entities other than public entities having a local business preference program. Such a determination will be subject to audit by CMD. No preference will be given to an LBE engaging in brokerage, referral or temporary employment services not meeting this definition, unless those services are required and specifically requested by the department. H. LBE Subcontracting a. Subcontracting to LBEs Although there is no subcontracting goal, bidders are encouraged to make good faith efforts to award subcontracts to City and County of San Franciscocertified LBEs. This can be achieved through subcontracting, sub-consulting or supply opportunities. b. Examples of Subcontracting The following are examples of products which could be subcontracted under this Contract. The list is not intended to be exhaustive: the products or services which the vendor in turn sells to the City, or components of those products; packing containers and materials used to ship the City's order; services of the carrier who delivers the City's orders; Pro rata share of LBE spending which is part of the vendor's general and administrative expenses, if the vendor can show that the pro rata share can be reasonably allocated to this contract. c. CMD Data on LBEs Contractor will obtain from CMD a copy of CMD's database of LBEs, and this or other information from CMD, shall be the basis for determining whether a LBE is confirmed with CMD. Contractor will obtain an updated copy of CMD's database at least quarterly. Please call CMD at (415) I. Standard Contract Provisions The successful proposer will be required to enter into a contract substantially in the form of the P-240 Term Contract Agreement, attached hereto as Appendix D. Failure to timely execute the contract, or to furnish any and all insurance certificates and policy endorsement, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another firm and may proceed against the original selectee for damages. Proposers are urged to pay special attention to the requirements of Administrative Code Chapters 12B and 12C, Nondiscrimination in Contracts and Benefits, ( 24 in

12 Page 12 of 18 Attachment I TYPICAL CONTRACTURAL TERMS AND CONDITIONS the Agreement); the Minimum Compensation Ordinance; the Health Care Accountability Ordinance; the First Source Hiring Program ( 59 in the Agreement); and applicable conflict of interest laws ( 46 in the Agreement), as set forth in paragraphs B, C, D, E and F below. J. Nondiscrimination in Contracts and Benefits The successful proposer will be required to agree to comply fully with and be bound by the provisions of Chapters 12B and 12C of the San Francisco Administrative Code. Generally, Chapter 12B prohibits the City and County of San Francisco from entering into contracts or leases with any entity that discriminates in the provision of benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of employees. The Chapter 12C requires nondiscrimination in contracts in public accommodation. Additional information on Chapters 12B and 12C is available on the CMD s website at K. Minimum Compensation Ordinance (MCO) The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Minimum Compensation Ordinance (MCO), as set forth in S.F. Administrative Code Chapter 12P. Generally, this Ordinance requires contractors to provide employees covered by the Ordinance who do work funded under the contract with hourly gross compensation and paid and unpaid time off that meet certain minimum requirements. For the amount of hourly gross compensation currently required under the MCO, see Note that this hourly rate may increase on January 1 of each year and that contractors will be required to pay any such increases to covered employees during the term of the contract. Additional information regarding the MCO is available on the web at L. Health Care Accountability Ordinance (HCAO) The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Health Care Accountability Ordinance (HCAO), as set forth in S.F. Administrative Code Chapter 12Q. Contractors should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the HCAO is available on the web at M. First Source Hiring Program (FSHP)

13 Page 13 of 18 Attachment I TYPICAL CONTRACTURAL TERMS AND CONDITIONS If the contract is for more than $50,000, then the First Source Hiring Program (Admin. Code Chapter 83) may apply. Generally, this ordinance requires contractors to notify the First Source Hiring Program of available entry-level jobs and provide the Workforce Development System with the first opportunity to refer qualified individuals for employment. Contractors should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the FSHP is available on the web at: and from a First Source Hiring Business Services Specialist at (415) N. Conflicts of Interest The successful proposer will be required to agree to comply fully with and be bound by the applicable provisions of state and local laws related to conflicts of interest, including Section of the City's Charter, Article III, Chapter 2 of City s Campaign and Governmental Conduct Code, and Section et seq. and Section 1090 et seq. of the Government Code of the State of California. The successful proposer will be required to acknowledge that it is familiar with these laws; certify that it does not know of any facts that constitute a violation of said provisions; and agree to immediately notify the City if it becomes aware of any such fact during the term of the Agreement. Individuals who will perform work for the City on behalf of the successful proposer might be deemed consultants under state and local conflict of interest laws. If so, such individuals will be required to submit a Statement of Economic Interests, California Fair Political Practices Commission Form 700, to the City within ten (10) calendar days of the City notifying the successful proposer that the City has selected the proposer. O. Term Bid Quantities This is a term, indefinite quantities contract. Unless otherwise specified herein, deliveries will be required in quantities and at times as ordered during the period of the contract. Estimated quantities are approximate only. City, in its sole discretion, may purchase any greater or lesser quantity. CS may make minor purchases of items requested in City s advertisement for bids or contractor s bid from other vendors when CS determines, in its sole discretion, that the City has an immediate need for such items or that it is not practical to purchase against this contract.

14 Page 14 of 18 Attachment I TYPICAL CONTRACTURAL TERMS AND CONDITIONS P. Proposal Price Shall be firm for the baseline training module and for the two (2) optional modules as requested under Section 2. Q. Additional Quantities The City reserves the right to purchase other related training programs during the term of this agreement. R. Price Adjustment for Optional Additional Vehicles In addition to the optional training modules in Section I. at a fixed bid price, the Contractor agrees that the City may, in its sole discretion, exercise the option to purchase up to two additional modules for the term of this contract. The curriculum for these modules shall be determined based upon negotiations between the contractor and the City, and the cost shall be based upon a minimum number of students to be enrolled in these additional modules. No guarantee for a minimum number of students shall be made for the basic module. S. Protest of Non-Responsiveness Determination Within five (5) working days of the City's issuance of a notice of nonresponsiveness, any firm that has submitted a proposal and believes that the City has incorrectly determined that its proposal is nonresponsive may submit a written notice of protest. Such notice of protest must be received by the City on or before the fifth working day following the City's issuance of the notice of nonresponsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. T. Protest of Contract Award Within five (5) working days of the City's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the City has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the City on or before the fifth working day after the City's issuance of the notice of intent to award. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an

15 Page 15 of 18 Attachment I TYPICAL CONTRACTURAL TERMS AND CONDITIONS individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. U. Delivery of Protests All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the City received the protest. Protests or notice of protests made orally (e.g., by telephone) will not be considered. Protests must be delivered to: Dan McKenna Special Projects GSA Fleet/Central Shops c/o 1 Dr. Carlton B Goodlett Pl, Rm 430 San Francisco, CA

16 Page 16 of 18 ATTACHMENT II: Local Business Enterprise (LBE) Forms Contract Monitoring Division ( CMD ) Contact If you have any questions concerning the CMD Forms and to ensure that your response is not rejected for failing to comply with S.F. Administrative Code Chapter 14B requirements, please call Seth Benkle, the CMD Contract Compliance Officer for the Controller s Office at or by at The forms will be reviewed prior to the evaluation process. HOW TO RESPOND TO THIS ATTACHMENT Each solicitation process requires a new submittal of CMD forms found in Attachment 2: Requirements for Architecture, Engineering, and Professional Services Contracts at the following link, located under the heading For Contracts Advertised on or after 8/1/15 : There is no Contract Monitoring Division Local Business Enterprise subcontracting requirement for this RFQ or resulting contract(s). However, Forms 2A, 3 and 5 must be submitted with your response. (1) Form 2A-CMD Contract Participation Form (2) Form 3- CMD Non-Discrimination Affidavit (3) Form 4- CMD Joint Venture Form (if applicable), and (4) Form 5- CMD Employment Form Please submit Forms 2A, 3 and 5 (and Form 4 if proposing as a Joint Venture) with your Response Package. The forms should be part of the Original of your response. The forms should have original signatures. If these forms are not returned with the response, the response may be determined to be nonresponsive and may be rejected. 1. Local Business Enterprise Goals and Outreach The requirements of the Local Business Enterprise (LBE) and Non-Discrimination in Contracting Ordinance set forth in Chapter 14B of the S.F. Administrative Code as it now exists or as it may be amended in the future (collectively the LBE Ordinance ) shall apply to this RFQ. More information regarding these requirements can be found at: 2. LBE Subconsultant Participation Requirement Please refer to San Francisco Administrative Code Chapter 14B for information concerning the City's LBE program. The LBE subconsultant participation goal for public-sponsored projects is defined on a projectby-project basis, as a percentage of the total value of the goods and/or services to be procured. Each firm responding to each city-sponsored project may be required to demonstrate in a project-specific response that it has used good-faith outreach to select LBE subconsultants as set forth in S.F. Administrative Code 14B.8 and 14B.9, and shall identify the particular LBE

17 Page 17 of 18 ATTACHMENT II: Local Business Enterprise (LBE) Forms subconsultants solicited and selected to be used in performing the contract. For each LBE identified as a subconsultant, the response must specify the value of the participation as a percentage of the total value of the goods and/or services to be procured, the type of work to be performed, and such information as may reasonably be required to determine the responsiveness of the Qualifications. LBEs identified as subconsultants must be certified with the San Francisco Contract Monitoring Division at the time each project-specific response is due, and must be contacted by the proposer (prime contractor) prior to listing them as subconsultants in the project-specific response. Any project-specific response that does not meet the requirements of this paragraph will be non-responsive. 3. Link to LBE Subconsultant Directory This link takes you to a directory of current Local Business Enterprises LBE Participation and Rating Bonuses The City strongly encourages Proposals from qualified LBEs. Pursuant to the LBE Ordinance (Chapter 14B of the City Administrative Code), the following rating bonus will be in effect for the award of this program for any Proposers who are certified by CMD as an LBE, or joint ventures where the joint venture partners are in the same discipline and have the specific levels of participation as identified below. Certification applications may be obtained by calling CMD at (415) or online at The rating bonus applies at each phase (written proposal evaluation and interview stage) of the selection process. The application of the rating bonus is as follows: (1) A 10% bonus to a Small or Micro LBE including Non-Profit; or a joint venture between or among LBEs; or (2) A 5% bonus to a joint venture with LBE participation that equals or exceeds 35%, but is under 40%; (3) A 7.5% bonus to a joint venture with LBE participation that equals or exceeds 40%; Joint Venture Rating Bonuses - If applying for a LBE rating bonus as a joint venture: The LBE must be an active partner in the joint venture and perform work, manage the job and take financial risks in proportion to the required level of participation stated in the proposal, and must be responsible for a clearly defined portion of the work to be performed and share in the ownership, control, management responsibilities, risks, and profits of the joint venture. The portion of the LBE joint venture s work shall be set forth in detail separately from the work to be performed by the non-lbe joint venture partner. The LBE joint venture s portion of the contract must be assigned a commercially useful function. The joint venture partners must be of the same or similar discipline in order to be eligible for a rating bonus. The joint venture partners will be jointly responsible for the overall program management, control and compliance with Chapter 14B requirements. Local Business Enterprise Utilization Tracking System - Prime contractors and all subconsultants who are awarded contracts as a result of the RFP process are required to use the Elation secure web-based Local Business Enterprise Utilization Tracking System (LBEUTS) to submit payment information including invoices and other related information. The Contract Monitoring Division (CMD) will use this information to monitor compliance with the 14B LBE

18 Page 18 of 18 ATTACHMENT II: Local Business Enterprise (LBE) Forms Ordinance. Information about the system including instruction manuals and upcoming training workshops are available on the CMD website at

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