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MD Anderson RFP Pre-Submittal Conference - Important Details and Registration

Get all the details for the MD Anderson RFP Pre-Submittal Conference, including agenda, scope discussion, milestone dates, and how to register as a supplier in Sci-Quest Sourcing Director.

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MD Anderson RFP Pre-Submittal Conference - Important Details and Registration

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  1. www.mdanderson.org • www.mdanderson.org/ask1-877-MDA-6789

  2. WELCOME EEO Investigations RFP (AIS-ADM-00628-RFP) Pre-Submittal Conference

  3. Preliminary Matters • Mute all cell & speaker phones • Bathroom locations • Microphone usage • Sign-in sheet • Conference recording (RFP Section: Addendums) • Contact Information: • Steve Saunders • 713-745-8317 • ssaunders@mdanderson.org

  4. Agenda • Introductions • Sci-Quest Sourcing Director (Support) • Rider 104-Historically Underutilized Business (HUB) Plan • MD Anderson Rider Exceptions • Milestone Dates • Scope Discussion and Summary of Solicitation • Question & Answer • Important Date & Time Recap • Closing Comments

  5. Sci-Quest Sourcing Director Support • Steve Saunders • 713-794-8317 • ssaunders@mdanderson.org • John Berg • 713-563-9343 • jlberg@mdanderson.org • UT MD Anderson Sci-Quest Sourcing Director Contact • SupplyChainHelpdesk@mdanderson.org • 713-745-7997

  6. Supply Chain Management • Sci-Quest Sourcing Director for Suppliers

  7. Invitation to Events • The University of Texas MD Anderson Cancer Center will publish an RFP for competitively sourced bid through Sci-Quest Sourcing Director tool. In order to participate in this event you will need to register your company as a supplier in the Sci-Quest Sourcing Director (see steps below). Once your company is registered, you may be invited to participate in the RFP process online when it is published. If you are a registered MD Anderson supplier in Sci-Quest Sourcing Director, you may skip these steps, as an email notification will be sent to you once the event is live and available for viewing. • Visit: https://solutions.sciquest.com/apps/Router/RegistrationChecklist?CustOrg=MDAndersonPS • Click on Continue with Registration • Click on “Create Account” • Read the pop-up screen and select “Continue with Registration.” • Complete the registration form and when finished, click on “Create Account” button. • Once you have completed the registration process, you will be provided with a user name and password within 24 hours in order to access the RFP content. If you have trouble accessing the RFP, please contact us in order to ensure that you have been successfully added to the RFP event.

  8. Using Sci-Quest Sourcing Director • Communications • All communication exchanges relative to the RFP should be communicated through the Sci-Quest Scouring Director under the “Q & A Board” hyperlink located on the left side of the screen to ask questions specific to your on-line event. • Type of Questions • Multi-line text response (essay format) • Limited text (short answer) • Drop-down select • Multiple choice/select • Attachments – MUST be a single file. To upload multiple files per questions, use WinZip to zip multiple files into a single zipped file before uploading.

  9. Technical Contacts • MD Anderson Sci-Quest Scouring Director Contact • supplychainhelpdesk@mdanderson.org • 713-745-7997

  10. Historically Underutilized Business (HUB) Plan Rider 104 www.mdanderson.org/hub

  11. Rider 104 - HUB Plan • Barbara Howard • HUB Coordinator • 713-794-3211 • bhoward@mdanderson.org • Rider 104-HUB Tip sheet and HSP Quick Check List • Located in Section 8.1.2 of the RFP.

  12. Policy • Promote and encourage contracting and subcontracting opportunities for Historically Underutilize Businesses (HUBs) in all contracts. • Accordingly, The University of Texas MD Anderson Cancer Center has adopted “RIDER 104, Policy on Utilization of Historically Underutilized Businesses”. The Policy applies to all contracts with an expected value of $100,000.00 or more. • A HUB is at least 51% owned operated and controlled by an Asian Pacific American, Black American, Hispanic American, Native American, American Woman and/or Disable Veteran. The principle place of business must reside within the State of Texas. • Failure to submit a required HUB Subcontracting Plan (HSP) will result in REJECTIONof the response.

  13. Good Faith Effort Determination • Give notification in writing to all potential subcontractors – Notification Form is included in the HSP package. • Allow HUBs at least 7 (seven) working days to respond to the subcontracting opportunity notification. • Notify a minimum of two (2) minority or woman trade organizations or development centers of subcontracting opportunities (see list attached to Rider 104 HUB Plan for contact information).

  14. Good Faith Effort Determination • Give notification to at least 3 (three) HUBs for each trade identified for the project. • Within 10 days following the contract signing, the Prime must notify subcontractors in writing of their award, with copies of notification to contracting agency. • Provide supporting documentation of all good faith efforts. Failure to produce required documentation may result in rejection of your HUB Plan and subsequently your proposal.

  15. HUB Subcontracting Plan Forms Four Options

  16. Option 1 Method A (Attachment A) All subcontracting opportunities will be fulfilled with HUBs. (No continuous contract exists with HUB exceeding 5 years.)

  17. Option 2 Method A (Attachment A) Subcontracting with HUBs and Non-HUBs so long as the aggregate percentage of subcontracting with HUBs meets or exceeds the HUB goal. (No continuous contract exists with HUB exceeding 5 years).

  18. Option 3 Method B (Attachment B) Respondents may subcontract with HUB vendors and Non-HUB vendors (or only Non-HUB vendors) and the aggregate HUB percentage with HUBs does not meet or exceed the HUB goal.

  19. Option 4 Self-Performance Respondent is not subcontracting any portion of the contract and will fulfill all aspects of the contract with their own internal (W2) resources.

  20. HUB Subcontracting Plan • Good Faith Effort must include: • Giving HUBs seven (7) “business days” notice to bid • Providing sufficient information to bid; use the Notification Form • Notifying a minimum of two (2) trade organizations • Inclusion of fax, e-mail, or written correspondence documenting HUB notification and response (telephone logs are no longer acceptable as documentation of GFE) • Inclusion of documentation supporting all of the above

  21. HUB & Federal Small Business Program • Marian Nimon, Associate Director • 713-745-8352 • mnimon@mdanderson.org • Barbara Howard, HUB Coordinator • 713-794-3211 • bhoward@mdanderson.org

  22. MD Anderson Riders & Exceptions

  23. MD Anderson Rider & Exceptions Please be advised that all participants responding to this solicitation are REQUIRED to comprehensively review each of the MD Anderson contract Riders included within this solicitation/RFP. In addition to providing acknowledgment of subject Riders, requirements and specifications set forth, any participant that has taken any exception(s) to provisions of MD Anderson’s contract Riders is REQUIRED to explicitly detail those exceptions AT THE TIME OF RFP SUBMITTAL. The extent of exceptions taken WILL INFLUENCE FINAL CONTRACT DETERMINATION.

  24. MD Anderson Rider & Exceptions • Summary Agreement • Rider 102 – Price Schedule • Rider 104 – HUB Plan (**Barbara Howard) • Rider 105 – Contractors Affirmations and Warranties • (**Exhibit A) • Rider 107 – Travel Policy • Rider 111 – Business Associate Agreement • Rider 116 – Invoice Payment Requirements • Rider 117 – Institutional Policies • Rider Affirmation form

  25. Event Milestone Dates • RFP Event Published • Thursday, January 11, 2018 • Pre-Submittal Conference (2:00 p.m. – 3:00 p.m. CST) • Friday, January 19, 2018 • Vendor Question Submission CUT OFF (4:00 p.m. CST) • Wednesday, January 24, 2018 • RFP Questions and Answers Published • Monday, January 29, 2018 (5:00 p.m. CST) • RFP Solicitation CLOSES • Monday, February 12, 2018 (5:00 p.m. CST) • Notification to Short List Presentation • Wednesday, February 28, 2018 • Vendor Presentation Meeting • March 12, 2018 – March 13, 2018 • Notification to Awarded to Contractor(s) • Thursday, March 15, 2018 • Start Date • May 31, 2018

  26. Scope Discussion and Summary of Solicitation Laura Gorten

  27. Question and Answer Session

  28. Recap and Closing Remarks

  29. Event Milestone Dates • RFP Event Published • Thursday, January 11, 2018 • Pre-Submittal Conference (2:00 p.m. – 3:00 p.m. CST) • Friday, January 19, 2018 • Vendor Question Submission CUT OFF (4:00 p.m. CST) • Wednesday, January 24, 2018 • RFP Questions and Answers Published • Monday, January 29, 2018 (5:00 p.m. CST) • RFP Solicitation CLOSES • Monday, February 12, 2018 (5:00 p.m. CST) • Notification to Short List Presentation • Wednesday, February 28, 2018 • Vendor Presentation Meeting • March 12, 2018 – March 13, 2018 • Notification to Awarded to Contractor(s) • Thursday, March 15, 2018 • Start Date • May 31, 2018

  30. www.mdanderson.org • www.mdanderson.org/ask1-877-MDA-6789

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