TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 5, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 12-RFP-01 Perform Federal Legislative Consulting Services, with Carmen Group, Inc., in an amount not to exceed $417,600.00, Account 101-15000-601170, Requisition 1327265
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Carmen Group, Inc.
This request for proposal is to acquire the services of a legislative consulting firm in order to pursue federal funding for District programs and develop strategies to achieve objectives in relation to Federal regulations that may impact the District.
Contract 12-RFP-01 was advertised on September 22 and 28, 2011. Seventy (70) firms were notified, with thirty (30) requesting proposals. Seven bid proposals were received on October 14, 2011 from BGR Government Affairs, Carmen Group, Inc., Chambers, Conlon & Hartwell, LLC, Cornerstone Government Affairs LLC, Holland & Knight LLP, The Ferguson Group, LLC and Van Scoyoc Associates, Inc.
The seven proposals were reviewed and evaluated by a panel consisting of staff from the General Administration Department, the Law Department and the Department of Procurement and Materials Management. Each department provided one (1) review for each firm.
The proposals were reviewed on the criteria stated in the RFP, such as understanding and approach to the scope of work, consultant technical qualifications, cost of services, financial stability, affirmative action participation, and insurance requirements. Each firm was given an opportunity to give a presentation and respond to questions from the District panel and provided their best and final offer to the District for cost.
Based on the technical proposals and the interviews, Carmen Group, Inc. (Carmen Group) is ranked highest over the other proposers. When factoring in cost, Carmen Group is ranked in a virtual tie with Holland & Knight. Carmen Group’s knowledge of the District’s needs, goals and objectives, and their experience with the legislative process on a Federal level, qualifies them as the most appropriate choice for the District.
The District’s goals for this request for proposal are 20 percent Minority Business Enterprise (MBE), 10 percent Women Business Enterprise (WBE), and 10% Small Business Enterprise (SBE). Carmen Group has offered 10 percent WBE participation in the Appendix A by utilizing LaVelle Consulting Services as a WBE firm. The Affirmative Action Section has reviewed the Appendix A submittal by Carmen Group and has indicated they have undertaken a good faith effort to meet the requirements of Appendix A.
The agreement will begin on January 1, 2012 and continue through December 31, 2012. There is an option to extend the services for two (2) additional one year periods using the same monthly fees stated in the best and final offer. The monthly rate must remain fixed during the contract period. The option to extend is at the sole discretion of the MWRDGC and will be approved by the Board of Commissioners.
Inasmuch as Carmen Group possesses a high degree of professional skill to provide the services required, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $417,600.00.
Carmen Group is not authorized to transact business in Illinois, but is currently active and incorporated in the District of Columbia. The Department of Procurement and Materials Management has received approval from the Executive Director to move forward with the recommendation to award.
Funds are available in Account 101-15000-601170.
Requested, Eileen McElligott, Administrative Services Manager, BKS:SL:PJC
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for January 5, 2012