city and county of san franciscomission.sfgov.org/oca_bid_attachments/fa36048.pdf · the san...

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City and County of San Francisco

San Francisco Municipal Transportation Agency

INFORMAL REQUEST FOR PROPOSALS (RFP) for

Enterprise Asset Management System Training

RFP SFMTA-2014-51

CONTACT: Julian Sutherland, [email protected] 415.701.4716

Background The San Francisco Municipal Transportation Agency (SFMTA), an agency of the City and County of San Francisco (City), is soliciting proposals from eligible firms qualified to provide on-site, instructor-led training for a Federally funded project at One South Van Ness Avenue on the Infor EAM Version 11 software product. The training will be divided into two segments – one for the entire project team (approx. 10 students) and the second for technical staff (approx. 5 students) – and be customized to use data that is relevant to a transit agency such as SFMTA.

Desired Start Date: September 22, 2014

Estimated Contract Term: 1 month

Actual contract term may vary, depending on project needs.

Schedule RFP Issued Deadline for questions Deadline for RFP Proposals

8-04-2014 8-13-2014 (2pm PDT) 8-19-2014 (2pm PDT)

RFP Questions and Communications To ensure fair and equal access to information about this Informal RFP, e-mail your questions to

Julian Sutherland,

[email protected]

Questions must be in writing and received before 2 00pm PST on Wednesday, August

13, 2014.

A summary of the questions and answers pertaining to this Informal RFP will be posted on the City’s website http://mission.sfgov.org/OCABidPublication/

Appendices 1 - 3 Attached

mailto:[email protected]

http://mission.sfgov.org/OCABidPublication/

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1. Introduction

The San Francisco Municipal Transportation Agency (SFMTA), an agency of the City and County of San Francisco (City), is soliciting proposals from firms qualified to provide Infor training for a Federally funded project.

The selected firm must be qualified to do business with the City before a contract can be

awarded. See Appendix 3 for the standard City forms that must be completed by all City

contractors. The SFMTA oversees all surface transportation in San Francisco, including the Municipal Railway (Muni). The Muni system, which has been in operation since 1912, is the largest public transit system in Northern California and the seventh largest in the nation. The system offers five types of fixed-route service, including diesel buses, electric trolley coaches, light rail vehicles, historic streetcars, cable cars, and also, through a broker, provides paratransit service for people with disabilities. The objective of the training is to bring the SFMTA EAMS project team members to a level of proficiency with the Infor EAM product so that they can effectively participate in the SFMTA implementation of the Infor EAM packaged software application.

2. Scope of Work

This scope of work is for on-site, instructor-led training at SFMTA’s headquarters at One South Van Ness Avenue. The training shall include, but not be limited to, the topics listed below on the Infor EAM Version 11 software product. The training shall be divided into two segments – one for the entire project team (approx. 10 students), and the second for technical staff (approx. 5 students) – and shall be customized to use data that is relevant to a transit agency such as the SFMTA. All course content listed below is desired. Optional content is indicated in italics. The SFMTA shall have the option to procure both segments together, or procure one without the other, so each segment shall be priced separately.

Training Segment 1 (35 hours maximum for general team instruction) – the expectation is

that this segment will include “hands on” computer use by students

General business discussion about EAM organization / departments / locations, best system setup discussion

Asset configuration / asset hierarchy structure

Parts/inventory

Parts condition tracking (legacy Spear functionality) – optional

Work order processing + work order mgmt. on tablet

Include inspections/checklists – triggering follow-up work order

Splitting cost across multiple assets on a single work order

Cost rollup & cost reporting ACROSS hierarchy by type or class

Booking labor for an individual or a crew (by Crew Manager)

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Training Segment 2 (35 hours maximum for technical team only) – “Hands-on” training

where students learn by performing tasks on computers, as appropriate

Review design and setup of the EAM demonstration configuration used for these training sessions

Upload utility - demonstrate uploading of parts, and review templates • Installation parameter review

o User and group security o Group security administration o Screen designer o Status authorizations o Work-order authorizations o Hyperlinks o Security filters - optional o User account administration o Departmental security - optional o System codes

• Key Performance Indicator (KPI) development • Inbox development • Custom field administration • Grid designer • Web service prompts • Flex SQL • Report training • Infor database schema knowledge sharing • Infor best practices

Assumptions

• Training will take place at SFMTA’s headquarters at One South Van Ness Ave., with wi-fi access provided

• SFMTA will provide training room space and student computers • Training will be scheduled for no more than seven hours per day, between 9AM and

4:30PM • Training for each segment will take place within one calendar week • Provider will supply all trainer computers and training materials • Training materials will remain the property of the SFMTA

• SFMTA reserves the right to record the training sessions • Travel costs are subject to 2014 Federal GSA per diem restrictions • SFMTA budget for this training will not exceed $20K

Optimum Qualifications:

1) Training includes all content described in Segment 1 and in Segment 2 2) Instructor(s) have experience implementing Infor EAM Version 11 at a transit agency 3) Segment 2 instructor(s) have prior EAM implementation experience using all tasks

referenced in the Segment 2.

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4) Instructor(s) can work with the SFMTA EAM project team to load actual data in preparation for the class (prior to actual training)

Minimum Qualifications:

1) Training includes course content in Segments 1 and 2, with the exception of the optional course content

2) Instructor(s) have implemented a prior version of Infor at a transit agency, and have also installed version 11 for a public entity or private company

3) Segment 2 instructor(s) have prior EAM implementation experience using the upload utility, report creation, software configuration, and use of web services. Instructor(s) can provide training scenarios that include a hypothetical transit organization

3. Proposal Requirements

TIME AND PLACE FOR SUBMISSION OF PROPOSALS

Proposals and all related materials must be received by 2:00 pm on Tuesday, August 19,

2014.

Please address proposal to:

Julian Sutherland EAMS Training, RFP # SFMTA-2014-51 Contracts & Procurement [email protected]

Sign the cover letter, scan it along with the proposal and submit it by e-mail to [email protected] with “EAMS Training RFP SFMTA-2014-51” in the subject line.

Include the following proposer information in your cover letter. Proposer Name: Proposer Address: Proposer Contact Name: Proposer Contact Phone Number: Proposer E-mail Address:

Proposal Format

Include a Table of Contents.

1. A cover letter signed by an official authorized to solicit business and enter into contracts for the firm. The cover letter should refer to this RFP by title and date and should include the name and telephone number of a contact person (maximum 1page);

2. An overview of your firm and the services it provides (maximum 2 pages); 3. An explanation of whether the firm fulfills the Optimum or Minimum Qualifications,

referencing each listed criterion. Include a list of all relevant contracts over the last five


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years (with name of client, project title, dollar amount, completion date, and telephone and email contact information); (maximum 2 pages);

4. A description of the firm’s expertise in the areas of the scope of this RFP (maximum 2 pages);

5. Fully loaded hourly rates for all proposed staff. A fully loaded hourly rate means an hourly rate that includes all applicable surcharges, such as taxes, insurance and fringe benefits, overhead and profit allowance, and ordinary materials and supplies. This section should also list all out-of-pocket expenses that would be passed along to the SFMTA (maximum 1 page); and

SBE Forms Required to be Submitted with Proposal (Note: SBE Forms provided in

Appendix 1 to this RFP)

In addition to the requirements on the content of the Proposal discussed above, proposers must submit the following forms with their Proposals: 1. Consultant/Joint Venture Partner and Subconsultant Participation Report (SFMTA SBE

Form No. 1) 2. Bidders List (SFMTA SBE Form No. 2A)

4. Evaluation and Selection Criteria

This section describes the guidelines used for analyzing and evaluating proposals. This RFP does not in any way limit the SFMTA’s right to solicit contracts for similar or identical services if, in the SFMTA’s sole and absolute discretion, it determines proposals are inadequate to satisfy its needs.

Each Proposer will be evaluated on how effectively and comprehensively it describes and presents its proposal to demonstrate it understands and can address the SFMTA’s needs.

1. Project Approach (30 points)

a. Understanding of the project and the tasks to be performed, etc.

b. Reasonableness of work schedule

2. Assigned Project Staff (30 points)

a. Recent experience of staff assigned to the project and a description of the tasks to be performed by each staff person

b. Professional qualifications and education

c. Workload, staff availability and accessibility

3. Experience of Firm (30 points)

a. Expertise of the firm in the fields necessary to complete the tasks

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b. Quality of recently completed projects, including adherence to schedules, deadlines and budgets

c. Experience with similar projects

4.1 SELECTION INTERVIEWS

Following the SFMTA’s evaluation, Proposers may be invited to interviews. Interviews may consist of standard questions and specific questions regarding individual proposals.

4.2 OTHER TERMS AND CONDITIONS There is no guarantee of a minimal amount of work or compensation for any Proposer selected for contract negotiations. The SFMTA reserves the right to accept other than the lowest price offer and to reject all proposals. The selection of any Proposer for contract negotiations shall not imply acceptance by the SFMTA of all terms of the Proposal, which may be subject to further negotiation and approvals before the SFMTA may be legally bound thereby. The SFMTA, in its sole discretion, has the right to approve or disapprove any staff person assigned to a firm’s projects before and throughout the contract term. The SFMTA reserves the right at any time to approve, disapprove, or modify proposed project plans, timelines and deliverables. If a satisfactory contract cannot be negotiated in a reasonable time with the selected Proposer, then the SFMTA, in its sole discretion, may terminate negotiations with the selected Proposer and enter into negotiations with other qualified Proposers in the order of their ranking.

4.3 SMALL BUSINESS ENTERPRISE (SBE)/NON-DISCRIMINATION REQUIREMENTS

The following information is provided to assist the Proposers in the preparation of proposals.

A. Policy

The SFMTA is committed to a Small Business Enterprise (SBE) Program (“Program”) for the participation of SBEs in contracting opportunities. The SFMTA is also committed to compliance with the federal regulations in 49 CFR Part 26, issued March 4, 1999, as amended from time to time (the “Regulations”). The Regulations are incorporated into this Program as though fully set forth herein. It is the intention of the SFMTA to create a level playing field on which SBEs can compete fairly for contracts and subcontracts relating to the procurement and professional services activities of the SFMTA.

B. Questions

Questions concerning SBE/Non-Discrimination Requirements should be addressed to:

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Preston Tom SFMTA Contract Compliance Office One South Van Ness Avenue, 6th Floor San Francisco, CA 94103 Telephone: (415) 701-4437

[email protected]

C. Non-Discrimination in Employment

Should SFMTA deem it necessary, the SFMTA will seek a written commitment from the proposer to use good faith efforts to provide equal employment opportunities during the term of the contract. One measure of such a commitment would be comparing utilization of women and minorities with the relevant labor market in order to improve parity between the composition of the proposer's workforce and the available labor market. The proposer may be required to provide the SFMTA with the relevant data regarding its labor market.

D. Nondiscrimination In City Contracts-Benefits Ordinance

1. Chapter 12B and 12C of the Administrative Code are incorporated by reference as though fully set herein. Chapter 12B and 12C prohibit discrimination by city contractors in employment, the use of property and the provision of employee benefits.

a. Please refer to Appendix 8, Exhibit C regarding the Non-discrimination Program mandated by Chapter 12B of the San Francisco Administrative Code. Documentation regarding Charter 12B and12C compliance must be on file with or submitted to the CCSF General Services Agency’s (GSA). For further information, contact the GSA’s Contract Monitoring Division at (415) 252-2500.

b. The successful Consultant must agree to abide by the following standard contract provisions regarding Chapter 12B and 12C.

2. Nondiscrimination; Penalties

a. Contractor Shall Not Discriminate. In the performance of this contract, Contractor agrees not to discriminate on the basis of the fact or perception of a person’s race, color, creed, religion, national origin, ancestry, age, sex, sexual orientation, gender identity, domestic partner status, marital status, disability or Acquired Immune Deficiency Syndrome or HIV status (AIDS/HIV) against any employee of, any City employee working with, or applicant for employment with Contractor, in any of Contractor’s operations within the United States, or against any person seeking accommodations, advantages, facilities, privileges, services, or membership in all business, social, or other establishments, or organizations operated by Contractor.

b. Subcontracts. Contractor shall incorporate by reference in all subcontractors the provision of Sections 12B.2(a), 12B.2(c)-12B.2(k) and 12C.3 of the San Francisco Administrative Code, and shall require all subcontractors to comply with such provisions. Contractor’s failure to comply with obligations in this


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subsection shall constitute a material breach of this Agreement.

c. Nondiscrimination in Benefits. Contractor does not as of the date of this Agreement and will not during the term of this Agreement, in any of its operations within the United States, discriminate in the provision of benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of such employees, where the domestic partnership has been registered with a governmental entity pursuant to state or local law authorizing such registration, subject to the conditions set forth in Section 12B.2(b) of the San Francisco Administrative Code.

d. Condition to Contract. As a condition to this Agreement, Contractor shall execute the “Nondiscrimination in Contracts and Benefits” form and secure the approval of the form by the SF General Services Agency (GSA). See the GSA’s website at http://sfgsa.org/index.aspx?page=5359 for the Equal Benefits Quick Reference . Guide and S.F. Administrative Code Chapters 12B & 12C Declaration: Nondiscrimination in Contracts and Benefits

e. Incorporation of Administrative Code Provisions by Reference. The provisions of Chapter 12B and 12C of the San Francisco Administrative Code are incorporated by reference and made a part of this Agreement as though fully set forth herein. Contractor shall comply fully with and be bound by all of the provisions that apply to this Agreement under Chapter 12B and 12C of the Administrative Code, including but not limited to remedies provided in such Chapters. Without limiting the foregoing, Contractor understands that pursuant to Section 12B.2(h) of the San Francisco Administrative Code, a penalty of $50 for each person for each calendar day during which such person was discriminated against in violation of the provisions of this Agreement may be assessed against Contractor and/or deducted from any payment due Contractor.

http://sfgsa.org/index.aspx?page=5359

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Appendices

Appendix 1: SFMTA SMALL BUSINESS ENTERPRISE PROGRAM FORMS 1 AND 2A

Appendix 2: PROTEST PROCEDURES

Appendix 3: STANDARD FORMS

SUBMIT WITH PROPOSAL

Revised 10/1/13 August 04, 2014

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Appendix 1

SFMTA SBE FORM No. 1 – CONSULTANT/JOINT VENTURE PARTNER AND SUBCONSULTANT PARTICIPATION REPORT

PROPOSER: ______________________________________________________

NAME OF FIRMS, ADDRESS,

TELEPHONE NO. AND CONTACT

PERSON; FEDERAL I.D. NO.

(or STATE I.D. NO.)

SBE

(OWNERSHIP)

NON-

SBE

(OWNERSHIP)

SCOPE OF WORK &

CERTIFICATION

TYPE & CERT. NO.

ANTICIPATED

PERCENTAGE AND/OR $

AMOUNT OF

PARTICIPATION

MALE

FEMALE

MALE

FEMALE

Name & Signature: Authorized Officer of Consultant Firm

Total SBE (Male)

Total SBE(Female)

Print or Type Name:

Total Non-SBE (Male)

Date: Total Non-SBE(Female)

TOTAL % AND/OR $ :

Appendix 1

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SFMTA SBE FORM No. 2A

BIDDERS LIST

Supply the following information for all firms bidding or quoting on this contract. If any information is not included, specify reason why you could not obtain the information. Use additional sheets if necessary.

PROPOSER’S NAME: ______________________

Name/

Federal I.D. or State

I.D. No.

Address Phone

SBE Certified

(CUCP DBE,

CITY LBE,

STATE SBE)

Yrs. in

Business

Annual

Gross

Receipts of

Firm Yes No

END OF FORM

Appendix 2

Appendix 2: Protest Procedures 1 August 04, 2014

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SAN FRANCISCO

MUNICIPAL TRANSPORTATION AGENCY

PROTEST PROCEDURES

FOR THE

BIDDING AND AWARD OF

FEDERALLY ASSISTED

THIRD PARTY CONTRACTS

(Construction, public improvements, personal services,

negotiated procurement and other major procurement contracts)

REVISED: April 2007

1. Policy

In the event that any protests, discrepancies, or legal questions arise during the bidding and award

process of federally assisted construction, public improvements, personal services, negotiated

procurement and other major procurement contracts, the Contract Manager shall report

unresolved protests to the Director of Transportation, who shall review the protest and

recommend its resolution to the Municipal Transportation Agency. These procedures shall be

incorporated by reference in all bid packages.

2. Definitions

Contract Manager (CM) refers to the Municipal Transportation Agency engineer in charge of

administering the contract that is the subject of the protest. CM also refers to the Project

Manager for the project when there is no engineer administering the contract.

Award shall mean authorization by resolution of the Municipal Transportation Agency Board of

Directors, or authorization by the Director of Transportation, for contracts under his or her

authority, for the SFMTA to contract with a bidder or proposer; or recommendation by resolution

of the SFMTA Board of Directors that the City's Board of Supervisors approve a contract with a

bidder or proposer.

Award Process includes the pre-award, award and post-award phases of a negotiated

procurement, a request for proposals (RFP) and a sealed bid.

Bid includes the terms “offer” or “proposal” as used in the context of negotiated procurements,

requests for proposals and sealed bids.

Appendix 2


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City means the City and County of San Francisco, acting through the Municipal Transportation

Agency.

Contract Compliance Office (CCO) is the SFMTA office that administers compliance with

federal regulations governing Disadvantaged Business Enterprises. as well as SFMTA's program

governing Small Business Enterprises.

Days refers to working days of the City and County of San Francisco (unless otherwise

indicated).

Director of Transportation refers to the Director of Transportation of the SFMTA.

Division of Sustainable Streets refers to the Division of Sustainable Streets and the former

Department of Parking and Traffic of the Municipal Transportation Agency.

Disadvantaged Business Enterprise (DBE) is a for-profit, small business concern (1) that is at

least fifty-one percent (51%) owned by one or more individuals who are both socially and

economically disadvantaged or, in the case of a corporation, in which fifty-one (51%) of the

stock is owned by one or more such individuals; and (2) whose management and daily business

operations are controlled by one or more of the socially and economically disadvantaged

individuals who own it.

Federal Transit Administration (FTA) is an operating administration of the U.S. Department

of Transportation.

San Francisco Municipal Transportation Agency (SFMTA or Agency) is the agency of the

City and County of San Francisco that is in charge of the construction, management, supervision,

maintenance, extension, operation, use and property of the San Francisco Municipal Railway and

the former Department of Parking and Traffic, and has exclusive authority over contracting,

leasing and purchasing by the Municipal Railway and the Division of Sustainable Streets, subject

to certain restrictions of the City's Charter. The Agency acts through its Board of Directors.

Protest is a complaint by a bidder or proposer regarding a bid or the award process which arises

prior to award and is formally communicated to the Director, as provided below.

Post-Award Protest is a complaint by a bidder or proposer when Municipal Transportation

Agency awards a contract, or recommends that the Board of Supervisors award a contract, to

other than the bidder or proposer recommended for award by SFMTA staff.

San Francisco Municipal Railway refers to the San Francisco Municipal Railway of the

Municipal Transportation Agency.

Small Business Enterprise (SBE) refers to a for-profit, small business concern that qualifies for

the program by being certified under any of the following programs: the State of California's

Small Business Program, the City and County of San Francisco's LBE Program, or the Federal

DBE program.

3. Responsibilities:

Appendix 2


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3.1 The Contract Manager (CM) obtains the response to issues not related to DBE compliance and

coordinates the resolution of all protest issues.

3.2 The Contract Compliance Office (CCO) resolves issues regarding DBE compliance.

3.3 In the event that a protest is not resolved by the CM, the Director shall review the protest and

make a recommendation to the Agency for final action.

4. Implementation

4.1. Submit Protest

A protest describing the nature of the disagreement must be submitted in writing to SFMTA no

later than five (5) days following notification of proposed award. A post-award protest

describing the nature of the disagreement must be submitted in writing to SFMTA no later than

five (5) days following the Notification of Award of the contract. If the bid procedure requires

submission of documents in separate phases and bidders may be disqualified at the end of a

phase prior to the final award, then protests regarding a phase of the procedure (including

protests concerning documents received by bidders during the phase) must be submitted in

writing with a description of the disagreement to SFMTA no later than five (5) days following

receipt of notification of the results of that phase.

Protests shall be addressed to:

Director of Transportation

Municipal Transportation Agency

One South Van Ness Ave, 7th

Floor

San Francisco, CA 94103

with a copy to:

Julian Sutherland

Contracts & Procurement

Municipal Transportation Agency

One South Van Ness Avenue, 3rd Floor

San Francisco, CA 94103

4.2 Coordination Efforts

With direction from the Director of Transportation, and following the requirements of FTA

Circular 4220.1F, the AE shall determine the nature of the disagreement and coordinate

resolution efforts.

Appendix 2


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4.3. DBE or SBE Requirements

If the protest involves meeting DBE or SBE requirements, the Contract Manager shall forward a

copy of the protest to the Contract Compliance Office for review and recommendations. The

CM shall also send a copy to the City Attorney for information.

The CCO shall review DBE or SBE requirements for the project and examine whether the protest

has merit. Based on the examination, the CCO shall notify the Director and the CM of its

decision. The CM shall provide copies of the decision to the Senior Director of Transportation

Planning and Development Division. The CM shall then inform the protester, in writing, of the

decision, responding at least generally to each material issue raised in the protest. The CM’s

letter to the protester shall state that (a) the protester may contact the CM to discuss the response,

(b) the protester has the right to appeal his decision to the Director pursuant to Section 4.5, and

(c) the protester has the right to address the Agency on the date when the matter is calendared to

be heard if the Director denies the appeal.

Regarding the issue of whether a bidder has met its DBE or SBE goal or demonstrated good faith

efforts in reaching the contract-specific DBE or SBE goal, the CCO's determination will be

administratively final except when the CCO has determined that an apparent low bidder has

failed to meet its goal or make the required good faith efforts. In that situation, the procedures in

Section V.D.3.v of the Agency's DBE or SBE Program apply to requests for reconsideration from

the apparent low bidder. Neither the Director of Transportation nor the SFMTA Board of

Directors will have jurisdiction to hear administrative appeals or requests for reconsideration of

the CCO's decision on good faith efforts.

4.4 Issues Not Related to DBE or SBE Requirements

If the protest concerns complaints regarding discrepancies in the bid documents, missing or

required documentation, or the selection process, and is not related to DBE or SBE requirements,

the CM or designee shall prepare a memorandum to the City Attorney’s Office requesting an

opinion on the protest. The CM shall attach a copy of the bidder’s protest and all documentation

form the bid package and any other document deemed necessary by the attorney.

Upon receipt of the memorandum, the City Attorney’s Office will investigate and respond with

an opinion to the Director of Transportation and the CM for review and evaluation. The CM

shall provide copies of the opinion to the CCO. The CM shall inform the protester in writing of

the CM’s recommendation, stating the reasons for the recommendation, and responding at least

generally to each material issue raised in the protest. The CM’s letter to the protester shall state

that (a) the protester may contact the CM to discuss the response, (b) the protester has the right to

appeal the decision to the Director of Transportation pursuant to Section 4.5, and (c) the protester

has the right to address the Agency on the date when the matter is calendared to be heard if the

Director denies the appeal.

4.5 Disagreement by Protester

Except as provided in Section 4.3, in the event that the protester disagrees with the

recommendations or decisions rendered, the protester may submit a written request to the

Director of Transportation for review of the decision within five (5) days of receipt of the CM’s

letter responding to the protest. The Director of Transportation shall review the decision and

Appendix 2


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make a recommendation to Agency for final action. The CM shall inform the protester of the

Director's recommendation, the date when the Agency will consider the item, and the protester’s

opportunity to address the Agency regarding the matter.

4.6 Incorporate Legal Opinion/Recommendation

The CM shall incorporate appropriate language reflecting the outcome of the protest in the

calendar item and resolution for approval of the contract by the Agency. However, in the event

of a multi-phased bid procedure as described in Section 4.1 above, the protest may be considered

by the Agency prior to the meeting when final award is determined

4.7 Final Action

The protester shall be notified in writing of the Agency decision regarding the protest and/or

award of the contract. The action of the Agency is final. Subject to the provisions of Section

4.8, the protester may seek a remedy in State or Federal court, as appropriate, from the final

action of the Agency.

4.8 Protest to FTA

FTA may only entertain a protest that alleges that the Agency (1) failed to have written protest

procedures; (2) failed to follow its written protest procedures; or (3) failed to review a complaint

or protest. A protest to FTA must be received by the cognizant FTA regional or Headquarters

Office within five (5) days of the date the protester knew or should have known of the violation.

A protester must exhaust all administrative remedies with the Agency before pursuing a protest

with FTA.

Appendix 3

1

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Standard Forms

Before the City can award any contract to a contractor, that contractor must file three standard City

forms (items 1-3 on the chart). Because many contractors have already completed these forms, and

because some informational forms are rarely revised, the City has not included them in the RFP package.

Instead, this Appendix describes the forms, where to find them on the Internet (see bottom of page 2),

and where to file them. If a contractor cannot get the documents off the Internet, the contractor should

call (415) 554-6248 or email Purchasing ([email protected]) and Purchasing will fax, mail or email

them to the contractor.

If a contractor has already filled out items 1-3 (see note under item 3) on the chart, the contractor

should not do so again unless the contractor’s answers have changed. To find out whether these

forms have been submitted, the contractor should call Vendor File Support in the Controller’s Office at

(415) 554-6702.

If a contractor would like to apply to be certified as a local business enterprise, it must submit item 4. To

find out about item 4 and certification, the contractor should call the Contract Monitoring Division at

(415) 581-2319.

Item

Form name and

Internet location Form Description

Return the form

to;

For more info.

1.

Request for Taxpayer

Identification Number

and Certification

www.sfgov.org/oca/pu

rchasing/forms.htm

www.irs.gov/pub/irs-

fill/fw9.pdf

W-9 The City needs the contractor’s

taxpayer ID number on this

form. If a contractor has already

done business with the City, this

form is not necessary because

the City already has the number.

Controller’s Office

Vendor File

Support

City Hall, Room

484

San Francisco,

CA 94102

(415) 554-6702

2.

Business Tax

Declaration


rchasing/forms.htm

P-25 All contractors must sign this

form to determine if they must

register with the Tax Collector,

even if not located in San

Francisco. All businesses that

qualify as “conducting business

in San Francisco” must register

with the Tax Collector.

Controller’s Office

Vendor File

Support

City Hall, Room

484

San Francisco,

CA 94102

(415) 554-6702

http://www.sfgov.org/oca/purchasing/forms.htm




Appendix 3

2


Item

Form name and

Internet location Form Description

Return the form

to;

For more info.

3.

S.F. Administrative

Code Chapters 12B &

12C Declaration:

Nondiscrimination in

Contracts and Benefits


rchasing/forms.htm –

In Vendor Profile

Application

CMD-

12B-

101

Contractors tell the City if their

personnel policies meet the

City’s requirements for

nondiscrimination against

protected classes of people, and

in the provision of benefits

between employees with

spouses and employees with

domestic partners. Form

submission is not complete if it

does not include the additional

documentation asked for on the

form. Other forms may be

required, depending on the

answers on this form.

Contract-by-Contract

Compliance status vendors

must fill out an additional

form for each contract.

Contract

Monitoring

Division

30 Van Ness, Suite

200

San Francisco,

CA 94102

(415) 581-2310

4.

CMD LBE

Certification

Application


rchasing/forms.htm –

In Vendor Profile

Application

Local businesses complete this

form to be certified by CMD as

LBEs. Certified LBEs receive a

bid discount pursuant to

Chapter 14B when bidding on

City contracts. To receive the

bid discount, you must be

certified by CMD by the

proposal due date.

Contract

Monitoring

Division

30 Van Ness, Suite

200

San Francisco,

CA 94102

(415) 581-2319

Where the forms are on the Internet

Office of Contract Administration

Homepage: www.sfgov.org/oca/

Purchasing forms: Click on “Required Vendor Forms” under the “Information for Vendors

and Contractors” banner.





http://www.sfgov.org/oca/

Appendix 3

3


City Administrator’s Contract Monitoring Division

Homepage: www.sfgsa.org

Click on “Departments, Divisions, Offices” on the left side, then click on

“Contract Monitoring Division” in the middle of the page.

Equal Benefits forms: Click on “Important Forms and Documents” under the “Equal Benefits

Compliance (12B)” header.

LBE certification form: Click on “Forms and Attachments for Prime Bidding on City Contracts”

under the “LBE Certification and Compliance” header.

http://www.sfgsa.org/