NOTICE OF REQUEST FOR PROPOSALS

DBE SUPPORTIVE SERVICES (2009)

PROGRAM COMPONENTS:

1)                  General Information

a.       Identify amount of funding required to operate proposal

b.      Describe procedures for delays /changes for achieving objectives cited in scope of work

c.       Describe how funding will be used to implement the proposal. State what will happen to any unspent funds

2)                  Program Implementation

a.       Needs Assessment – Obtain information through use of needs assessments to cite the desired training needs of DBE firms in a specific area or if needed statewide.

b.      Also, identify procedures which cite how the needs assessments will be used garner training information from newly certified and DBE firms that have been in the program for a number of years.

c.       Identify the time frame for operating the DBE/SS program

d.      Describe major services which will be provided based on the information being derived from needs assessment forms.

e.       Describe and insert procedures which will enhance access to associations that employ women and minorities

f.       Describe and insert procedures which may through the use of needs assessment reduce barriers that prevent women and minorities access to contract opportunities.

g.      Describe and insert procedures which allow a determination to be made on whether DBE firms participating in the DBE/SS program are improving their ability to compete and be awarded contracts.

3)                  Performance Goals and Measures

a.       Identify and insert performance goals or objectives which can be applied to each training class to measure their effectiveness

b.      Identify and insert performance goals to measure each goal/objective

4)                  Performance Period

a.       Identify the anticipated performance period for the proposal (ALDOT operates contracts from a fiscal year basis)

b.      A performance period is always identified whether the DBE/SS program is administered in house by the State Transportation Authority (STA).

5)                  Reporting Requirements

a.       Identify frequency i.e. monthly or quarterly in which progress reports would be submitted to STA

b.      Identify and insert items to which progress reports would capture on a monthly or quarterly basis. Recommend that progress reports at a minimum capture evaluations of and recommendations to improve training classes, sign in sheet for each training class, names of DBE firms which received assistance during the preceding thirty (30) days,

Completed assessment forms given to newly certified and firms which have been in the program for a number of years.

c.       Identify and insert major components of final report i.e. achievement of stated objectives, lesson learned, and recommendations to enhance supportive service program for the next fiscal year.

d.      Identify and insert procedures which would create a database to catalog training given to DBE firms

6)                  Financial Requirements 

a.       Identify and insert language which states that requires that proposals have strict financial accountability for all funds spent

b.      Provide an estimated budget which gives an illustration on how funds would be spent

c.       Include within the budget line items for staff salaries and line items which identify programmatic expenses

7)                   Monitoring and Evaluation

a.       Identify and insert language which describe how the proposal will be monitored to ensure adherence to guidelines cited in 23 CFR 230, Subpart B

b.      What tools i.e. reports, visits to business sites of DBE firm owner, telephone calls etc. will be used to monitor the DBE/SS program

8)                  Partnership/State Contributions

a.       Identify and insert any matching funds, any monetary contributions, or in kind services from partners or STA

b.      Identify and list all additional funding and in - kind services

c.       Identify and list partnerships and names of organizations

9)                  Additional information

a.       Please state any additional information about your proposal that would be helpful in assessing future funding.

b.      Please list the name of a person (s) that may be contacted to answer any further questions regarding the proposal. In listing contact information, be mindful to include:

1.      Name:

2.      Agency/Organization:

3.      Address:

4.      Phone No.

5.      Fax:

6.      Email address:

c.       If the program is managed by an outside entity (non – State) please provide the following service provider details:

1.      Name:

2.      Agency/Organization

3.      Address:

4.      Phone No.

5.      Fax:

6.      Email Address:

PROGRAM TASKS

If you have any questions or desire additional information, kindly contact Mr. John Huffman, DBE Certification and Supportive Services Program Coordinator, at (334) 244-6261 or cell (334) 850-6479. You may write to the Alabama Department of Transportation: Personnel and Compliance Bureau 2720 Gunter Park Dr. West, Montgomery, Alabama 36109.