Communication Equipment and Parts Solution

for theIndiana Office of Technology

Pre-Proposal Information SessionDecember 15, 2011

9:30AMFrank Poole, Indiana Department of

Administration

Agenda

• Discussion of RFP Process• Proposal Evaluation• Minority and Women’s Business Enterprises• Description of RFP• Question and Answer Session

General Information• Sign-In Sheet for Attendees• Sign-In Sheet and PowerPoint will be

posted on State’s Solicitation Website• Hold questions until the end of the

presentation– Any verbal response is not considered binding;

respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state.

Proposal PreparationAttachment C, Indiana Economic Impact

Definition of FTE (Full-Time Equivalent)

Example: If a Respondent has 5 full time employees and is

bidding on its 5th contract, and all contracts get an equal amount

of commitment from the employees then each employee commits

20% of his or her time to the new contract:

0.2 x 5 employees= 1 FTE.

Attachment D, Cost Proposal TemplatePricing shall be all inclusive of any costs associated

with the response to the technical proposal.

Proposal Preparation

• Use the templates provided for all answers• Submit your responses within the templates

– Attachment E, Business Proposal Template– Attachment F, Technical Proposal Template

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Minimum Requirements – Pass/Fail

2. Management Assessment/Quality (Business & Technical)– 25 points

3. Cost (Cost Proposal)– 30 points

4. Indiana Economic Impact– 15 points

5. Buy Indiana– 10 points

6. Minority (10) and Women Business (10) – Subcontractor Commitment 20 points

* 100 Total Points

Price will be measured against the State’s baseline cost for this scope of work. The cost that the State is currently paying or its best estimate will constitute the baseline cost. Cost scoring points will be assigned as follows:

Respondents who meet the State’s current baseline cost will receive zero (0) cost points.

Respondents who propose a decrease to the State’s current costs will receive positive points at the same rate as bid increasing cost.

Respondents who propose an increase to the State’s current cost will receive negative points at the same rate as bid lowering cost.

Respondents who propose a 10% decrease to the State’s current baseline cost will receive all of the available cost points.

If multiple Respondents decrease costs below 10% of the current baseline, an additional 5 points will be added to the Respondent proposing the lowest cost to the State.

Key Dates

Activity Date

Issue of RFP December 9, 2011

Deadline to Submit Written Questions December 19, 2011

Response to Written Questions December 28, 2011

Submission of Proposals January 20, 2012

Contract Award February, 2012

Minority and Women’s Business Enterprises

Charles Hill, M/WBE Division• chahill@idoa.in.gov Phone: 317-233-0545

• Complete Attachment A, M/WBE Form– Include sub-contractor letters of commitment

• Goals for Proposal– 8% Minority Business Enterprise– 8% Women’s Business Enterprise

Minority and Women’s Business Enterprises

Prime Contractors must ensure that the proposed subcontractors meet the following criteria:• Must be listed on the IDOA Directory of Certified Firms• Each firm may only serve as one classification – MBE or WBE• A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement.• Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement.• Must provide goods or service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm • Must be used to provide the goods or services specific to the contract• National Corporate Diversity Plans are generally not acceptable

Minority and Women’s Business Enterprises

Minority and Women’s Business Enterprises

• Effective April, 2011, a new MWBE scoring methodology will be utilized for all RFP’s released

• New Process – MWBE scoring is conducted based on 20 points plus a possible 2 bonus points scale

- MBE: Possible 10 points + 1 bonus point

- WBE: Possible 10 points + 1 bonus Point

• Professional Services Scoring Methodology:

- The points will be awarded on the following schedule:

- Fractional percentages will be rounded up or down to the nearest whole percentage

- Submissions of 0% participation will result in a deduction of 1 point in each category

- The highest submission which exceeds the goal in each category will receive 11 points (10 points plus 1 bonus point). In case of a tie both firms will receive 11 points

% 1% 2% 3% 4% 5% 6% 7% 8%

Pts. 1.25 2.50 3.75 5.00 6.25 7.50 8.75 10.00

Minority and Women’s Business Enterprises

Bidder MBE % Pts. WBE % Pts. Total Pts.

Bidder 1 12.0% 10.0 10.0% 11.0 21.0

Bidder 2 6.0% 7.5 4.0% 5.0 12.5

Bidder 3 8.0% 10.0 8.0% 10.0 20.0

Bidder 4 16.0% 11.0 0.0% -1.0 10.0

Bidder 5 0.0% -1.0 0.0% -1.0 -2.0

RFP MWBE Scoring Example

Purpose of the RFP

The purpose of this RFP is to select a vendor/s that can satisfy the State’s need for a Communication Equipment and Parts supplier to supply quality parts and pieces for the Indiana Office of Technology.

Purpose of the RFPThe Indiana Office of Technology intends to award a contract to supply Communications Equipment and Piece Parts including (but is not limited to) the following:– Copper Cable, Connectors, and Associated Hardware– Fiber-Optic Cable, Connectors, and Associated Hardware– Physical Support Products– Test Equipment– Networking Products – Voice Products– Power Protection Products– Outside Plant Products– Sound & Security Products– Coax and Legacy Products– Tools and Supplies– Conduit and Miscellaneous Equipment

• NOTE: THE STATE WILL BE AWARDING THIS CONTRACT ON A STATEWIDE BASIS. THE STATE RESERVES THE RIGHT TO AWARD A CONTRACT TO MORE THAN ONE RESPONDENT IF IT IS DEEMED IN THE BEST INTEREST OF THE STATE. THERE WILL BE NO INSTALLATION OR MAINTENANCE REQUIRED.

Questions and Answers

Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htm1-877-77BUYIN (8946) For Vendor Registration Questions

http://www.in.gov/idoa/2464.htmFor Inquiries Regarding Substantial Indiana Economic Impact

A. Secretary of State of Indiana:Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos

B. Indiana Economic Impact Form:Online version available at http://www.in.gov/idoa/2354.htm

C. Minority and Women’s Business Enterprise:http://www.in.gov/idoa/2352.htm for more information www.in.gov/idoa/2467.htm for table of IDOA certified MBEs and WBEs.

D. RFP posting and updates:Go to http://www.in.gov/idoa/2354.htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link.

E. www.in.gov/iot/2394.htm Information Technology (IT) Standards and Policies

Thank You