Cultural Competency Training RFP-11-68

Pre-Proposal ConferenceApril 12, 2011

Kyle McClurg, IDOA Strategic Sourcing Analyst

Agenda• General Information• Purpose of RFP• Scope of Work• Deliverables• Contract Terms• Key Dates• Proposal Preparation• Proposal Evaluation• Minority and Women’s Business Enterprises• 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

• All questions must be submitted in writing by Wednesday, April 13th

Purpose of the RFP

• It is the intent of the Family and Social Services Administration’s Division of Mental Health and Addiction (FSSA/DMHA) to contract with a vendor that provides quality Cultural Competency Training to individuals and organizations across the State of Indiana for DMHA/Cultural Competency Training Enhancement Project.

• Vendor should provide State services at a competitive price

Scope of Work

• Provide cultural competency training via webinars and technical assistance via videoconferencing to the Division of Mental Health and Addiction providers

• The vendor will outline a plan to sustain the infrastructure for this cultural competency training program for the time period outlined in this proposal (two years).

• A training program for all users/attendees must be available to demonstrate how to operate the webinar trainings.

• Vendor will also be available for problem solving and technical assistance during training hours.

Deliverables• Provide four (4) webinar trainings annually on Cultural

Competency for a total of eight (8) webinar trainings for the contract period. The webinars will be designed for the Division of Mental Health and Addiction provider staff.

• Develop, manage and support a website to store links to archived training, student records, and reports. Include online resources that provide information on cross-cultural groups not limited to social economic status, minority groups, GLBT, migrants, urban, rural, hard of hearing, and persons with disabilities.

• Facilitate 48 Technical Assistance Video/Telephone conferences, 24 per year, with CMHCs selected by DMHA. The purpose of the videoconferences will be to examine current practice and provide technical assistance on specific issues related to incorporating Cultural Competency into treatment services.

Deliverables• Provide one Annual Statewide Cultural Competency Conference

each year for two (2) years. Responsible for developing and coordinating each conference. Collaborate with DMHA on conducting the statewide event.

• The vendor will be responsible for competently managing the administrative work associated with the program, including accounting, contract management, general supervision of contract deliverables, subcontracting, DMHA meetings, planning and evaluation meetings, and maintaining warehousing training records.

Baseline Cost• Baseline cost for the administration of this

contract is $100,000 for two (2) years.

Contract Terms• The term of the contract shall be for a

period of two (2) years from the date of contract execution.

• There may be two (2) one year renewals for a total of four (4) years at the State’s option.

Key DatesActivity Date

Issue of RFP April 1, 2011

Pre-Proposal Conference April 12, 2011

Deadline to Submit Written Questions April 13, 2011

Response to Written Questions/RFP Amendments April 19, 2011

Submission of ProposalsMay 3, 2011

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

Proposal Evaluation TBA

Proposal Discussions/Clarifications (if necessary) TBA

Oral Presentations (if necessary) TBA

Best and Final Offers (if necessary) TBA

Contract Award May 19, 2011

Business Proposal

• Contract Terms Section– Respondent should review State contract and note exceptions of

State mandatory and non-mandatory clauses in Transmittal Letter

• Preferences (Section 2.3.14)– Respondent can only claim one (1) of the following:

• Indiana Small Business• Buy Indiana Initiative/Company

– Must have this certified and completed by the proposal due date

Technical Proposal

• The Technical Proposal must be divided into the sections described in Section 2.4.

• Address the points in the order the prompts are given.• May include extra attachments.

Cost Proposal(Attachment D)

• Respondent must estimate the cost for completion of this contract using the template found in Attachment D. – Completing the template, the Respondent will have calculated a

“Total Program Cost.” – The “Total Program Cost” will be measured against the baseline cost

for this contract when each proposal is evaluated.

Indiana Economic Impact(Attachment C)

• In lines 18 and 21 of the Indiana Economic Impact (IEI)

form, Respondents are asked to provide the FTE of in-

state workers committed to this program.

– Both primary and subcontractor FTE

• FTE=Full Time Equivalent

– Not Full Time Employee

– 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.

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Mandatory Requirements– Pass/Fail

2. Management Assessment/Quality (Business & Technical)– 30 points

3. Cost (Cost Proposal)– 25 points (plus addition 5 pts possible)

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

Minority and Women’s Business Enterprises

Charles Hill, M/WBE Division– charhill@idoa.in.gov

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

• Complete Attachment A – Accompanying letter(s) must contain the % of the bid

amount committed to the M/WBE and services to be provided.

– Must be on subcontractor letterhead and be addressed to the Prime Contractor.

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 once 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

Additional Information/Helpful Links

• Indiana Department of Administration: http://www.in.gov/idoa/proc – View current solicitations and updates (Click “State of Indiana

Opportunities”)

– Register as a bidder with the State of Indiana (Click “Bidding on State Contracts”)

– http://www.in.gov/idoa/2467.htm: link to Buy Indiana information and vendor registration with IDOA. For inquiries regarding substantial Indiana Economic Impact, contact buyindianainvest@idoa.in.gov

• http://www.in.gov/idoa/minority: link to more information and full listing of IDOA certified Minority and Women owned Businesses

• Indiana Secretary of State: http://www.in.gov/sos – For registration assistance, call (317) 232-6576

• Indiana Office of Technology: http://in.gov/iot/2394.htm – Link to Information Technology (IT) Standards and Policies.

Questions and Answers

Thank YouKyle McClurg

kmcclurg@idoa.in.gov