Download - Maximizing Opportunities
Maximizing the Opportunities of State
Certification
Indiana Department of AdministrationMinority and Women’s Business Enterprises Division
Thank for participating in this training session where you will learn and explore the various opportunities available to certified companies who desire to do business with the State of Indiana. It is our hope that you use these resources to garner successful business relationships with our great state.
Welcome to the next step in your success!
Agenda
Section 1: Content Overview
Section 2: Web Resource Guide
7 Minute Break
Section 3: Resources Review
Section 4: Summary/Q & A Session with the Deputy Commissioner
Positioning for Success
RESEARCHING QUESTIONINGMARKETINGRESPONDING
Overview
• Certification is one tool in a deep tool kit
• MWBE is a SUB contracting program
• Your phone will not ring with a contract
• These are not quotas, but goals• You must work for it
Overview
• Maintain your business information:
• BRN Database• UNSPSC Codes and
Expansions/Amendment Forms
• Yearly Submission of ACE Forms
Goal SettingM/WBE Participation
MBE Participation
WBE
Participation
Construction 7% 5%
Professional Services
8% 8%
Procurement 4% 9%
Governor’s Commission on Minority and Women’s Business Enterprises sets annual goals
(As of July 1, 2007)
• Build Key Business Relationships
• Provide excellent product or service
• Offer competitive prices
• Be prepared to attend contracting classes and information sessions
Keys to Contracting Success
• Market your business to key players in the State Procurement Process
–State Purchasers
–State Prime Contractors
Keys to Contracting Success (Cont’d)
• On-line Registration:http://www.in.gov/idoa/2742.htm
• Bidder Registration
• Contact 317-234-0234
Bidder Registration Enrollment Process
• Receive solicitations from the State of Indiana
• Listing in the Buy Indiana Directory• Receive a Registration Number/Bidder ID for
Certification process• Maintain your profile to ensure that your
contact information and categories of goods and services are current
Bidder Registration and Benefits
• If competing as a subcontractor, you WILL NOT receive notification of opportunities by e-mail
Bidder Registration and Benefits (Cont’d)
• Posted online for many larger opportunities
• Details of agency specifications and requirements for completing the package
http://www.in.gov/idoa/2788.htm
Procurement solicitations
Public Works and INDOT Bids Stadium Construction Bids Other Opportunities
Solicitations
Welcome to the
Solicitation Opportunities Page This listing last updated Feb/18/2008.
Not all solicitations totaling less than or equal to $25,000 are listed on this web site.
Click here to view Department of Administration Public Works Division (DAPW) projects currently bidding.
State of Indiana Procurement Preferences Click here for help searching the index page for a keyword.
Tue, Feb 19 2008 - 11:29 AM EST
Procurement Method
Commodity/Service Description
Addendum Date
Entered Open
Date/Time
Buyer Name and Phone #
Recommendation ASA8-8-35B ASA8-8-35B
2/12/2008 2/20/2008 3:00:00 PM
Teresa Deaton
RFP Advertising and Marketing Services RFP-8-61
0 2/6/2008 2/20/2008 3:00:00 PM
Shelly Harris
Recommendation 385-8-2415 385-8-2415
2/12/2008 2/20/2008 3:00:00 PM
Teresa Deaton
Recommendation ASA8-8-57 ASA8-8-57
2/14/2008 2/22/2008 3:00:00 PM
Vargo, Melissa
RFS Medicaid Rate Setting Services RFS-8-58
1/28/2008 2/22/2008 3:00:00 PM
Lottie Hooyer
RFP Indiana Tobacco Quitline Services RFP-8-54
0 1/22/2008 2/22/2008 3:00:00 PM
Shelly Harris
QUOTE Stone and Rip-Rap 300-17025
1 2/11/2008 2/22/2008 3:00:00 PM
Vargo, Melissa
STATE OF INDIANA REQUEST FOR PROPOSALS8-61INDIANA DEPARTMENT OF ADMINISTRATIONAnd THE INDIANA DEPARTMENT OF WORKFORCE DEVELOPMENT
Solicitation for:
Advertising and Marketing Services
Proposal Due Date: February 20, 2008
This is an electronic version of a Request for Proposals (RFP). Any alteration to the text or any file associated with this RFP in any way that could be construed to change the intent of the original document is forbidden. Any changes made to the original document may result in your proposal being considered nonresponsive. The original signed document is on file with the Indiana Department of Administration, Procurement Division. Thank you for your interest in doing business with the State of Indiana.
CONTENTS OF RFP 8-61RFP 8-61 consists of the following documents, which may be downloaded from this web site: RFP-8-61 Additional Information, Indiana One Stop Marketing Plan. Pre-RFP Informational Session, Sign In Sheet. Pre-RFP Informational Session, Presentation. Attachment A. This is one form: The Minority & Women's Business Enterprises (MWBE) RFP Subcontractor Commitment form. A completed version of this document must be included with your response. Attachment B, Sample Contract. Attachment C, Indiana Economic Impact Form. Attachment D, Scope of Work. Attachment E, Pricing/Cost Proposal. Questions and Answers about the RFP. The inquiry period for this RFP closed February 11, 2008, at 3 p.m. Eastern Time. Posted 2/13/08.
• Visit the Procurement Solicitation pages on a regular basis
• Designate resources to contract proposal preparation
• Actively participate in networking opportunities
– Pre-Proposal Sessions– Business Matchmaking
Keys to Contracting Success
• Pre-proposal meeting attendees ALMOST ALWAYS get the subcontract
Pre-Proposal Meetings
• Opportunity for Prime Contractors and Sub-Contractors to ask questions of the Agency with regard to the details of the proposed business need
• Relationship building time – identify how you bring value to the bid and sell your niche
• Attendee Contact information is available if you are unable to make a session – Contact Procurement or Public Works
Pre-Proposal Meetings (Cont’d)
• Pre-meeting introduction period
• Be Certified by IDOA listed on directory
http://www.in.gov/idoa/2736.htm
Pre-Proposal Meetings (Cont’d)
1. Maintain accurate bidder profile
2. Maintain UNSPSC Codes
3. Submit business changes immediately and annually with an (ACE form) Affidavit of Continuing Eligibility form
4. IDOA Public Works requires pre-qualification for both primes and subs on contracts over $150,000
Be Prepared and Know the Rules (Cont’d)
• Public Works does not require bonds for subcontractors
• MWBE Division offers consultations to explain the processes
Be Prepared and Know the Rules (cont’d)
• Review Current QPA’shttp://www.in.gov/idoa/2804.htm
• Review Current Contracts
http://www.in.gov/idoa/2796.htm
Does the State Buy It?
• Meet with Key State Staff• Know PEN Products and State Use• Commodity or Professional Service
or Construction– Different procurement
methods and evaluation processes
Does the State Buy It? (Cont’d)
Small Sales or Large Sales• Decentralized vs. Centralized
decision making Prime Contractor or Sub
Contractor– MWBE preference is only
for subcontracting– Agencies can meet goals
through use of MWBE primes
Know Your Market (Cont’d)
Small Construction Projects:
Less than $75,000
• Decentralized - managed by state facility managers
• Three bids are required
Small Construction Projects:
Less than $75,000 (Cont’d)
• Solicitations to MBEs and WBEs encouraged
• Contact the state institutions directly and notify them of your interest
MWBE Construction Bid Policy
Applies to: 1. Public Works
2. State Office Building Commission
3. INDOT State-Funded projects
MWBE Construction Bid Policy (Cont’d)
• Lowest RESPONSIVE bidder wins
• To be “responsive” a prime must exhibit best efforts
• Detailed best efforts policy implemented in January 2006
MWBE Construction Bid Policy (Cont’d)
1. Notice to MBE and WBEs
2. Economically Feasible Subcontract
3. Consideration of all MBE and WBE quotes
MWBE Construction Bid Policy (Cont’d)
4. MBE and WBE Barrier Assistance
5. Advertisement
6. Agency Assistance
7. Research participation Area - “think out of the box”
MWBE Construction Bid Policy (Cont’d)
8. Response Time
9. Documentation of Statements from M/WBEs
10.Availability of M/WBEs
11.Other criteria
• Centralized – managed by IDOA Division of Public Works
• Current solicitations posted on the web
Large Construction Projects: over $75,000
Large Construction Projects:
over $75,000 (Cont’d)
• Prequalification from Public Works required for both prime and sub bids over $200,000
• Notify M/WBE compliance if you are interested in subcontracting on a project
• Attend pre-bid meetings to introduce your firm to prime bidders – dates are on web
• Prime provides potential subs with bid package that states their needs
Large Construction Projects: over $75,000
(Cont’d)
• Potential subs respond by submitting price with a signature on the package
• Submit a copy of your proposal to MWBE compliance and [email protected] or fax it to: 317-233-6921
Large Construction Projects: over $75,000
(Cont’d)
Construction &Professional Services
•Selected from a pool of firms that have expressed interest
•Upcoming projects are listed on web
•Interested firms should send qualifications to Public Works
• Request for Quotation (RFQ)
• Invitation to Bid (BID)
• Request for Proposal (RFP)
Methods of Procurement
• For goods & general services
• Under $2,500– Bidders contacted by phone or
in writing– At least 3 Vendors must be
contacted
Requests for Quotation
• $2,500 - $75,000– Agency determines need and
writes specifications– Sends RFQ to at least 3
Vendors– Open for 7 days
Requests for Quotation (Cont’d)
• Greater than $75,000
• Centralized through Indiana Department of Administration
Invitation to Bid
• Advertised on web
• Must be open for 14 days
• Lowest bid wins
Invitation to Bid (Cont’d)
•Centralized
•Used for Goods, General Services or Professional Service
Request for Proposal (RFP)
•Opportunity posted on the website and all firms are invited to respond
•For greater than $75,000
Request for Proposal (RFP) - (Cont’d)
• Pre-RFP Informational Session– Opportunity for Prime
Contractors and Sub-Contractors to ask questions of the Agency with regard to the details of the proposed business need
Request for Proposal Process
• Relationship building time – identify how you bring value
to the bid and sell your niche–whether you will be a Prime
Contractor or a Sub-Contractor
Request for Proposal Process (Cont’d)
• Attendee Contact information is available if you are unable to make a session – Contact the Procurement Contact for the Pre-RFP Session.
• Pre-meeting introduction period
Request for Proposal Process (Cont’d)
• After the Pre-RFP Informational Session– Request for Proposal is issued– Available electronically on the
Procurement Website
Request for Proposal Issued
• After the Pre-RFP Informational Session– Details of agency
specifications and requirements for completing the package are available under the RFP link
Request for Proposal Issued (Cont’d)
Summary of Evaluation Criteria
1. Adherence to Mandatory Requirements
Pass/
Fail
2. Management Assessment/Quality (Business and Technical Proposal)
* 25 points
3. Cost (Cost Proposal) * 30 points
(* Agency can fix these + or – 10 points)
Summary of Evaluation Criteria
4. Indiana Economic Impact
15 points
5. Buy Indiana 10 points
6. MBE participation 10 points
7. WBE participation 10 points
Score Related Marketing Strategies
• Indiana Economic Impact
• Highest utilization wins, not goal attainment
• Attend Pre-Bid Meetings
• Tell Firms about your interest
Steps to Awards
• Construction: Email [email protected]
• Milestone Calendar published in Solicitation
• Proposal prepared
Steps to Awards (Cont’d)
• Commitment letter required from M/WBE – (See Sample letter in resource section)
Steps to Awards (Cont’d)
• MWBE subcontractors to protect self with written commitment
• Prime Contractor is notified and negotiations begin
Steps to Awards (Cont’d)
• Prime Contractor receives awarded contract
• Public Inspection
Steps to Awards (Cont’d)
Professional Services
•The law allows for professional services to be contracted without a competitive process*(* This happens occasionally when an agency needs to maintain certain quality controls, only a few firms provide the service, or other reasons)
Professional Services (Cont’d)
•Make sure agency subject matter experts are aware of your expertise and interest before they search out a vendor
• Solicited through BID for straight forward items or RFP for more complex commodities
• Selected Vendor provides goods or services
Quantity Purchase Agreement (QPA)
• Stated unit price
• Specific time frame – usually a year
Quantity Purchase Agreement (QPA) –
(Cont’d)
• IDOA procurement and public works buyers-awards low bidder only
Who Decides?
• Agency Procurement Agents-who gets RFQ’s, Professional Service, special procurements
Who Decides?
Who Decides? (Cont’d)
• Prime Contractors who will serve as contractors
• Facility Superintendents-decide who gets RFQs
• All names listed on the web
Who Decides? (Cont’d)
• Agency subject matter experts-who get RFQs, RFPs, professional services, special procurements and who win points in evaluation process
• Solicited through BID for straight forward items or RFP for more complex commodities
• Selected Vendor provides goods or services
Quantity Purchase Agreement (QPA)
• Trade groups and service organizations hold events, maintain resources and offer assistance
• Monitor web pages for meetings and pre-proposal conferences
Making Connections
• Attend meetings and pre-proposal conferences
* (Successful M/WBEs almost always attend pre-proposal meetings)
Making Connections (Cont’d)
• Attend networking events and trade shows
• Monitor MWBED calendar of events
Making Connections (Cont’d)
• Prime Contractors must honor participation plan or create another plan
• As a subcontractor, make certain there is a written agreement with the prime you can enforce
Monitoring Compliance
• MWBED audits contracts
• Primes in non-compliance face sanctions
Monitoring Compliance (Cont’d)
• Sanctions range from payment withholding to suspension or revocation of contractor’s ability to perform on future state contracts
Monitoring Compliance (Cont’d)
• Contact MWBE division with any non-compliance concerns
Monitoring Compliance (Cont’d)
Networking to Success
Networking- n.v. a group of people who exchange information, contacts, and experience for professional or social purposes.
-The Oxford Dictionary
Networking to Success(Tips for Successful Networking)
• 30 second elevator speech
• Ask the Buyer for more detail about their business needs
Networking to Success(Tips for Successful Networking)
• Outline why your product or service is of superior benefit to the buyer
• Clarify when the Buyer will need the goods or services
Networking to Success(Tips for Successful Networking)
• BRING PLENTY OF BUSINESS CARDS AND PROMOTIONAL MATERIALS!
• Make sure your cards are easily accessible
Networking to Success(Tips for Successful Networking)
• Use the State contracts listing, QPA list, networking contacts, and other resources to identify what you have to sell that meets the needs of the buyer.
Networking to Success(Tips for Successful Networking)
• Tell them why they should engage your firm
Networking to Success(Tips for Successful Networking)
• Be an attentive listener
• Engage in conversation related to the business opportunities
Networking to Success(Tips for Successful Networking)
• Plan your next meeting or pinpoint a date to follow up
Networking to Success(Tips for Successful Networking)
• Know the influential people in your field or target market. Seek them out at events with a specific purpose in mind
Networking to Success(Tips for Successful Networking)
• Jot down a few personal notes on the back of the business cards that will help you remember key points
Networking to Success(Tips for Successful Networking)
• Don’t spend too much time with one person
• Develop and maintain relationships long term
Step 1: Research the Market
Resource people:
http://www.in.gov/idoa/2715.htm
Active contracts:
http://www.in.gov/idoa/2796.htm
Doing Business with the State of Indiana
Step 1: Research the Market
Public Works Projects:
http://www.in.gov/idoa/2823.htm
Buy Indiana:
http://www.in.gov/idoa/2736.htm
Doing Business with the State of Indiana
Doing Business with the State of Indiana
Special Purchasing Programs:
State Use Program: http://www.inarf.org/State%5fuse/
PEN Products:http://www.in.gov/idoa/2766.htm
Doing Business with the State of Indiana
Step 2: Register with the Indiana Secretary of
State
Indiana Secretary of State: www.in.gov/sos
Doing Business with the State of Indiana
Step 3: Register with the appropriate State agency and department as determined by your business offerings
Doing Business with the State of IndianaIDOA Procurement Bidder
Registration: http://www.in.gov/idoa/2742.htm
IDOA Public Works: www.in.gov/idoa/2823.htm
Minority and Women’s Business Enterprises:
www.in.gov/idoa/2867.htm
Doing Business with the State of Indiana
Indiana Department of Transportation:
www.in.gov/indot/index.htm
DBE Program: http://www.in.gov/indot/2576.htm
Doing Business with the State of Indiana
Step 4: Review the Ethics Guide
Ethics Guide for Contractors: http://
www.in.gov/ig/resources/res_contractbid.html
Doing Business with the State of Indiana
Step 5: Register as an Executive Branch Lobbyist
Executive Branch Lobbyist Registration:
http://www.in.gov/idoa/2885.htm
Doing Business with the State of Indiana
Step 6: Secure any related DNR/IDEM training or
licenses
Environmental Management: http://www.in.gov/ai/appfiles/permitwizard/
Natural Resources: http://www.in.gov/dnr/water/permits/permit_application/
Doing Business with the State of Indiana
Step 7: Market Your Firm
Return to Step 1 Resources
Doing Business with the State of Indiana
•Stay in contact with the relevant buyers to learn about upcoming opportunities and express an interest
Doing Business with the State of Indiana
•Regularly review the contracts and projects to make long term planning determinations
Doing Business with the State of Indiana
Regularly Review Current Solicitations
IDOA Procurement: http://www.in.gov/idoa/2788.htm
IDOA Public Works: http://www.in.gov/serv/dapw_bviewer
Indiana Stadium and Convention Center: http://www.in.gov/iscba/
Doing Business with the State of Indiana
Attend Meetings Regarding Specific Solicitations
Division maintains a separate listing for Pre-RFP meetings at
http://www.in.gov/idoa/proc/pre-rfp/index.html
Doing Business with the State of Indiana
Step 8: Maintain Registrations and Contact
InformationBuy Indiana Directory: http://www.in.gov/idoa/2736.htm
IDOA Business Registration:http://www.in.gov/idoa/2742.htm
IDOA Minority and Women’s Business Enterprises www.in.gov/idoa/2867.htm
Doing Business with the State of Indiana
State of Indiana Telephone Directory
http://www.in.gov/apps/sic/phonebook/sic_phonebook
Every state employee is listed on this website
Doing Business with the State of Indiana
Step 9: Know the Rules
IDOA M/WBE Laws and Procedures: http://www.in.gov/idoa/2964.htm
IDOA Procurement Vendor Handbook: http://www.in.gov/idoa/files/vendor_handbook.doc
IDOA Public Works Forms and Manuals: http://www.in.gov/idoa/2830.htm
Doing Business with the State of Indiana
Step 9. Know the Rules (Cont’d)
The UNSPSC Code websitewww.unspsc.org
Contact Us
Minority and Women Business Enterprise
402 W. Washington Street, Room W469
Indianapolis, IN 46204
• http://www.in.gov/idoa
• 317-232-3061