Indiana Department of Administration

Pre-Proposal ConferenceOctober 17, 2013

1:30 PM

Teresa Deaton-Reese, IDOA Senior Account Manager

CABLE/SATELLITE SERVICE FOR INDIANA DEPARTMENT OF CORRECTION REGION 1 FACILITIES

Request for Proposal 14-043

Indiana Department of Administration

Agenda• General Information

• Purpose & Scope of RFP

• Key Dates

• Proposal Preparation & Evaluation

• Minority and Women’s Business Enterprises

• Indiana Veterans’ Business Enterprises

• Question and Answer Session

Indiana Department of Administration

General Information

• Sign-In Sheet

• Sign-In Sheet and PowerPoint will be posted on IDOA’s Solicitation Website

• Any questions answered verbally today or during the site visits are not official and should be submitted in writing if it will affect your response.

Indiana Department of Administration

Purpose of the RFP

  The purpose of this RFP is to select a vendor that can satisfy the State’s need for Cable/Satellite Service for

approximately 11,000 offenders located in (5) Adult Correctional Facilities. It is the intent of the Indiana Department of Correction (IDOC) to contract with a vendor that provides quality Cable/Satellite Service for Miami Correctional Facility (MCF), Correctional Industrial Facility (CIF), Pendleton Correctional Facility (PCF), Indiana State Prison (ISP), and Putnamville Correctional Facility (ISF).

Indiana Department of Administration

Scope of RFPContractor shall provide the following services under the contract:

The Indiana Department of Corrections (IDOC) expects the Contractor to provide the components and service necessary to provide cable/satellite television programming throughout for the following facilities, that are considered by the IDOC to be Region 1: for Miami Correctional Facility (MCF), Correctional Industrial Facility (CIF), Pendleton Correctional Facility (PCF), Indiana State Prison (ISP), and Putnamville Corectional Facility (ISF). The contract resulting from this RFP shall be a comprehensive contract, with all services and equipment, including programming, technical equipment, wiring, support, maintenance, licensing, included in the cost.

The contract shall be for a period of four (4) years from the date of last signature.

Indiana Department of Administration

Key RFP DatesActivity Date

Issue of RFP

09/20/2013

Deadline to Submit Written Questions

10/21/2013

Pre-Proposal Conference

10/17/2013

Response to Written Questions/RFP Amendments

10/28/2013

Submission of Proposals

11/12/2013

Indiana Department of Administration

Proposal Preparation• Attachment 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– return in Excel

Indiana Department of Administration

Business Proposal(Attachment E)

• Company Financial Information (Section 2.3.3)– Confidential information must be kept separate from the

proposal in both hard and soft copy

• Contract Terms (Section 2.3.5)– Respondent should review sample State contract (attachment B)

and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

Indiana Department of Administration

Technical Proposal(Attachment F)

• The Template we have provided for you must be used

• Where appropriate, supporting documentation may be referenced. Please make sure to label any documentation you provide

Indiana Department of Administration

Cost Proposal(Attachment D)

The Cost Proposal Template is Attachment D and should be completed by each Respondent.

Instructions: Respondents may submit proposals for (1) All Services for all facilities specified in the RFP or (2) individually or in combination.

Proposed price must be inclusive of all costs and services proposed.

The aggregate cost of all facilities shall be the determinant with regard to cost. The State reserves the right to awardone or more facilities to multiple vendors if it is in the best interest of the State.

The baseline for all facilities included in this RFP in the aggregate is $713,121.60. The baseline for each facility is as follows:

MCF- $2,950.00 per month x 48 = $141,600.00 for 4 yearsPCF - $2,730.00 per month x 48 = $131,040.00 for 4 yearsCIF - $4,350.95 per month x 48 = $208,845.60 for 4 yearsISP - $3,150.00 per month x 48 = $151,200.00 for 4 yearsISF - $1,675.75 per month x 48 = $80,436.00 for 4 years

Indiana Department of Administration

Cost Proposal – Attachment D

Instructions: Respondents may submit proposals for (1) All Services for all facilities specified in the RFP or (2) individually or in combination. Populate the yellow-shaded cells with the a single, inclusive cost.   Cost Per Year

 

Cost All ServicesMiami Correctional  Pendleton Correctional  Correctional Industrial  Indiana State Prison  Putnamville Correctional  Total All Facilities:  

 Separate Proposals

Miami Correctional  Pendleton Correctional  Correctional Industrial  Indiana State Prison  Putnamville Correctional  

Indiana Department of Administration

MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT (ATTACHMENT A)Complete Attachment A, MWBE Form- Include sub-contractor letters of commitment

Goals for this RFP:- 8% Minority Business

Enterprise- 8% Women’s Business

Enterprise

Indiana Department of Administration

MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT

(ATTACHMENT A)

The Total Bid amount comes

From Attachment D.

Indiana Department of Administration

INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT

A1)Complete Attachment A1, IVBE Form- Include sub-contractor letters of commitment INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1)

Goal for this RFP: 3%

Indiana Department of Administration

INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (Attachment A1)

This amount comes from Attachment D.

Indiana Department of Administration

INDIANA ECONOMIC IMPACT FORM (ATTACHMENT C)

The State defines FTE as a measurement of an employee's productivity on a specific project or contract. One (1) FTE equals one (1) Indiana resident employee fully engaged in the execution of activities or services germane to the scope of work included in this solicitation and the resulting contract; forty (40) hours a week, fifty-two (52) weeks a year. If there are two (2) employees each spending 1/2 of their working time, 20 hours per week, on a project that would also equal 1.

Indiana Department of Administration

Proposal EvaluationCriteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical Proposal) 30 points

3. Cost (Cost Proposal)

-30 to +30 available points

(5 bonus points are available if certain

criteria is met)

4. Indiana Economic Impact 5

5. Buy Indiana 10

6. Minority (10) and Women Business (10) Subcontractor Commitment

20 (2 bonus points are available, see Section

3.2.6))

7. Indiana Veteran Business Enterprise (IVBE) Subcontractor Commitment

5 (1 bonus point is available, see Section

3.2.7)

Total 100 (108 if bonus awarded)

Summary of Evaluation Criteria:

Indiana Department of Administration

Questions and Answers

Indiana Department of Administration

Thank Youtdeaton@idoa.in.gov

317/233-3818