Advertising Agency ServicesRequest for Proposal 12-75

Pre-Proposal Conference

February 22, 2012Chad Johnson

Strategic Sourcing Analyst

General Information

• Sign-In Sheet for Attendees• Sign-In Sheet and PPT Presentation Will Be

Posted on Solicitation Website• Solicitation Overview• RFP Process• Please Save Questions Until End

Scope of the RFP

• Purpose– To select a vendor to satisfy the State’s need for

advertising agency services.

• Baseline of $1.7 Million Annually• No Guarantee on Future Spending• Contract Term

– Two (2) Year From Date of Execution– Possibility of One (1) Two-Year Renewal– Four (4) Year Total

Key DatesActivity Date

Issue of RFP February 8, 2012

Pre-Proposal Conference February 22, 2012

Deadline to Submit Written Questions February 29, 2012

Response to Written Questions/RFP Amendments March 9, 2012

Submission of Proposals March 23, 2012

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

Proposal Evaluation TBD

Proposal Discussions/Clarifications (if necessary) TBD

Oral Presentations (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contract Award May 1, 2012

Cost Proposal (Attachment D)

• Blended Hourly Rate– Evenly weighted average of core services

• Must Provide Pricing for Four Core Services• Additional Services, Retainer and Flat Rate• Must Return Working Excel File

Business Proposal (Attachment E)

• Company Financial Information (2.3.3)– Confidential information must be labeled and kept

separate from the proposal in all copies.

• Contract Terms (2.3.5)– Review State contract and note exceptions to State

mandatory and non-mandatory clauses in transmittal letter.

• Preferences(2.3.14)– Buy Indiana Initiative – Must be certified prior to submitting proposal.

Technical Proposal (Attachment F)

• Four Sections– General Information – Six Items– Financial Information and References – Three Items– Project Plan and Estimate – One Item– Other Information – Two Items

• Please Respond in Spaces Provided• Note Any Attachments

Proposal Preparation

• Buy Indiana (Business Proposal Section 2.3.13)– Status must be finalized prior to submitting proposal

(http://www.in.gov/idoa/2467.htm)

– 5 Definitions

• Indiana Economic Impact (Attachment C)– Full-Time Equivalent (FTE)– 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 Preparation

• Cost Proposal Must be Returned as Working Excel File

• Use Templates Provided• Please Reference all Attachments in Space

Provided

Proposal Evaluation

• Summary of Evaluation Criteria– Adherence to Mandatory Requirements

• Pass/Fail– Management Assessment/Quality (MAQ)

• Business and Technical Proposal• 30 points

– Cost• 25 points

– Indiana Economic Impact• 15 points

– Buy Indiana• 10 points

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

Minority and Women’s Business Enterprises• Charles Hill, MWBE Division• Contact Information

– chahill@idoa.in.gov– 317.233.0545

• Complete MWBE Form (Attachment A)– Include Sub-Contractor Letters of Commitment

• Goals– 8% Minority Business– 8% Women’s Business

Minority and Women’s Business EnterprisesPrime 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

Sub-contractor Commitment Form:

•Sub-Contract Amount and Percentage of Total Bid must match

Minority and Women’s Business Enterprises

• MWBE scoring 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 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

Minority and Women’s Business Enterprises

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

Minority and Women’s Business Enterprises

Questions

Thank YouChad Johnson

chjohnson@idoa.in.gov