IDOAMaintenance, Repair, Operation

(MRO) Products

Pre-Proposal ConferenceApril 12, 2013

Adam Thiemann IDOA Strategic Sourcing Analyst

General Information

• Sign-In Sheet for Attendees• Sign-In Sheet and PowerPoint will be posted on

IDOA’s Solicitation Website• Hold questions until the end of the presentation• Information provided today is not binding on the

State, unless it is later issued in writing.

Agenda

• Purpose & RFP Information• Key Dates• Proposal Preparation & Evaluation• Minority and Women’s Business Enterprises• Question and Answer Session

Purpose of the RFP

• The purpose of this RFP is to select a vendor that can satisfy the State, K12, and local entities need for MRO product purchases on a statewide basis.

• It is the intent of the State to contract with a vendor(s) that provide the State, K12, and local entities who elect to purchase through the resulting contract, products and services as specified within this RFP, at a competitive price.

RFP Information• While K12 and local entity participation in State contracts and

QPAs is not mandatory, the overarching goal of the K12Indiana and OneIndiana initiatives is to encourage Other Governmental Bodies and K12 entities to use the price agreement(s) resulting from this RFP. Increased utilization by these entities significantly enhances the business opportunity for the winning vendor(s) without having to participate in additional RFP processes individually with these entities.

RFP Information

• The goal is to address State, K12 and local entity needs with focused lists of Market Basket items, which represent the most cost-effective and highest use items. For needs beyond the Market Basket, the State expects a highly competitive discount from Respondent’s list price on all the different product categories.

General Industrial Products

Commercial, Custodial, and Floor Cleaning Products

Lamps and Ballasts

Paper Products & Dispensers

Plumbing Products

Total

$5,528,945 $513,624 $694,913 $317,521 $650,797 $7,705,800

Public Requests for Information

-Susie Smith, Office Managersussmith@idoa.in.gov

Key DatesIssue of RFP

April 5, 2013

Pre-Proposal Conference April 12, 2013

Deadline to Submit Written RFP QuestionsApril 17, 2013

Response to Written Questions/RFP AmendmentsApril 26, 2013

Deadline to Submit Cost Proposal/Unit of Measure Questions April 25, 2013

Response to Cost Proposal/Unit of Measure Questions

May 1, 2013

Submission of ProposalsMay 22, 2013

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

Proposal EvaluationMay 23, 2013

Proposal Discussions/Clarifications (if necessary)

TBD

Oral Presentations (if necessary)TBD

Best and Final Offers (if necessary)TBD

Contract AwardSeptember 2013

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

Technical Proposal(Attachment F)

• Please use the Template we have provided for you.

• Where appropriate, supporting documentation may be referenced by a page and paragraph number.

• If there are multiple references or multiple documents, these must be listed and organized for ease of use by the State in the Summary of Attachments, Attachment G.

Cost ProposalAttachment D- Must be returned in Excel Format

Cost ProposalAttachment D- Must be returned in Excel Format

Cost ProposalScoring Methodology

• Cost scores will be normalized to one another, based on the lowest cost proposal evaluated. The lowest cost proposal receives all of the available points. The normalization formula is as follows:

• Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 30

Proposal Preparation• Buy Indiana, Business Proposal 2.3.14

– Status shall be finalized by proposal due date– 5 definitions, details provided in Business Proposal

• Indiana Economic Impact, Attachment C– Definition of FTE (Full-Time Equivalent)– Example: If your company is awarded a contract and all 5 contracts get an

equal amount of commitment from an employee, then they only commit 20% of his or her time to the Indiana contract. Therefore this employee is only worth 0.2 FTE, not 1.0.

– When completing multiple IEI forms, there should be no overlap of an FTE across categories and forms. For example, if one FTE will be supporting three product categories, the reported FTE for each category and form should be 1/3 FTE.

Indiana Economic Impact

Proposal EvaluationSummary of Evaluation Criteria:1. Adherence to Mandatory Requirements

– Pass/Fail2. Management Assessment/Quality (Business & Technical Proposal)

– 25 points 3. Cost (Cost Proposal)

– 30 points 4. Indiana Economic Impact

– 15 points5. Buy Indiana

– 10 points6. Minority (10) and Women Business (10)

– Subcontractor Commitment 20 points

* 100 Total Points (2 bonus possible)

Minority and Women’s Business Enterprises

• Complete Attachment A, MWBE 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

• Subcontractors 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

• Subcontractor commitment form must be from the Subcontractor to the Prime Contractor, written on the Subs Letter Head

• The subcontractor commitment letter should include a description of the services they are going to provide and the matching dollar and percentage from Attachment A.

Minority and Women’s Business Enterprises

TOTAL BID AMOUNT:

Minority and Women’s Business Enterprises

• Effective May, 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

Questions?

Thank Youathiemann@idoa.in.gov