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

http://www.in.gov/idoa/2742.htm


• 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


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


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


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


1. Notice to MBE and WBEs

2. Economically Feasible Subcontract

3. Consideration of all MBE and WBE quotes


4. MBE and WBE Barrier Assistance

5. Advertisement

6. Agency Assistance

7. Research participation Area - “think out of the box”


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


(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


(Cont’d)

mailto:[email protected]

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)


• MWBE subcontractors to protect self with written commitment

• Prime Contractor is notified and negotiations begin


• Prime Contractor receives awarded contract

• Public Inspection


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


• Contact MWBE division with any non-compliance concerns


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


• Outline why your product or service is of superior benefit to the buyer

• Clarify when the Buyer will need the goods or services


• BRING PLENTY OF BUSINESS CARDS AND PROMOTIONAL MATERIALS!

• Make sure your cards are easily accessible


• 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.


• Tell them why they should engage your firm


• Be an attentive listener

• Engage in conversation related to the business opportunities


• Plan your next meeting or pinpoint a date to follow up


• Know the influential people in your field or target market. Seek them out at events with a specific purpose in mind


• Jot down a few personal notes on the back of the business cards that will help you remember key points


• Don’t spend too much time with one person

• Develop and maintain relationships long term

Step 1: Research the Market

Resource people:


Active contracts:


Doing Business with the State of Indiana

http://www.in.gov/idoa/2796.html

Step 1: Research the Market

Public Works Projects:


Buy Indiana:



http://www.in.gov/idoa/pwd/



Special Purchasing Programs:

State Use Program: http://www.inarf.org/State%5fuse/

PEN Products:http://www.in.gov/idoa/2766.htm

http://www.inarf.org/state%5Fuse/



Step 2: Register with the Indiana Secretary of

State

Indiana Secretary of State: www.in.gov/sos

http://www.in.gov/sos


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




Indiana Department of Transportation:

www.in.gov/indot/index.htm

DBE Program: http://www.in.gov/indot/2576.htm

http://www.in.gov/indot/index.htm

http://www.in.gov/indot/div/legal/DBE/


Step 4: Review the Ethics Guide

Ethics Guide for Contractors: http://

www.in.gov/ig/resources/res_contractbid.html

http://www.in.gov/ig/resources/res_contractbid.html




Step 5: Register as an Executive Branch Lobbyist

Executive Branch Lobbyist Registration:


http://www.in.gov/idoa/eblr/


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/

http://www.in.gov/ai/appfiles/permitwizard/



http://www.in.gov/dnr/water/permits/permit_application/




Step 7: Market Your Firm

Return to Step 1 Resources


•Stay in contact with the relevant buyers to learn about upcoming opportunities and express an interest


•Regularly review the contracts and projects to make long term planning determinations


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/


http://www.in.gov/serv/dapw_bviewer

http://www.in.gov/serv/dapw_bviewer

http://www.in.gov/iscba/




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

http://www.in.gov/idoa/proc/pre-rfp/index.html


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



http://www.in.gov/idoa/mwbe


State of Indiana Telephone Directory

http://www.in.gov/apps/sic/phonebook/sic_phonebook

Every state employee is listed on this website

http://www.in.gov/apps/sic/phonebook/sic_phonebook


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

http://www.in.gov/idoa/MWBE/laws.html

http://www.in.gov/idoa/files/vendor_handbook.doc



Step 9. Know the Rules (Cont’d)

The UNSPSC Code websitewww.unspsc.org

http://www.unspsc.org/

Contact Us

Minority and Women Business Enterprise

402 W. Washington Street, Room W469

Indianapolis, IN 46204

• [email protected]

• http://www.in.gov/idoa

• 317-232-3061

mailto:[email protected]

Maximizing Opportunities

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