Indiana Department of Administration

Pre-Proposal ConferenceJanuary 17th, 2013

9:00AM

Jennifer Michael, IDOA Strategic Sourcing Analyst

Assessment Classes Pertaining to Level III Assessor/Appraiser Certification

Request for Proposal 13-45

Indiana Department of Administration

Agenda

• General Information• Purpose & Scope of RFP• Key Dates• Proposal Preparation & Evaluation• Minority and Women’s 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 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 certification classes to obtain Appraiser/Assessor Level III Certifications. It is the intent of the State to contract with a vendor that provides quality classes.

Indiana Department of Administration

Scope of RFP

Contractor shall provide the following services under the contract:

Contractor shall schedule and teach the following five (5) courses:– Fundamentals of Real Property Appraisal– Income Approach to Value– Fundamentals of Mass Appraisal– Assessment Administration– The Uniform Standards of Professional Appraisal Practice

Each of the 5 courses shall be offered at locations in the northern, central, and southern regions of Indiana. All five courses shall be offered in each region during the term of the contract.

 

It will be the contractor’s responsibility to select the locations for each course, and will be responsible for all expenses related to reserving and leasing the facility for classroom instruction.

The contract shall be for a period of one year from the date of last signature

Indiana Department of Administration

Key DatesActivity Date

Issue of RFPJanuary 11, 2013

Pre-Proposal ConferenceJanuary 17, 2013 @ 9:00AM

Deadline to Submit Written Questions (Submit to baarfp@idoa.IN.gov)

January 23, 2013 @ 3:00PM

Response to Written Questions/RFP Amendments January 29, 2013

Submission of ProposalsFebruary 5, 2013 @ 3:00PM

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

• Attachment G-Question and Answer Doc.– 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)

• Please use the Template we have provided for you.

• 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. The Respondent’s cost score will be based on the proposed price per student.

Proposed price per student must be all inclusive, including all costs associated with administering the classes, and securing the facility for classes as outlined in the scope of work.(section 1.4)

Indiana Department of Administration

Proposal EvaluationCriteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical Proposal) 25 points

3. Cost (Cost Proposal)-30 to +30 available points

(5 bonus points are available if certain criteria is met)

4. Indiana Economic Impact 15

5. Buy Indiana 10

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

20 (2 bonus points are available if certain criteria is met)

Total 100 (107 if bonus awarded)

Indiana Department of Administration

Minority and Women’s Business Enterprises

• Goals for Proposal

- 8% Minority Business Enterprise

- 8% Women’s Business Enterprise

• Complete Attachment A, MWBE Form

- Include sub-contractor letters of commitment

- Put total and percentage amounts

- Commitment letter and form must match

- Letters of commitment to be addressed to primes, not IDOA

Indiana Department of Administration

Indiana Department of Administration

Minority and Women’s Business Enterprises

Prime 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

Indiana Department of Administration

Indiana Department of Administration

Minority and Women’s Business Enterprises

TOTAL BID AMOUNT:

Indiana Department of Administration

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

Indiana Department of Administration

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

Indiana Department of Administration

Questions and Answers

Indiana Department of Administration

Thank YouJeMichael@idoa.in.gov