Centralized Production and Direct Distribution of License Plates and

Registration Cards

Request for Proposal 10-2Pre-Proposal Conference

August 12, 2009Trent Hagerty, IDOA

Governor’s Fellow

Agenda

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

General Information

• Sign-In Sheet for Attendees

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

• Hold questions until the end of the presentation

• All questions must be submitted in writing by Friday, August 14, 2009 at 3:00 PM

Purpose of the RFP

• BMV wishes to contract with a vendor that provides the services required to produce and distribute license plates and registration cards.

• The contract would be for the BMV’s Resequencing Project beginning December 1, 2009.

Scope of RFP

• Phase 1– The issuance of five(5) new special recognition groups approved for

issuance beginning January 1, 2010.

– Minimum volume would be 500 plates for each new group.

– Also includes the additional 1,200,000 plates being re-issued for 22 additional plate types.

– Plates will be issued over 46 days throughout the calendar year

• Phase 2 – The complete re-issuance of all plates for the existing 70+ groups in the

special recognition plate program beginning December 1, 2010.

– Expected volume is 400,000 to 500,000 plates.

– Plates will be issued over 46 days throughout the calendar year

Scope of RFP

• BMV spends on average of $4 million annually for the plates and services associated with RFP 10-2.– Spends approximately $10 million annually– State does not guarantee future spending at these levels.

• Contract Term: – two (2) years from the date of contract execution – possibility of two (2) one-year renewals – totaling four (4) years.

Key DatesActivity Date

Issue of RFP August 5, 2009

Pre-Proposal Conference August 12, 2009

Deadline to Submit Written Questions August 14, 2009

Response to Written Questions/RFP Amendments

August 19, 2009

Intent to Respond Form (Attachment I) August 19, 2009

Submission of Proposals August 31, 2009

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 TBD

Oral Presentations TBD

Best and Final Offers TBD

Contract Award September 30, 2009

Technical Proposal(Attachment H)

• Data Management and Integrity/Security of Data– Section 2.4.2

• Please be very descriptive when answering these four questions.

• Vendor’s responsibility to portray that security measures are strong.

• Joint Venture with PEN Products– Section 2.4.7

• IDOA will not facilitate this relationship.

• IDOA would like to see a detailed plan of your proposed business relationship.

Cost Proposal(Attachment D)

• Respondents MUST be precise in the use of number terms. Please use the following as a guideline:

– a. Enter "0" if there is no charge for an item.– b. Leave cells blank if the line item is not applicable to the Respondents

proposal.– c. Do NOT enter text into cells that request numerical responses. Doing so could

result in an incorrect analysis and disqualification of the Respondent.

• All numeric cells have been pre-formatted to display the information as the State deems necessary

• Do not alter template– Changing the format of these cells or workbook could result in an

incorrect analysis and possible disqualification of the Respondent.

Proposal Preparation

• Use the templates provided for all answers

• Do not alter templates

• Attachment D (Cost Proposal) must be returned in Excel

• Please list all Attachments in Attachment F (Summary of Attachments)

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Mandatory Requirements– Pass/Fail

2. Management Assessment/Quality (Business & Technical)– 35 points

3. Cost (Cost Proposal)– 20 points

4. Indiana Economic Impact– 15 points

5. Buy Indiana– 10 points

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

* 100 Total Points

Minority and Women’s Business Enterprises

• Goals for Proposal

– 8% Minority Business Enterprise– 8% Women’s Business Enterprise

Minority and Women’s Business Enterprises

• Attachment A – Commitment of total participation provided by Minority and

Women’s Business Enterprises

– Please use $4 million to complete Attachment A

Minority and Women’s Business Enterprises

Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htm1-877-77BUYIN (8946) For Vendor Registration Questions

http://www.in.gov/idoa/2464.htmFor Inquiries Regarding Substantial Indiana Economic Impact

A. http://www.in.gov/idoa/2467.htmLink to the developing “one stop shop” for vendor registry with IDOA and Secretary of State.

B. Secretary of State of Indiana:Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos

C. See Vendor Handbook:Online version available at http://www.in.gov/idoa/files/vendor_handbook.doc

D. Minority and Women Owned Business Enterprises:http://www.in.gov/idoa/files/Certification_List(48).xls for table of IDOA certified MBEs and WBEs. For more WBE’s information http://www.in.gov/idoa/2352.htm

E. RFP posting and updates:Go to http://www.in.gov/idoa/2354.htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link.

Questions and Answers

Thank You