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IDEMRemediation Services
Pre-Proposal ConferenceMarch 29, 2012
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
Agenda
• Purpose & Scope of RFP• Key Dates• Proposal Preparation & Evaluation• Minority and Women’s Business Enterprises• IDEM• Question and Answer Session
Purpose of the RFP
• The purpose of this RFP is to select a vendor that can satisfy the State’s need for services in support of OLQ’s remediation programs.– It is the intent of IDEM to contract with a vendor or
vendors that provides quality environmental remediation services for the Remediation Services Branch of the Office of Land Quality at IDEM.
Scope of RFP• The Vendor shall address hazardous substance or
petroleum response activities, related to sites that are being managed by the State of Indiana. These include, but are not limited to, Superfund (SF), Defense Environmental Restoration Program (DERP), State Cleanup (SC), Voluntary Remediation Program (VRP), Site Investigation (SI), Leaking Underground Storage Tanks (LUST), Brownfields (BF), Natural Resource Damage Assessment (NRDA), and Resource Conservation and Recovery Act (RCRA) Corrective Action by the Office of Land Quality of the Indiana Department of Environmental Management. In general, these activities may include investigation, delineation, study, removal, and remediation.
Scope of RFP
•Contract Term
•The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be four (4) one-year renewals for a total of four (8) years at the State’s option.
Key DatesActivity Date
Issue of RFP March 21, 2012
Pre-Proposal Conference March 29, 2012
Deadline to Submit Written Questions April 13, 2012 @ 3:00 P.M.
Response to Written Questions/RFP Amendments
April 20, 2012
Submission of ProposalsMay 18, 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 June 1, 2012
Proposal Discussions/Clarifications (if necessary)
TBD
Oral Presentations (if necessary) TBD
Best and Final Offers (if necessary) TBD
Contract Award August 17, 2012
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
RFP 12-88
RESPONDENT NAME
Labor Classification HISTORICAL RATE/HOUR ($) PROPOSED RATE/HOUR ($)
Senior Principal/Program Manager $159.00
Principal $145.00
Senior Associate $135.00
Senior Engineer $130.00
Senior Hydrogeologist $115.00
Senior Toxicologist $100.00
Senior Certified Industrial Hygienist $100.00
Senior Project Manager/Project Director $120.00
Project Engineer $95.00
Project Geologist/Hydrogeologist $90.00
Project Scientist $90.00
Field Manager $80.00
Supervisor/Superintendent $80.00
Toxicologist $75.00
Industrial Hygienist $75.00
Certified Surveyor $70.00
Staff Engineer $85.00
Staff Geologist/Hydrogeologist $75.00
Staff Scientist $70.00
Technician $75.00
Scientist $65.00
Draftsperson $55.00
Assistant Technician $50.00
Assistant Scientist $45.00
Assistant Draftsperson $40.00
Clerical Level 2 $52.00
Clerical Level 1 $42.00
Cost ProposalSheet 1
RFP 12-88
RESPONDENT NAME
Labor Classification HISTORICAL RATE/HOUR ($) PROPOSED RATE/HOUR ($)
Senior Principal/Program Manager $159.00
Principal $145.00
Senior Associate $135.00
Senior Engineer $130.00
Senior Hydrogeologist $115.00
Senior Toxicologist $100.00
Senior Certified Industrial Hygienist $100.00
Senior Project Manager/Project Director $120.00
Project Engineer $95.00
Project Geologist/Hydrogeologist $90.00
Project Scientist $90.00
Field Manager $80.00
Supervisor/Superintendent $80.00
Toxicologist $75.00
Industrial Hygienist $75.00
Certified Surveyor $70.00
Staff Engineer $85.00
Staff Geologist/Hydrogeologist $75.00
Staff Scientist $70.00
Technician $75.00
Scientist $65.00
Draftsperson $55.00
Assistant Technician $50.00
Assistant Scientist $45.00
Assistant Draftsperson $40.00
Clerical Level 2 $52.00
Clerical Level 1 $42.00
Cost ProposalSheet 2
Equipment and Other Charges
HISTORICAL RATE/DAY (1-10 days)
($)
HISTORICAL RATE/DAY (11+ days)
($)
PROPOSED RATE/DAY (1-10 days)
($)
PROPOSED RATE/DAY (11+ days)
($)
Combustible Gas Meter $54.75 $43.80 Photo-ionization Detector $80.00 $65.00 Flame Ionization Detector $80.00 $65.00
Summa Canisters $80.00 $80.00 Water Level Indicator $6.36 $5.09 Conductivity Meter $8.04 $6.43 Turbidity Meter $15.00 $12.00
Ph/ORP/Temp Meter $44.45 $35.56 Peristaltic Pump $11.13 $8.90 Hand Auger $9.75 $7.80
Sludge Sampler $6.80 $5.44 Geoprobe (with operator) $1,500.00 $1,400.00
Micro-purge System $170.00 $140.00
HISTORICAL RATE/HOUR (1-10 days)
($)
HISTORICAL RATE/HOUR(11+ days)
($)
PROPOSED RATE/HOUR(1-10 days)
($)
PROPOSED RATE/HOUR (11+ days)
($)
Computer Usage Fees $15.00 $15.00
Cost ProposalSheet 3
Travel/Lodging/Per Diem
Travel HISTORICAL RATE/MILE ($)
PROPOSED RATE/MILE ($)
Mileage $0.44
Lodging
HISTORICAL RATE/NIGHT
(taxes not included)
($)
PROPOSED RATE/NIGHT
(taxes not included)
($)
Lodging $89.00
LodgingHISTORICAL RATE/DAY
($)
PROPOSED RATE/DAY
($)
Per Diem $26.00
Cost ProposalScoring Methodology
• Each line item will be scored individually by being normalized to one another, based on the lowest price evaluated.
Respondent’s Line Item Score = (Lowest Price / Respondent’s Price) X 20
• Within each worksheet in the Cost Proposal Template (Attachment D) Excel workbook, the Respondent’s line item scores will be averaged and then each of the three (3) average scores will be weighted in the following fashion:
Labor Rates: 70%
Equipment and Other Charges: 25%
Travel, Lodging, and Per Diem: 5%• Finally, the weighted average scores from each worksheet will be
added together to formulate the Respondent’s Cost Proposal score.
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 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 EvaluationSummary of Evaluation Criteria:
1. Adherence to Mandatory Requirements– Pass/Fail
2. Management Assessment/Quality (Business & Technical Proposal)– 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 (2 bonus possible)
Minority and Women’s Business Enterprises
Charles Hill, MWBE Division• Contact Information
- Email: [email protected] or Phone: 317-233-0545
• 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
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
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
IDEM
Questions?
Thank [email protected]
