IDOAOffice Supply and Toner Products

Pre-Proposal ConferenceMay 10, 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• Please submit all questions in writing

Agenda

• Purpose & RFP Information• Key Dates• Differences From Previous Solicitation• Evaluation Process• Minority and Women’s Business Enterprises• Delivery Location Tour

Purpose of the RFP

• The purpose of this RFP is to select a vendor that can satisfy the State and K12 entities need for office supply and toner purchases on a statewide basis.

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

RFP Information• While Other Governmental Bodies’ and K12 entity

participation in State contracts and QPAs is not mandatory, the overarching goal of the K12Indiana, OneIndiana, and Library Indiana 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 vendors without having to participate in additional RFP processes individually with these entities.

RFP Information

• The goal is to address State agency and K12 entity needs with four 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 net price utilizing a discount from Respondent’s list price on all the different product categories.

1. State Office Supplies2. K12 Office Supplies3. State Toner 4. K12 Toner

Public Requests for Information

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

Key DatesActivity Date

Issue of RFP May 2, 2013

Pre-Proposal Conference May 10, 2013

Deadline to Submit Written RFP Questions May 16, 2013

Response to Written RFP Questions/RFP Amendments May 22, 2013

Deadline to Submit Cost Proposal/Unit of Measure Questions May 21, 2013

Response to Cost Proposal/Unit of Measure Questions May 28, 2013

Submission of Proposals June 21, 2013

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 24, 2013

Proposal Discussions/Clarifications (if necessary) TBD

Oral Presentations (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contract Award September 2013

Differences From Previous Solicitation

• Cost Scoring Methodology• Items/Unit of Measure Submission

Requirements• Updated Indiana Economic Impact

Language/Form• Technical Proposal

– Additional questions and changes to questions

• Sample Contract (Attachment B)

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

Indiana Economic ImpactIndiana 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 the Contract Manager, then they only commit 20% of his or her time to the Indiana contract. Therefore the Contract Manger is only worth 0.2 FTE, not 1.0.

– FTE must be performing a commercially useful function by adding value to the scope of work in the RFP

– When calculating FTE, only consider state agency business (not K12 or other local government spend)

– The state will monitor actual FTE utilization by the awarded vendor against the committed FTE throughout the life of the contract. The awarded vendor will be expected to maintain the committed FTE as a matter of contract compliance. Please review the language in Section L, Number 6 on page 13 of the Master Agreement, Attachment B.

– When completing multiple IEI forms by product category, there should be no overlap of FTE across categories and forms. For example, if one FTE will be supporting two product categories, the reported FTE for each category and form should be 1/2 FTE.

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 letter must be from the subcontractor to the Prime Contractor, written on the subcontractors 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