Indiana Department of Administration

On Behalf Of

Indiana Department of Child Services, Child Support Bureau

Request for Services 19-081Design, Development, and Implementation of the

INvest Child Support Automated System

Pre-Proposal Conference

April 25th, 20191:00 PM

John E. Helmer IVIDOA Procurement

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Agenda• General Information• Purpose of RFS• DDI Overview• Scope of Work• Term of the Contract• Key Dates• Business Proposal, Technical Proposal, Cost Proposal• Proposal Preparation & Evaluation• Minority and Women’s Business Enterprises (M/WBE)• Additional Information• Question and Answer Session

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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

– Attendees via the Webex or phone will need to submit all questions via the Question/Inquiry process outlined in Section 1.7 of the RFS.

– Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state.

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General Information (cont.)• No questions will be taken today regarding the scope

of work for this project. Today’s session is meant to cover process-related topics (i.e. how to fill out IDOA forms)

• Any questions asked today along with any scope of work related questions should be submitted in writing per section 1.7 of the RFS to receive a formal response.

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• The overall purpose of this RFS is to ultimately select and contract with a qualified vendor that can satisfy CSB’s need for DDI services for the INvest Project.

Purpose of the RFS

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DDI Overview

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It is the intent of CSB to contract with a vendor that can prove their abilities and experience in the following key areas:

CSB requirements for the INvest Project are detailed in the following chapters:

• Title IV-D Program• Technical knowledge and development of

statewide child support enforcement systems• Project management and systems development

life cycle (SDLC)• Enterprise solution architecture• Hardware and software build out and integration• Data conversion• Implementation• Training and on-site support• Supporting a State-led change management

effort• Collaborating to work as “one team” throughout

the life of a project

• INvest Organizational Structure (Chapter 5)• INvest Project Management (Chapter 6)• INvest Core Functional Requirements (Chapter

7)• INvest Non-Core Functional Requirements

(Chapter 8)• INvest Technical Solution Requirements (Chapter

9)• INvest Training and On-Site Support (Chapter 10)• INvest Implementation (Chapter 11)• INvest Post Implementation (Chapter 12)• INvest Performance Standards (Chapter 13)• INvest Optional Service (Chapter 14)

Scope of Work

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INvest should utilize API’s built and managed in the MulesoftAnypoint Platform, be in a FedRAMP cloud environment, and meet all the technical, core and non-core requirements.

Term of the Contract

• Contract Term– The term of the contract shall be for a period of three (3)

years from the date of contract execution. There may be two (2) one-year renewals for a total of five (5) years at the State’s option.

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Key Dates

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Activity Date

Issue of RFS April 15, 2019

Pre-Proposal Conference April 25, 2019

Deadline to Submit Written Questions – Round One May 01, 2019

Response to Written Questions/RFS Amendments – Round One May 10, 2019

Deadline to Submit Written Questions – Round Two May 22, 2019

Response to Written Questions/RFS Amendments – Round Two May 31, 2019

Letter of Intent June 07, 2019

Submission of Proposals June 19, 2019

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 through September

Proposal Discussions/Clarifications (if necessary) TBD

Oral Presentations (if necessary) August 2019

Best and Final Offers (if necessary) September 2019

RFS Award Recommendation September 2019

Business Proposal(Attachment E)

• Company Financial Information (Section 2.3.3)– Confidential information must be kept separate from the proposal in the electronic

copies. IDOA recommends sending a “public” file that has the confidential information redacted (may be in PDF format) and a “final” file that includes all required information (must be in format provided).

• Contract Terms (Section 2.3.5)– Respondent should review the sample State contract (Attachment C) and note

exceptions to State non-mandatory clauses in Business Proposal. The Respondent should accept the mandatory clauses in the Business Proposal and Transmittal Letter.

• References (2.3.6)– The Respondent must include a list of at least three (3) clients for whom they have

provided products and/or services that are the same or similar to those requested in this RFS.

– The Subcontractors utilized must also include at least three (3) clients for whom they have provided services that are the same or similar to those services the Subcontractor will provide for this RFS.

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Technical Proposal Response Template(Attachment F-1)

• Please answer all questions we have provided for you in the Technical Proposal Response Template.

• Your response should follow the structure outlined in the instructions.

• If a question requests an example and the file is too large to insert within the response area, please attach the file and clearly indicate the requirement it belongs to and the file name of the example.

• Respondents are discouraged from simply repeating language from the RFS as evidence of an understanding or capability.

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• Cost Proposal Composition

– Table of Contents

– Total Cost Summary

– Milestones

– Software & Hardware

– Rate Card

– Optional Services

– Cost Proposal Narrative

– Cost Assumptions

– Cost Savings Opportunities

• Please complete the template provided for the Cost Proposal by populating ONLY the yellow shaded cells.

Cost Proposal(Attachment D)

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General Cost Proposal Guidelines: This Microsoft Excel Cost Proposal Template contains multiple worksheets designed to provide an understanding of the costing models used by the DDI Respondent. Use of this Cost Proposal Template is essential to CSB for DDI Proposal evaluation, and it is essential that the DDI Respondent use this form in preparing its pricing in response to this RFS. This Cost Proposal Workbook must be completed in its entirety and be provided as part of the Proposal and it is the responsibility of the DDI Respondent to ensure worksheet calculations are correct. Project Year 1 starts 01/01/2020. Partial payment milestones may be allowed during the INvest Project. As a reminder, CSB staff resources, and ECM hardware that CSB and County Partners will purchase (e.g., scanning or multifunctional devices) should not be included in costs. Also, if the DDI Respondent is utilizing any CSB assets listed in Attachment F, those should appear in the Software_Hardware worksheet as zero cost.

Please supply requested information in only the yellow-shaded areas, throughout the worksheets.

Worksheet Title / Hyperlink Description InstructionsTotal Cost Summary Total Cost Summary worksheet sums the milestone/deliverable

costs with the software and hardware costs. The DDI Respondent will be scored on the total combined costs, specifically cell E31 on the Total Cost Summary worksheet.

Milestone costs and hours will flow from the Milestones worksheet, and Software and Hardware costs will flow from the Software_Hardwareworksheet. Verify that totals match on all three worksheets, as the Total Cost Summary currently shows 12 milestones per project year. If the DDI Respondent proposes less milestones per year, rows should be left blank. The Total Cost Summary Worksheet also automatically totals the yearly price percentage based on total cost for years 1-3.

Milestones The Milestone worksheet details how the DDI Respondent requests payment throughout the INvest Project based on deliverable submission. The milestones will have to be accepted by CSB prior to payment.

All deliverables should be included in a milestone. The DDI Respondent can copy the deliverables from Attachment G, Deliverables Matrix. If the DDI Respondent wishes to repeat a deliverable (e.g, weekly status report), make that clear by numbering the deliverable after its name in the milestones created. Add the cost and hours for each deliverable in the milestone. Each project year should have no more than 12 milestones and the DDI Respondent should refrain from front loading costs in years one and two. The milestones should flow with the DDI Respondent proposed project schedule. The DDI Respondent should add the expected payment receipt month at the top of each milestone table. The DDI Respondent can also add specific assumptions for each milestone or utilize the Cost Assumptions worksheet if preferable. See example below.

Software_Hardware Software_Hardware worksheet lists the software and hardware purchases, details regarding software and hardware, as well as the associated maintenance costs.

Infrastructure, Software, Hardware, and associated maintenance costs should be entered in the year they will occur on this worksheet. If the DDI Respondent is utilizing a CSB asset, show the purchase and maintenance cost as zero. Software and Hardware costs are separate from milestones and can be invoiced at the time of delivery.

Rate Card The Rate Card worksheet is a list of all the roles utilized by the DDI Respondent on the INvest Project (not including optional services) at the rate used when calculating the cost proposal.

Enter the roles/rates utilized by the DDI Respondent when determining the cost proposal.

Optional Services Optional Services worksheet provides an area to place the costs of the optional services if the DDI Respondent would like to be considered for the work.

Enter the costs and hours associated with the optional services for ECM - On-site Support for each year of the contract in rows 7-8. ECM -Scanning/Imaging Support should list the per page cost in the separate table on the worksheet.

Cost Proposal Narrative A brief narrative in support of each Cost Proposal worksheet. Please review Section 2.5 in the RFS document for further instruction on how to complete this section of the Cost Proposal.

Cost Assumptions The Cost Assumptions worksheet provides direction on how to list overall assumptions made by the DDI Respondent when completing the cost proposal.

Please review Section 2.5 in the RFS document for further instruction on how to complete this section of the Cost Proposal.

Cost Savings Opportunities This section allows the DDI Respondent to propose creative solutions or additional savings to the overall project.

This is optional to complete and is not mandatory.

Please review Section 2.5 in the RFS document for further instruction on how to complete this section of the Cost Proposal.

Cost Proposal (Cont.)(Attachment D – Table of Contents (TOC))

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Cost Category Year 1 Cost Year 1 Hours Year 2 Cost Year 2 Hours Year 3 Cost Year 3 Hours Total Years 1-3 Year 4 Cost Year 4 Hours Year 5 Cost Year 5 HoursTotal Cost All Years

Milestone 1 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 2 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 3 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 4 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 5 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 6 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 7 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 8 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 9 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 10 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 11 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00Milestone 12 $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00

Total Milestone Costs/Hours $0.00 0 $0.00 0 $0.00 0 $0.00 $0.00 0 $0.00 0 $0.00

Percent of Total Year 1 - 3 Contract Price #DIV/0! #DIV/0! #DIV/0!

Cost Category Year 1 Year 2 Year 3 Total Years 1-3 Year 4 Year 5 Total All YearsSoftware_Hardware One Time Purchase $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Software_Hardware Ongoing Maintenance $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total Software _Hardware Costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total Costs Year 1 Year 2 Year 3 Total Years 1-3 Year 4 Year 5 Total All YearsCombined Costs - Total Cost Summary and Ongoing Maintenance $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

CSB DDI Total Milestone Cost Summary

CSB DDI Total Software_Hardware Cost Summary

Cost Proposal (Cont.)(Attachment D – Total Cost Summary)

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Cost scores will be calculated, based on the lowest cost proposal evaluated. The lowest cost proposal receives a total of 25 points. The normalization formula is as follows:

Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 25

• Cost Proposal Narrative Worksheet

• Cost Assumptions Worksheet

• Cost Savings Opportunities Worksheet

– Optional to complete

Cost Proposal (Cont.)(Attachment D – Narrative, Assumptions, Cost Savings Opportunities)

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Proposal Preparation

• When submitting your response, please create a separate electronic folder for each component to which you are responding. This folder should contain all of the pertinent files for only that component, i.e., MWBE forms, Transmittal Letter, Business Proposal, etc.

• Transmittal Letter - Confidential Information [RFS Section 2.2.5]– Use this section to help outline any proposed confidential information.

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Proposal Preparation

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

• Use the templates provided for all answers• Do not alter templates• Submit all questions using template provided via email

using the Q&A Template (Attachment B) to JHelmer@idoa.IN.gov

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Proposal EvaluationSummary of Evaluation Criteria:Criteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical Proposal) 50 available points

3. Cost (Cost Proposal) 25 available points

4. Minority Business Enterprise Subcontractor Commitment 5 ( 1 bonus point is available, see Section 3.2.6)

5. Women Business Enterprise Subcontractor Commitment 5 ( 1 bonus point is available, see Section 3.2.6)

Total 85 (87 if bonus awarded)

LegendMandatory RequirementsMAQ and Cost ScoresPreference Scores

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• Geographical preference has been excluded from the proposal evaluations, more specifically:– Buy Indiana, Indiana Economic Impact and Indiana Veteran

Owned Small Business

Mission/Vision – Promote, monitor, and enforce the standards for certification of minority and

women’s business enterprises.– Provide equal opportunity to minority and women enterprises in the state’s

procurement and contracting process.Nondiscrimination and Antidiscrimination Laws

– Pursuant to Indiana Civil Rights Law, specifically IC §22-9-1-10, every state contract shall contain a provision requiring the contractor and subcontractors to not discriminate against any employee or applicant with respect to Protected Characteristics

Minority and Women’s Business Enterprises

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Minority and Women’s Business Enterprises

Contact Information– Phone: 317-232-3061– E-mail: mwbecompliance@idoa.in.gov– Web: www.in.gov/idoa/mwbe

Complete Attachment A, MWBE Form- Include sub-contractor letter of commitment

Goals for Proposal- 8% Minority Business Enterprise- 8% Women’s Business Enterprise

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Minority and Women’s Business Enterprises

Prime contractors must ensure that the proposed subcontractors meet the following criteria:• Are listed in the IDOA Directory of Certified Firms, on or before the proposal due

date, national diversity plans are generally not accepted. The directory can be found here: http://www.in.gov/idoa/mwbe/2743.htm

• Serve a Valuable Scope Contribution (VSC) on the engagement, as confirmed by the State.

• Provide the goods or services specific to the contract and within the industry area for which it is certified

Minority and Women’s Business Enterprises

Prime contractors should note the following: • Subcontractors’ MBE/WBE Certification Letter, provided by IDOA, must accompany

the proposal to show current status of certification.• Each firm may only serve as one classification – MBE or WBE (see section 1.21)• Pursuant to 25 IAC 5-6-2(b)(d), a Prime Contractor who is a 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.

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Minority and Women’s Business Enterprises

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Minority and Women’s Business Enterprises

• Effective August, 2014, a new MWBE scoring methodology will be utilized for all RFP’s released

• New Process - MWBE scoring is conducted based on 10 points plus a possible 2 bonus points scale- MBE: Possible 5 points + 1 bonus point- WBE: Possible 5 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- If the respondent’s commitment percentage is rounded down to 0% for MBE or WBE participation

the respondent will receive 0 points. - 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 6 points (5 points plus 1

bonus point). In case of a tie both firms will receive 6 points

% 1% 2% 3% 4% 5% 6% 7% 8%Pts. .625 1.25 1.875 2.5 3.125 3.75 4.375 5.0

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IDOA Subcontractor Scoring

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RFP MWBE Scoring Example

Bidder MBE % Pts. WBE % Pts. Total Pts.

Bidder 1 12.0% 5.0 10.0% 6.0 11.0

Bidder 2 6.0% 3.75 4.0% 2.5 6.25

Bidder 3 8.0% 5.0 8.0% 5.0 10.0

Bidder 4 16.0% 6.0 0.2% 0.0 6.0

Bidder 5 0.0% -1.0 0.0% -1.0 -2.0

Pay Audit System• Tool utilized to monitor the state’s

diversity spend for subcontractors• Selected primes and subcontractors

are required to report payments submitted or received through this web-based tool

• Based on contract terms payments should be reported monthly or quarterly

• Questions? Contact Division of Supplier Diversity

– mwbecompliance@idoa.in.gov– www.in.gov/idoa/mwbe/payaudit.htm

Pay Audit

System

Prime

Subcontractor

Payment

Subcontractor Compliance

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Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htmFor Buy Indiana Questions/Registration

http://www.in.gov/idoa/2467.htm

A. Link to the developing for bidder registry with IDOA and Secretary of State.http://www.in.gov/idoa/2464.htm

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

C. See Vendor and Supplier Resource Center:http://www.in.gov/idoa/3106.htm

D. Minority and Women Owned Business Enterprises:Link to more information and full listing of IDOA Minority and Women Owned Businesseshttp://www.in.gov/idoa/2352.htm

F. RFS posting and updates:Go to http://www.in.gov/idoa/2354.htm (select “Current Opportunities” link) Scroll through table until you find desired RFS number on left-hand side and click the link.

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QuestionsAny verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state.

No questions will be taken today regarding the scope of work for this project. Today’s session is meant to cover process-related topics (i.e. how to fill out IDOA forms).

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Thank You

John E. Helmer IVJHelmer@idoa.IN.gov

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