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Strategic eLearning Partner Request for Proposal 12- 86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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Page 1: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Strategic eLearning PartnerRequest for Proposal 12-86

Pre-Proposal ConferenceFebruary 23, 2012

Steve Webb, IDOA Strategic Sourcing Analyst

Page 2: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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

Page 3: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

RFP Format

• Section One - General Information• Section Two - Proposal Preparation• Section Three - Proposal Evaluation

Page 4: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Purpose of the RFP

The purpose of this RFP is to select a vendor that can satisfy the State’s need for a Strategic eLearning Partner. It is the intent of IDOE to contract with a vendor that provides expertise in the area of eLearning, has a state presence and familiarity with the challenges facing Indiana schools in transition to digital age tools and practices and the operational agility and capacity necessary to deliver a variety of programs to the field in a timely and professional manner on behalf of and in cooperation with the IDOE. The IDOE reserves the right to select more than one strategic partner to fulfill the needs for programming outlined in this RFP.

Page 5: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Scope of RFP

• Baseline is estimated at $400,000 annually to administer these programs

• Contract Term: – one (1) year from the date of contract

execution – possibility of three (3) one-year renewals – totaling four (4) years.

Page 6: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Deliverables

• eLearning Leadership Cadre• School Administrator Tech Boot Camps• Innovation Planning Grants• eLearning Certification Program• National Repository of Online Courses (NROC)

Page 7: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Key DatesActivity Date

Issue of RFP February 16, 2012

Pre-Proposal Conference February 23, 2012

Deadline to Submit Written Questions February 27, 2012

Response to Written Questions/RFP Amendments March 1, 2012

Submission of Proposals March 16, 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 TBD

Proposal Discussions/Clarifications (if necessary)

TBD

Oral Presentations (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contract Award June 29, 2012

Page 8: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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 State contract and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

• Preferences (Sections 2.3.13)– Buy Indiana Initiative/Company

Page 9: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Technical Proposal(Attachment F)

• General overview of capacity to serve as a Strategic Partner for eLearning initiatives (Section 2.4.1)– Five responses– Demonstrate your organization’s capacity to serve in this role

• Programs to be delivered by strategic partner (Section 2.4.2)– Five deliverables– Demonstrate your organization’s ability to provide the specified

deliverables• Reference necessary attachments in the answer

space provided• Addendum posted 2/20, updated template

Page 10: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Cost Proposal(Attachment D)

• Must be returned in Excel (or compatible) format• All expenses need to be defined in the state’s terms and

tied to a deliverable• Baseline evaluation figure for project administration does

not include pass-through funds (Approx. $500,000 in grants and $100,000 in licensing)

• Total bid amount pre-populates on the last tab; this figure will be used in Attachment A and Attachment C

Page 11: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Proposal Preparation

• Buy Indiana - Business Proposal, Section 2.3.13– 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.

Page 12: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Proposal Preparation

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

• Use the templates provided for all answers• Do not alter templates• Please reference any attachments in the

provided response space

Page 13: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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 (7 bonus possible)

Page 14: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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

Page 15: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst
Page 16: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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

Page 17: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst
Page 18: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Minority and Women’s Business Enterprises

TOTAL BID AMOUNT:

Page 19: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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

Page 20: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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

Page 21: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

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.

Page 22: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Questions and Answers

Page 23: Strategic eLearning Partner Request for Proposal 12-86 Pre-Proposal Conference February 23, 2012 Steve Webb, IDOA Strategic Sourcing Analyst

Thank You