WIC Sponsors RFP-12-90

Pre-Proposal ConferenceMarch 20, 2011

Kyle McClurg, 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

• General Information• Purpose of RFP• Background Information • Scope of RFP• Key Dates• Proposal Preparation & Evaluation• Minority and Women’s Business Enterprises• 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 the installation and maintenance of alternative drinking water sources for residences and/or businesses in Indiana. – It is the intent of IDEM to contract with a vendor or vendors that

provides quality alternative drinking water sources for IDEM in the Office of Land Quality.

Scope of Work

• IDEM requires a Vendor capable of installing and maintaining alternative water sources that meet industry and IDEM standards in residential homes and/or businesses whose wells have been contaminated with hazardous substances and/or petroleum products throughout the State of Indiana near:– Superfund sites; – State Cleanup sites; – Immediate Removal; – and Leaking Underground Storage Tank (LUST) sites.

Scope of Work cont.

• Work will be site-specific and may include installation of:– Point-of-Entry (POE) and Point-of-Use (POU) granular activated

carbon (GAC) filter systems;– POU reverse osmosis (RO) units;– Air strippers; and/or – The provision of bottled water as an alternative water source.

• Work will also include the operation and maintenance of systems already in place.

Scope of Work cont.

• The Vendor shall furnish or arrange for all necessary personnel, materials, facilities, and services needed for installing and maintaining water filter/treatment systems and/or bottled water dispensers for the period of the contract.

• The Vendor may submit a proposal for both the provision of bottled water (as described in 2.4.1, Technical Proposal of this RFP) and water/filter/treatment systems (all other tasks not listed). Or it may submit a bid for either service.

Key DatesActivity Date

Issue of RFP March 14, 2012

Pre-Proposal Conference March 20, 2012

Deadline to Submit Written Questions March 27, 2012

Response to Written Questions/RFP Amendments April 3, 2012

Submission of Proposals April 26, 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 May 3, 2012

Proposal Discussions/Clarifications (if necessary) TBA

Oral Presentations (if necessary) TBA

Best and Final Offers (if necessary) TBA

Contract Award June 1, 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 State contract and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

• Preferences (Sections 2.3.14)– Buy Indiana Initiative/Company

• Must have this certified by the proposal due date

Technical Proposal

• In completing its Technical Proposal, the Respondent must provide an action plan for each task listed below:

• Provision of bottled water and dispensers

• Installation of water/filter/treatment systems

– Granular activated carbon filter systems

– Reverse osmosis units

– Air strippers

• System maintenance and change of filter media

• Storage of spent media

• Disposal of spent media

• Removal of water filter/treatment systems

• Operation and maintenance of systems already in place

• General activities associated with providing safe drinking water

Technical Proposal cont.

• In its Technical Proposal, the Respondent must also include a statement that affirms its ability to:– Service the entire state – Provide services within 48 hours of notification to anywhere in

the state– Obtain and maintain a $100k professional standards insurance

policy

Cost Proposal (Attachment D)

Cost Proposal cont.(Attachment D)

• Within the Cost Proposal Template, the Respondent will be asked to provide its prices for various tasks associated with Alternative Water Services.

• The prices provided must be all-inclusive. – If the Respondent is chosen as the Vendor, no additional costs

may be billed to the State.

• Overall baseline cost: $50,000.00 per year– The worksheet will automatically calculate a “Total

Expected Cost.” This cost may be compared to other bids to determine the score.

Cost Proposal cont.(Attachment D)

• Scoring:– Cost scores will then be normalized to one another, based on

the lowest cost proposal evaluated. The lowest cost proposal receives a total of 30 points. The normalization formula is as follows:

• Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 30

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 5 th

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 Preparation

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

• Use the templates provided for all answers• Do not alter templates• 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 Proposal)– 25 points

3. Cost (Cost Proposal)– 30 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: chahill@idoa.in.gov 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

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 Youathiemann@idoa.in.gov