INDIANA DEPARTMENT OF ADMINISTRATION Incontinence, Ostomy, and Urological Supplies REQUEST FOR...

INDIANA DEPARTMENT OF ADMINISTRATION

Incontinence, Ostomy, and Urological Supplies

REQUEST FOR PROPOSAL 14-32on behalf of

FAMILY & SOCIAL SERVICES ADMINISTRATION


TODAY’S AGENDA

•General Information•RFP Questions and Answers•Accessing RFP Documents•Key Dates•RFP Outline•Minority and Women’s Business Enterprises•Indiana Veteran’s Business Enterprises•Indiana Economic Impact•Cost Proposal•Business Proposal•Technical Proposal•Intent-to-Respond Form•Product Coverage Requirements•RFP Scoring and Evaluation•Unofficial Questions and Answers•Additional Information


GENERAL INFORMATION

•Please sign in on the attendee sign-in sheets

•Scanned copies of the sign-in sheet(s) and this presentation will be posted on the State’s

solicitation website: http://www.in.gov/idoa/proc/bids/rfp-14-32/

• Today’s meeting will discuss IDOA’s RFP process and how to submit a proposal. Attendance is not mandatory.

• Follow-up questions for FSSA or IDOA can be submitted in writing

http://www.in.gov/idoa/proc/bids/rfp-14-32/



RFP QUESTIONS AND ANSWERS

Questions answered verbally today are not official, and answers are not binding. Questions should be submitted in writing if they will affect your proposal response. Use the file called Attachment H.

All questions must be submitted in writing by 3:00 PM EDT August 30, 2013

Email: [email protected]

mailto:[email protected]


ACCESSING RFP DOCUMENTS

1) Go to http://www.in.gov/idoa/proc

2) Click on “State of Indiana Opportunities”


ACCESSING RFP DOCUMENTS

3) Scroll through the list and click on the relevant procurement

4) Bookmark this page!http://www.in.gov/idoa/proc/bids/rfp-14-32/




KEY DATES

Activity Date

Issue of RFP August 22, 2013

Pre-Proposal Conference August 29, 2013, 1:00 ET

Deadline to Submit Written Questions and Requested Intent-to-Respond Form August 30, 2013 (Tomorrow)

Deadline to Submit Attachment J - Notice of Inability to Provide Products September 5, 2013

Response to Written Questions September 6, 2013

Submission of Proposals September 18, 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 October 4, 2013

Proposal Discussions/Clarifications (if necessary) October 10, 2013

Oral Presentations (if necessary) October 10, 2013

Best and Final Offers (if necessary) October 10, 2013

Award Recommendation November 8, 2013


RFP OUTLINESection 1.5 of the RFP gives an outline of the procurement’s contents. Respondents

should submit Attachments A, A1, C, E, F, G, H (optional), I (optional), and J (optional).

Section Description

Section 1 – General Information and Requested Products or Services

This section provides an overview of the RFP, general timelines for the process, and a summary of the products/services being solicited by the State/Agency via this RFP

Section 2 – Proposal Preparation Instruction

This section provides instructions on the format and content of the RFP including a Letter of Transmittal, Business Proposal, Technical Proposal, and a Cost Proposal

Section 3 – Proposal Evaluation Criteria

This sections discusses the evaluation criteria to be used to evaluate respodents’ proposals

Attachment A M/WBE Sub-Contractor Commitment Form

Attachment A1 IVBE Participation Plan Form

Attachment B Sample Contract

Attachment C Indiana Economic Impact Form

Attachment D Scope Of Work

Attachment E Cost Proposal Template

Attachment F Business Proposal Template

Attachment G Technical Proposal Template

Attachment H Question and Answer Template

Attachment I Intent to Respond Form

Attachment J Notice of Inability to Provide Products


MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT

(ATTACHMENT A)Complete Attachment A, MWBE Form- Include sub-contractor letters of commitment

Goals for this RFP:- 8% Minority Business

Enterprise- 8% Women’s Business

Enterprise


$$$$$$

This amount comes from Attachment E.

MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT

(ATTACHMENT A)


INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1)

Complete Attachment A1, IVBE Form- Include sub-contractor letters of commitment

Goal for this RFP: 3%


$$$$$$

This amount comes from Attachment E.

INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1)


INDIANA ECONOMIC IMPACT FORM (ATTACHMENT C)

The State defines FTE as a measurement of an employee's productivity on a specific project or contract. One (1) FTE equals one (1) Indiana resident employee fully engaged in the execution of activities or services germane to the scope of work included in this solicitation and the resulting contract; forty (40) hours a week, fifty-two (52) weeks a year. If there are two (2) employees each spending 1/2 of their working time, 20 hours per week, on a project that would also equal 1.

$$$$$$


COST PROPOSAL TEMPLATE (ATTACHMENT E)The Cost Proposal can be found in Attachment E. Be sure to submit it in Excel format, and do not modify the form.

Use this amount on forms A, A1, and C.


BUSINESS PROPOSAL TEMPLATE (ATTACHMENT F)

Submit your business proposal on Attachment F.Company Financial Information (Section 2.3.3)

Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, the entire RFP file may be viewed and copied by any member of the public, including news agencies and competitors. Respondents claiming a statutory exception to the APRA must place all confidential documents (including the requisite number of copies) in a sealed envelope clearly marked “Confidential” and must indicate in the Transmittal Letter and on the outside of that envelope that confidential materials are included. The Respondent must also specify which statutory exception of APRA that applies. The State reserves the right to make determinations of confidentiality.


TECHNICAL PROPOSAL (ATTACHMENT G)

Submit your Technical Proposal by answering every question on Attachment G, using its numbering system. Clearly refer to any attachments or additional information.


INTENT-TO-RESPOND FORM (ATTACHMENT I)

This form is not mandatory, but it will help the State plan logistics for the evaluation process. We would appreciate it if you would complete Attachment I and submit it

along with any questions.

Attachment I should be received by 3:00 PM EDT August 30, 2013




PRODUCT COVERAGE REQUIREMENTS (ATTACHMENT J)

As explained in the RFP and the Cost Proposal instructions, you must offer at least three brands of products for each HCPCS code. If you perceive an issue providing this level of product coverage for specific items, submit Attachment J.

Attachment J must be received by 3:00 PM EDT September 5, 2013




RFP SCORING AND EVALUATION

See Section Three of the RFP for details about scoring. The following table is from Section 3.2.

Criteria Points

Adherence to Mandatory Requirements Pass/Fail

Management Assessment/Quality (Business and Technical Proposal) 35

Cost (Cost Proposal) 25 (5 bonus points may be available, see Section 3.2.3)

Indiana Economic Impact 5

Buy Indiana 10

Minority (10) and Women Business (10) Subcontractor Commitment

20 (2 bonus points may be available, see Section 3.2.6)

Indiana Veteran Business Enterprise (IVBE) Subcontractor Commitment

5 (1 bonus point may be available, see Section 3.2.7)

Total 100 (108 if all bonus points are awarded)


UNOFFICIAL QUESTIONS AND ANSWERS

Any questions?


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. Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State. http://www.in.gov/idoa/2467.htm

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

C. 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.

http://www.in.gov/idoa/2788.htm



http://www.in.gov/sos

http://www.in.gov/idoa/files/vendor_handbook.doc

http://www.in.gov/idoa/files/Certification_List(48).xls



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