Onsite Clinic Development & ManagementRequest for Proposal 11- 80

Pre-Proposal ConferenceJune 29, 2011

1:00 PM

Nicole Kenney, Department of Administration

Agenda

• General Information• Purpose & Scope of RFP• Key Dates• Proposal Preparation & Evaluation• Minority and Women’s Business Enterprises• Question and Answer Session

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– 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.

Purpose of the RFPThe purpose of this RFP is to select a vendor to develop and manage an onsite clinic in the Indiana Government Center building in Indianapolis.

Contract Term: 4 years– Three years from the date of contract execution – possibility of a one-year renewal– The state expects respondents to provide highly

competitive cost solutions with consideration of the contract term.

Scope of RFPThe State of Indiana is exploring the possibility of offering onsite medical services to approximately 15,000 eligible State of Indiana employees working in Marion County, to include but not limited to: primary care, health risk assessments, immunizations/injections, new hire physicals (limited scope), exams and screenings, prescriptions, and pharmaceuticals.

This clinic will only be open to eligible employees, not spouses or dependents.

Scope of RFPClinic Development• 10,000 square feet on ground floor of IGC

– Attachment G is floor plan of the available space.– Mandatory requirement of the awarded vendor to

follow public works procurement process to develop the clinic and locker/shower area.

– Construction begins September 2011 with clinic opening January 2012.

– All permanent structures will be owned by the State at the end of the contract term.

Scope of RFPClinic Management• Minimum Services Provided to Eligible State

Employees– Primary Care– Health Risk Assessments – Immunizations & Injections– New Hire Physicals (limited scope)– Exams & Screenings– Prescriptions & Pharmaceuticals– Coordination with the State of Indiana Wellness Program to

provide, educational, intervention, and incentive programs– Lab tests, biometric screenings, & preventive care

Scope of RFPClinic Management• Anticipated operating hours of 7:30 am – 5:00

pm Monday - Friday; not open on state holidays.• The State currently has a population of 85% of

employees covered under consumer driven health plans that may be paired with an HSA. The state will customize its level of services for this onsite clinic in order to comply with IRS guidelines, Notice 2008-59.

Key DatesActivity Date

Issue of RFP June 22, 2011

Pre-Proposal Conference June 29, 2011

Deadline to Submit Written Questions July 1, 2011

Response to Written Questions/RFP Amendments

July 8, 2011

Submission of Proposals July 15, 2011

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

Proposal Evaluation July 15, 2011 - TBD

Formal Presentations Week of August 1, 2011

Final Detailed Cost Proposal for Construction of Clinic Week of August 15, 2011

Proposal Discussions/Clarifications (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contract Award Week of August 29, 2011

Procurement & Construction of Clinic September 2011

Onsite Clinic Opening January 1, 2012

Proposal Preparation• Submit your responses within the templates

– Attachment E, Business Proposal Template– Attachment F, Technical Proposal Template

• Attachment D, Cost Proposal Template– All-inclusive per eligible member per month fee for the

entirety of the scope of services required by the state resulting in the contract.

• State has identified 15,000 eligible employees• Detail the fees included in the PMPM fee

– Detail the fees passed through to the state• Lab services, pharmaceuticals, etc.

Proposal Preparation• Buy Indiana Preference, 5 definitions

– Status shall be finalized by proposal due date.– Details provided in Business Proposal.

• Attachment C, Indiana Economic Impact– 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.

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 (potential 2 bonus pts)

* 100 Total Points

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 April, 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 You