WIC Sponsors RFP-12-68

Pre-Proposal ConferenceFebruary 8, 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 one or more vendors that can satisfy the State’s need for Laboratory Analytical Services. – It is the intent of IDEM to contract with one or more vendors that

can provide quality Laboratory Analytical Services for IDEM/OWQ.

Background

• In order to support the programs of the IDEM/OWQ, the State of Indiana seeks to acquire appropriate analytical laboratory services to test biological (fish) tissues and aquatic sediment samples for contaminants. – These laboratory services are necessary to provide valid and

timely data.

• The analytical data will be used by the Indiana Department of Environmental Management (IDEM), Indiana State Department of Health (ISDH), and the Indiana Department of Natural Resources (IDNR) in evaluating the continuation of existing, or creation of new Fish Consumption Advisories for the citizens of Indiana.

Background cont.

– Results will also be used by the various program areas of IDEM to determine the extent of contamination in biota (primarily fish) and aquatic sediment from a variety of sources including, but not limited to:

– point or non-point discharges from wastefills;– spill sites;– storage facilities;

– wastewater treatment plants;– non-point sources; etc.

– The results will support IDEM activities in the areas of compliance, enforcement, promotion of safe environmental practices, and protection of the environment and public health.

Scope of Work

• The type of samples to be analyzed by the Vendor will be predominately biological (fish) tissue samples (either whole or portions of) and some surficial aquatic sediment samples collected from rivers, stream and lakes from within Indiana.

• Some of these samples could be from locations suspected of containing hazardous organic and/or inorganic materials at high concentration levels. – Respondents should be aware of the potential hazards

associated with handling and analysis of these samples. It is the Vendor’s responsibility to take all necessary measures to ensure the health and safety of its employees.

Scope of Work cont.

• The Vendor will be responsible for the following services:– Providing proper sample containers, shipping containers, dry ice

and other coolants/preservatives for the samples to IDEM sampling personnel.

– Assumption of the costs associated with sample transportation and shipping.

– Provision of overnight or one-day courier delivery to Vendor’s facility to facilitate sample shipping.

– Performing requested analyses for selected parameters on submitted samples in a timely manner using prescribed methods.

– Preparing analytical reports for samples analyzed.– Continued on the next slide

Scope of Work cont.

– Providing the necessary QA/QC measures and documentation.– Providing raw data results and QC information in a prescribed

electronic format that will allow rapid and accurate uploading into the OWQ’s Assessment Information Management System (AIMS).

– Being available for explanation of reports and expert testimony in enforcement actions when requested.

– Additional services as agreed to by the Vendor and the IDEM/OWQ program area.

Key DatesActivity Date

Issue of RFP January 27, 2012

Pre-Proposal Conference February 8, 2012

Deadline to Submit Written Questions February 14, 2012

Response to Written Questions/RFP Amendments February 21, 2012

Submission of Proposals March 15, 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 March 22, 2012

Proposal Discussions/Clarifications (if necessary) TBA

Oral Presentations (if necessary) TBA

Best and Final Offers (if necessary) TBA

Contract Award May 1, 2012

Business Proposal(Attachment G)

• 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(Attachments D, D1-D7, & E)

• In completing its Technical Proposal, the Respondent must complete Attachment D, the “Technical Proposal Checklist,” and must address the requirements found in Attachments D1-7 and Attachment E. – Where appropriate, supporting documentation

may be referenced by a page and paragraph number.

• However, when this is done, the body of the Technical Proposal must contain a meaningful summary of the referenced material.

Cost Proposal(Attachment F)

Cost Proposal cont.(Attachment H)

Cost Proposal cont.(Attachment H)

• Within the Cost Proposal Template, the Respondent will be asked to provide its laboratory charges for 60-day and 30-day reporting time for 21 distinct tasks.

• The charges 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: $130,000.00– The worksheet will automatically calculate a “Total

Expected Cost.” This cost may be compared to the historic baseline cost to determine the score.

• The State reserves the right to score and award each task individually.

Cost Proposal cont.(Attachment H)

• Scoring:– Respondents who meet the State’s current baseline cost will

receive zero (0) cost points.

– Respondents who propose a decrease to the State’s current costs will receive positive points at the same rate as bid increasing cost.

– Respondents who propose an increase to the State’s current cost will receive negative points at the same rate as bid lowering cost.

– Respondents who propose a 10% decrease to the State’s current baseline cost will receive all of the available cost points.

– If multiple Respondents decrease costs below 10% of the current baseline, an additional 5 points will be added to the Respondent proposing the lowest cost to the State.

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 F (Cost Proposal) must be returned in Excel

• Use the templates provided for all answers• Do not alter templates• Please list all Attachments in Attachment H

(Summary of Attachments)

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Mandatory Requirements– Pass/Fail

2. Management Assessment/Quality (Business & Technical Proposal)– 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)

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 Youkmcclurg@idoa.in.gov