Centralized Production and Direct Distribution of License Plates and Registration Cards Request for Proposal 10-2 Pre-Proposal Conference August 12, 2009 Trent Hagerty, IDOA Governor’s Fellow

Agenda General Information Purpose of RFP Scope of RFP Key Dates Proposal Preparation Proposal 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 All questions must be submitted in writing by Friday, August 14, 2009 at 3:00 PM

Purpose of the RFP BMV wishes to contract with a vendor that provides the services required to produce and distribute license plates and registration cards. The contract would be for the BMV’s Resequencing Project beginning December 1, 2009.

Scope of RFP Phase 1 –The issuance of five(5) new special recognition groups approved for issuance beginning January 1, –Minimum volume would be 500 plates for each new group. –Also includes the additional 1,200,000 plates being re-issued for 22 additional plate types. –Plates will be issued over 46 days throughout the calendar year Phase 2 –The complete re-issuance of all plates for the existing 70+ groups in the special recognition plate program beginning December 1, –Expected volume is 400,000 to 500,000 plates. –Plates will be issued over 46 days throughout the calendar year

Scope of RFP BMV spends on average of $4 million annually for the plates and services associated with RFP –Spends approximately $10 million annually –State does not guarantee future spending at these levels. Contract Term: –two (2) years from the date of contract execution –possibility of two (2) one-year renewals –totaling four (4) years.

Key Dates ActivityDate Issue of RFPAugust 5, 2009 Pre-Proposal ConferenceAugust 12, 2009 Deadline to Submit Written QuestionsAugust 14, 2009 Response to Written Questions/RFP Amendments August 19, 2009 Intent to Respond Form (Attachment I)August 19, 2009 Submission of ProposalsAugust 31, 2009 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal EvaluationTBD Proposal Discussions/ClarificationsTBD Oral PresentationsTBD Best and Final OffersTBD Contract AwardSeptember 30, 2009

Technical Proposal (Attachment H) Data Management and Integrity/Security of Data –Section Please be very descriptive when answering these four questions. Vendor’s responsibility to portray that security measures are strong. Joint Venture with PEN Products –Section IDOA will not facilitate this relationship. IDOA would like to see a detailed plan of your proposed business relationship.

Cost Proposal (Attachment D) Respondents MUST be precise in the use of number terms. Please use the following as a guideline: –a. Enter "0" if there is no charge for an item. –b. Leave cells blank if the line item is not applicable to the Respondents proposal. –c. Do NOT enter text into cells that request numerical responses. Doing so could result in an incorrect analysis and disqualification of the Respondent. All numeric cells have been pre-formatted to display the information as the State deems necessary Do not alter template –Changing the format of these cells or workbook could result in an incorrect analysis and possible disqualification of the Respondent.

Proposal Preparation Use the templates provided for all answers Do not alter templates Attachment D (Cost Proposal) must be returned in Excel Please list all Attachments in Attachment F (Summary of Attachments)

Proposal Evaluation Summary 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

Minority and Women’s Business Enterprises Goals for Proposal –8% Minority Business Enterprise –8% Women’s Business Enterprise

Minority and Women’s Business Enterprises Attachment A –Commitment of total participation provided by Minority and Women’s Business Enterprises –Please use $4 million to complete Attachment A

Minority and Women’s Business Enterprises

Additional Information IDOA PROCUREMENT LINKS AND NUMBERS BUYIN (8946) For Vendor Registration Questions For Inquiries Regarding Substantial Indiana Economic Impact A. Link 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) for registration assistance. C.See Vendor Handbook: Online version available at D.Minority and Women Owned Business Enterprises: for table of IDOA certified MBEs and WBEs. For more WBE’s information E.RFP posting and updates: Go to (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

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