IDOA Office Supply and Toner Products Pre-Proposal Conference May 14, 2012 Adam Thiemann 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 Purpose & RFP Information 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 and K12 entities need for office supply and toner purchases on a statewide basis. It is the intent of the State to contract with a vendor or vendors that provide the State and K12 entities, who elect to purchase through the resulting contract, products and services as specified within this RFP at a competitive price.

RFP Information While Other Governmental Bodies’ and K12 entity participation in State contracts and QPAs is not mandatory, the overarching goal of the K12Indiana and OneIndiana initiatives is to encourage Other Governmental Bodies and K12 entities to use the price agreement(s) resulting from this RFP. Increased utilization by these entities significantly enhances the business opportunity for the winning vendors without having to participate in additional RFP processes individually with these entities.

RFP Information The goal is to address agency and K12 entity needs with four focused lists of Market Basket items, which represent the most cost-effective and highest use items. For needs beyond the Market Basket, the State expects a highly competitive net price utilizing a discount from Respondent’s list price on all the different product categories 1. State Office Supplies 2. K12 Office Supplies 3. State Toner 4. K12 Toner

Public Requests for Information -Pam Lollar, Office Manager

Key Dates ActivityDate Issue of RFP May 4, 2012 Pre-Proposal Conference May 14, 2012 Deadline to Submit Written Questions May 18, 3:00 P.M. Response to Written Questions/RFP Amendments May 25, 2012 Submission of Proposals June 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 June 18, 2012 Proposal Discussions/Clarifications (if necessary) TBD Oral Presentations (if necessary) TBD Best and Final Offers (if necessary) TBD Contract Award July 27, 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 sample State contract (Attachment B) and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

Technical Proposal (Attachment F) Please use the Template we have provided for you. Where appropriate, supporting documentation may be referenced by a page and paragraph number. If there are multiple references or multiple documents, these must be listed and organized for ease of use by the State in the Summary of Attachments, Attachment G.

Cost Proposal Attachment D- Must be returned in Excel Format

Cost Proposal Scoring Methodology Price will be measured against the State’s baseline cost for this scope of work. The cost that the State is currently paying or its best estimate will constitute the baseline cost. Cost scoring points will be assigned as follows: 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 –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 your company is awarded a contract and all 5 contracts get an equal amount of commitment from the Contract Manager, then they only commit 20% of his or her time to the Indiana contract. Therefore the Contract Manger is only worth 0.2 FTE, not 1.0.

Proposal Evaluation Summary 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 (7 bonus possible)

Minority and Women’s Business Enterprises 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 Subcontractors 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 Subcontractor commitment form must be from the Subcontractor to the Prime Contractor, written on the Subs Letter Head The subcontractor commitment letter should include a description of the services they are going to provide and the matching dollar and percentage from Attachment A.

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

Minority and Women’s Business Enterprises BidderMBE %Pts.WBE %Pts.Total Pts. Bidder 112.0% % Bidder 26.0%7.54.0% Bidder 38.0% % Bidder 416.0% %10.0 Bidder 50.0%0.0%-2.0 RFP MWBE Scoring Example

Questions?

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