Electronic Plans Solution Indiana Department of Homeland Security Pre-Proposal Information Session February 23, :00PM Frank Poole, Indiana Department of Administration

Agenda Introductions Discussion of RFP Process Proposal Evaluation Minority and Women’s Business Enterprises Description of RFP 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.

Proposal Preparation Use the templates provided for all answers Submit your responses within the templates –Attachment E, Business Proposal Template –Attachment F, Technical Proposal Template

Proposal Preparation 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 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. Attachment D, Cost Proposal Template Pricing shall be all inclusive of any costs associated with the response to the technical proposal.

Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Minimum Requirements (Attachment G) –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

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.

Minority and Women’s Business Enterprises Charles Hill, MWBE Division 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 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

Purpose of the RFP The purpose of this Request for Proposal (RFP) is to satisfy the State’s need to select a vendor for an Electronic Plans Solution for the Indiana Department of Homeland Security. The State intends to purchase and put into operation an EPS that will provide applicants, architects, and contractors the ability to submit civil, engineering, and architectural drawings electronically and provide a method for State staff as well as outside agencies to review and manage submitted plans. The EPS will need to be integrated with The State’s Access portal and adapt to current workflow process and submittal cycles.

Key Dates ActivityDate Issue of RFPFebruary 16, 2011 Deadline to Submit Written QuestionsFebruary 25, 2011 Response to Written QuestionsMarch 4, 2011 Submission of ProposalsMarch 25, 2011 Contract AwardApril 22, 2011

Additional Information IDOA PROCUREMENT LINKS AND NUMBERS BUYIN (8946) For Vendor Registration Questions For Inquiries Regarding Substantial Indiana Economic Impact A.Secretary of State of Indiana: Can be reached at (317) for registration assistance. B.Indiana Economic Impact Form: Online version available at C. Minority and Women’s Business Enterprise: for more information for table of IDOA certified MBEs and WBEs. D.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. E. Information Technology (IT) Standards and Policies

Questions and Answers

Thank You