State of Indiana Bids for Bituminous & Aggregate Product Purchases for 2011 Nicole Kenney Strategic Sourcing Analyst Indiana Department of Administration

TOPICS INCLUDED Bid Information OneIndiana.net Step by Step Guide Frequently Asked Questions Event Timeline Resources

BID INFORMATION The State of Indiana invites locals to participate in two upcoming bids –Bituminous Products (“hot mix”) – PICK UP ONLY –Aggregate Products – PICK UP & DELIVERY This is the first time the state has asked locals to participate in the bid process for these products –Quantities are not guaranteed to the vendors; they are provided as insight into the potential purchases by the participating entities. This will achieve the most aggressive prices from vendors.

BID INFORMATION The state anticipates significant savings by including local entities in the bid process The additional local business is incentive for more aggressive pricing from vendors Historically, the state has awarded these products to every qualified vendor so these products were not awarded strategically by price The state will aggressively evaluate prices bid by vendors

BID INFORMATION The state will evaluate and award both the Bituminous Bid and Aggregate Bid by price (meeting specifications) by INDOT Sub-District. –INDOT District Map: This will result in multiple vendors for each INDOT DISTRICT available to local entities to purchase products in 2011.

ONEINDIANA.NET Go to and log in with your username and password from top right hand corner of the page Problems with login

ONEINDIANA.NET From the main page, click BID REQUESTS Then Click RESPOND Then, click green RESPOND button next to Bituminous & Aggregate Products Bid 2011

ONEINDIANA.NET You will see the following at the top of your screen –Name –Description –Type: Commitment –Close Date: October 15, 2010 –View FAQ Scroll down to enter your NAME and PHONE Enter in any COMMENTS you wish to tell us about your response –For example, you can tell us you want to participate in both the bituminous and aggregate bids and that you have entered in your estimates in the line items

ONEINDIANA.NET Below the comments box, click the ARROW to expand and see the line items for the two product categories: Bituminous Products, Aggregate Products Click the PENCIL to add information to the items your entity purchases The first line item in each category has the minimum specifications as defined by INDOT. Please refer to this document for any question on the line item components.

ONEINDIANA.NET Enter in the following information: –Last Price Paid: enter the price your entity paid in 2010 –Last Supplier Used: enter the supplier(s) used; if multiple suppliers used – enter all names with commas Then click NEXT to enter your tonnage and delivery information –DELIVERY INFORMATION IS ONLY APPLICABLE FOR THE AGGREGATE BID

ONEINDIANA.NET Enter your estimated 2011 QUANTITY (in tons), select your address, then click ADD DELIVERY NEED –Delivery Method & Notes is only applicable for AGGREGATE PRODUCTS Click FINISH –This will take you back to the main page where you can enter information for another LINE ITEM or SUBMIT your bid

ONEINDIANA.NET After you click FINISH when entering a line item, it will take you back to the main page. Scroll to the bottom to review your responses you have entered; click the pencil to go back to make changes Click SUBMIT to participate in the state’s bid. –Only those categories you enter in line item information will be the bids your entity will participate. For example, if you enter information for bituminous products, but no aggregate line items, your entity will participate in the bituminous bid, not the aggregate bid. –You will receive a confirmation almost immediately after you click SUBMIT

FREQUENTLY ASKED QUESTIONS I entered in my line items, clicked ADD DELIVERY NEED, clicked FINISH, and it took me back to the first page. Did you get my response? –No, you still need to click the SUBMIT button at the bottom right corner on the main page. Before you click SUBMIT, scroll to the bottom of that page, click the arrow to expand the line items. –It should now say “responded” in the line items that you entered in information. You can also click the PENCIL again to make more changes. –You will receive a confirmation in your inbox almost immediately after you click SUBMIT.

EVENT TIMELINE TIMELINE OF EVENTS DATEACTIVITY DESCRIPTION October 4, 2010 – October 15, 2010 Local units of government commit to bid and contract participation via Week of October 25 th State releases bids to vendor community Week of November 15 th Bituminous bid closes (bids due from vendors) Aggregate bid closes (bids due from vendors) Week of December 13 th (or earlier) State awards bituminous contracts State awards aggregate contracts

RESOURCES IDOA Bituminous & Aggregate Website: Contact Information Nicole Kenney