DCS Children’s Justice Act (CJA) Conference Planning Services Request for Proposal Pre-Proposal Conference June 28, :00 PM Kyle McClurg, Department of Administration

Agenda General Information Purpose & Scope of RFP Key Dates Proposal Preparation & 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 –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.

Purpose of the RFP The purpose of this RFP is to select a vendor that can satisfy the State’s need for a Conference Coordinator to assist DCS and the CJA Taskforce in producing a yearly conference for multidisciplinary staff concerning the identification of medical, social and legal issues related to the crimes of child abuse and neglect.

Contract Term Contract Term: 4 years –Two (2) years from the date of contract execution –Possibility of two (2) one-year renewals The state expects respondents to provide highly competitive cost solutions with consideration of the contract term.

Scope of RFP Conference Coordinator will manage: –Conference budget –Vendor negotiations –Establishing the facility/site for the annual conference –Contracting for all services associated with the Children’s Justice Act (CJA) Annual Conference

Scope of RFP Conference Coordinator will attend scheduled conference planning meetings with the CJA Taskforce Conference Sub-Committee. – At these meetings Conference Coordinator will provide an agenda of items to discuss with the Taskforce. Update of the status of the conference (information on plenary speakers, breakout sessions, etc.). Conference Coordinator will create a timeline for critical dates and will be responsible for tracking the planning process and meeting the self- imposed deadlines within the timeline.

Scope of RFP Conference Coordinator will report to the DCS Liaison and the CJA Task Force Conference Sub-Committee the following information via weekly written reports: –An accounting of registration fees income, conference related expenditures, and other items as requested by either DCS or the CJA Taskforce Conference Sub- Committee.

Scope of RFP Conference Coordinator will be responsible for collecting: –Training materials –Handouts –Session presenters and keynote speaker professional biographies. Conference Coordinator will be responsible for providing annual conference attendees with training materials and handouts as appropriate for conference breakout sessions and general/plenary sessions.

Scope of RFP CEU Units : –Conference Coordinator will also be responsible for obtaining CEU units for Conference attendees as appropriate (examples include but are not limited to: Continuing Legal Education Credit, Social Work Continuing Education, etc.).

Scope of RFP Example Schedule: TimeEvent 8:00-9:00 amRegistration and Coffee 9:00-10:30 amOpening Session-Welcome and Opening Remarks Keynote Speaker 10:30-10:45 am Break 10:45-NoonBreakout Sessions-Multi-Disciplinary Tracks* Noon-1:30 pmLunch-Keynote Speaker 1:30-2:45 pmBreakout Sessions-Multi-Disciplinary Tracks* 2:45-3:00 pmBreak 3:00-4:15 pmBreakout Sessions-Multi-Disciplinary Tracks* 4:15-5:30pmClosing Session

Scope of RFP *Multi-Disciplinary Tracks may include but not be limited to the following: –Law Enforcement –Child Protective Services and Child Welfare Family Case Managers –Prosecution –Medical-Doctors, Nurses, Nurse Practitioners –Mental Health –Victims Assistance –Child Advocacy Centers –Education

Key Dates ActivityDate Issue of RFPJune 17, 2011 Pre-Proposal ConferenceJune 28, 2011 Deadline to Submit Written QuestionsJuly 1, 2011 Response to Written Questions/RFP Amendments July 8, 2011 Submission of ProposalsJuly 29, 2011 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal Evaluation August 10, TBD Proposal Discussions/Clarifications (if necessary) TBD Best and Final Offers (if necessary) TBD Award Recommendation September 1, 2011 Contract Award October 1, 2011

Proposal Preparation Submit your responses within the templates –Attachment E, Business Proposal Template –Attachment F, Technical Proposal Template Attachment D, Cost Proposal Template –Estimate a two (2) year budget for the services requested in this RFP. –After completing the template the Respondent will have proposed a “Total Program Cost.” The “Total Program Cost” will be measured against the baseline cost for this contract when each proposal is evaluated.

Proposal Preparation Buy Indiana Preference, 5 definitions –Status shall be finalized by proposal due date. –Details provided in Business Proposal. 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.

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 (potential 5 bonus points) 4. Indiana Economic Impact –15 points 5. Buy Indiana –10 points 6. Minority (10) and Women Business (10) –Subcontractor Commitment 20 points (potential 2 bonus pts) * 100 Total Points (potential 107 pts)

Minority and Women’s Business Enterprises Charles Hill, MWBE Division Contact Information - or Phone: 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 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

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

Thank You Kyle McClurg