Maximizing the Opportunities of State Certification Indiana Department of Administration Minority and Women’s Business Enterprises Division

Thank for participating in this training session where you will learn and explore the various opportunities available to certified companies who desire to do business with the State of Indiana. It is our hope that you use these resources to garner successful business relationships with our great state. Welcome to the next step in your success!

Agenda Section 1: Content Overview Section 2: Web Resource Guide 7 Minute Break Section 3: Resources Review Section 4: Summary/Q & A Session with the Deputy Commissioner

Positioning for Success RESEARCHING QUESTIONING MARKETING RESPONDING

Overview Certification is one tool in a deep tool kit MWBE is a SUB contracting program Your phone will not ring with a contract These are not quotas, but goals You must work for it

Overview Maintain your business information: BRN Database UNSPSC Codes and Expansions/Amendment Forms Yearly Submission of ACE Forms

Goal Setting M/WBE Participation MBE Participation WBE Participation Construction 7%5% Professional Services 8% Procurement 4%9% Governor’s Commission on Minority and Women’s Business Enterprises sets annual goals (As of July 1, 2007)

Build Key Business Relationships Provide excellent product or service Offer competitive prices Be prepared to attend contracting classes and information sessions Keys to Contracting Success

Market your business to key players in the State Procurement Process –State Purchasers –State Prime Contractors Keys to Contracting Success (Cont’d)

On-line Registration: Bidder Registration Contact Bidder Registration Enrollment Process

Receive solicitations from the State of Indiana Listing in the Buy Indiana Directory Receive a Registration Number/Bidder ID for Certification process Maintain your profile to ensure that your contact information and categories of goods and services are current Bidder Registration and Benefits

If competing as a subcontractor, you WILL NOT receive notification of opportunities by Bidder Registration and Benefits (Cont’d)

Posted online for many larger opportunities Details of agency specifications and requirements for completing the package  Procurement solicitations  Public Works and INDOT Bids  Stadium Construction Bids  Other Opportunities Solicitations

STATE OF INDIANA REQUEST FOR PROPOSALS 8-61 INDIANA DEPARTMENT OF ADMINISTRATION And THE INDIANA DEPARTMENT OF WORKFORCE DEVELOPMENT Solicitation for: Advertising and Marketing Services Proposal Due Date: February 20, 2008 This is an electronic version of a Request for Proposals (RFP). Any alteration to the text or any file associated with this RFP in any way that could be construed to change the intent of the original document is forbidden. Any changes made to the original document may result in your proposal being considered nonresponsive. The original signed document is on file with the Indiana Department of Administration, Procurement Division. Thank you for your interest in doing business with the State of Indiana. CONTENTS OF RFP 8-61 RFP 8-61 consists of the following documents, which may be downloaded from this web site: RFP-8-61 Additional InformationAdditional Information, Indiana One Stop Marketing Plan. Pre-RFP Informational SessionPre-RFP Informational Session, Sign In Sheet. Pre-RFP Informational SessionPre-RFP Informational Session, Presentation. Attachment AAttachment A. This is one form: The Minority & Women's Business Enterprises (MWBE) RFP Subcontractor Commitment form. A completed version of this document must be included with your response. Attachment BAttachment B, Sample Contract. Attachment CAttachment C, Indiana Economic Impact Form. Attachment DAttachment D, Scope of Work. Attachment EAttachment E, Pricing/Cost Proposal. Questions and AnswersQuestions and Answers about the RFP. The inquiry period for this RFP closed February 11, 2008, at 3 p.m. Eastern Time. Posted 2/13/08.

Visit the Procurement Solicitation pages on a regular basis Designate resources to contract proposal preparation Actively participate in networking opportunities –Pre-Proposal Sessions –Business Matchmaking Keys to Contracting Success

Pre-proposal meeting attendees ALMOST ALWAYS get the subcontract Pre-Proposal Meetings

Opportunity for Prime Contractors and Sub- Contractors to ask questions of the Agency with regard to the details of the proposed business need Relationship building time – identify how you bring value to the bid and sell your niche Attendee Contact information is available if you are unable to make a session – Contact Procurement or Public Works Pre-Proposal Meetings (Cont’d)

Pre-meeting introduction period Be Certified by IDOA listed on directory Pre-Proposal Meetings (Cont’d)

1.Maintain accurate bidder profile 2.Maintain UNSPSC Codes 3.Submit business changes immediately and annually with an (ACE form) Affidavit of Continuing Eligibility form 4.IDOA Public Works requires pre-qualification for both primes and subs on contracts over $150,000 Be Prepared and Know the Rules (Cont’d)

Public Works does not require bonds for subcontractors MWBE Division offers consultations to explain the processes Be Prepared and Know the Rules (cont’d)

Review Current QPA’s Review Current Contracts Does the State Buy It?

Meet with Key State Staff Know PEN Products and State Use Commodity or Professional Service or Construction –Different procurement methods and evaluation processes Does the State Buy It? (Cont’d)

 Small Sales or Large Sales Decentralized vs. Centralized decision making  Prime Contractor or Sub Contractor –MWBE preference is only for subcontracting –Agencies can meet goals through use of MWBE primes Know Your Market (Cont’d)

Small Construction Projects: Less than $75,000 Decentralized - managed by state facility managers Three bids are required

Small Construction Projects: Less than $75,000 (Cont’d) Solicitations to MBEs and WBEs encouraged Contact the state institutions directly and notify them of your interest

MWBE Construction Bid Policy Applies to: 1.Public Works 2.State Office Building Commission 3.INDOT State-Funded projects

MWBE Construction Bid Policy (Cont’d) Lowest RESPONSIVE bidder wins To be “responsive” a prime must exhibit best efforts Detailed best efforts policy implemented in January 2006

MWBE Construction Bid Policy (Cont’d) 1.Notice to MBE and WBEs 2.Economically Feasible Subcontract 3.Consideration of all MBE and WBE quotes

MWBE Construction Bid Policy (Cont’d) 4.MBE and WBE Barrier Assistance 5.Advertisement 6.Agency Assistance 7.Research participation Area - “think out of the box”

MWBE Construction Bid Policy (Cont’d) 8.Response Time 9.Documentation of Statements from M/WBEs 10.Availability of M/WBEs 11.Other criteria

Centralized – managed by IDOA Division of Public Works Current solicitations posted on the web Large Construction Projects: over $75,000

Large Construction Projects: over $75,000 (Cont’d) Prequalification from Public Works required for both prime and sub bids over $200,000 Notify M/WBE compliance if you are interested in subcontracting on a project

Attend pre-bid meetings to introduce your firm to prime bidders – dates are on web Prime provides potential subs with bid package that states their needs Large Construction Projects: over $75,000 (Cont’d)

Potential subs respond by submitting price with a signature on the package Submit a copy of your proposal to MWBE compliance and or fax it to: Large Construction Projects: over $75,000 (Cont’d)

Construction & Professional Services Selected from a pool of firms that have expressed interest Upcoming projects are listed on web Interested firms should send qualifications to Public Works

Request for Quotation (RFQ) Invitation to Bid (BID) Request for Proposal (RFP) Methods of Procurement

For goods & general services Under $2,500 –Bidders contacted by phone or in writing –At least 3 Vendors must be contacted Requests for Quotation

$2,500 - $75,000 –Agency determines need and writes specifications –Sends RFQ to at least 3 Vendors –Open for 7 days Requests for Quotation (Cont’d)

Greater than $75,000 Centralized through Indiana Department of Administration Invitation to Bid

Advertised on web Must be open for 14 days Lowest bid wins Invitation to Bid (Cont’d)

Centralized Used for Goods, General Services or Professional Service Request for Proposal (RFP)

Opportunity posted on the website and all firms are invited to respond For greater than $75,000 Request for Proposal (RFP) - (Cont’d)

Pre-RFP Informational Session –Opportunity for Prime Contractors and Sub- Contractors to ask questions of the Agency with regard to the details of the proposed business need Request for Proposal Process

Relationship building time –identify how you bring value to the bid and sell your niche –whether you will be a Prime Contractor or a Sub- Contractor Request for Proposal Process (Cont’d)

Attendee Contact information is available if you are unable to make a session – Contact the Procurement Contact for the Pre-RFP Session. Pre-meeting introduction period Request for Proposal Process (Cont’d)

After the Pre-RFP Informational Session –Request for Proposal is issued –Available electronically on the Procurement Website Request for Proposal Issued

After the Pre-RFP Informational Session –Details of agency specifications and requirements for completing the package are available under the RFP link Request for Proposal Issued (Cont’d)

Summary of Evaluation Criteria 1. Adherence to Mandatory Requirements Pass/ Fail 2. Management Assessment/Quality (Business and Technical Proposal) * 25 points 3. Cost (Cost Proposal) * 30 points (* Agency can fix these + or – 10 points)

Summary of Evaluation Criteria 4. Indiana Economic Impact 15 points 5. Buy Indiana 10 points 6. MBE participation 10 points 7. WBE participation 10 points

Score Related Marketing Strategies Indiana Economic Impact Highest utilization wins, not goal attainment

Attend Pre-Bid Meetings Tell Firms about your interest Steps to Awards

Construction: Milestone Calendar published in Solicitation Proposal prepared Steps to Awards (Cont’d)

Commitment letter required from M/WBE – (See Sample letter in resource section) Steps to Awards (Cont’d)

MWBE subcontractors to protect self with written commitment Prime Contractor is notified and negotiations begin Steps to Awards (Cont’d)

Prime Contractor receives awarded contract Public Inspection Steps to Awards (Cont’d)

Professional Services The law allows for professional services to be contracted without a competitive process* (* This happens occasionally when an agency needs to maintain certain quality controls, only a few firms provide the service, or other reasons)

Professional Services (Cont’d) Make sure agency subject matter experts are aware of your expertise and interest before they search out a vendor

Solicited through BID for straight forward items or RFP for more complex commodities Selected Vendor provides goods or services Quantity Purchase Agreement (QPA)

Stated unit price Specific time frame – usually a year Quantity Purchase Agreement (QPA) – (Cont’d)

IDOA procurement and public works buyers-awards low bidder only Who Decides?

Agency Procurement Agents-who gets RFQ’s, Professional Service, special procurements Who Decides?

Who Decides? (Cont’d) Prime Contractors who will serve as contractors Facility Superintendents-decide who gets RFQs All names listed on the web

Who Decides? (Cont’d) Agency subject matter experts-who get RFQs, RFPs, professional services, special procurements and who win points in evaluation process

Solicited through BID for straight forward items or RFP for more complex commodities Selected Vendor provides goods or services Quantity Purchase Agreement (QPA)

Trade groups and service organizations hold events, maintain resources and offer assistance Monitor web pages for meetings and pre-proposal conferences Making Connections

Attend meetings and pre- proposal conferences * (Successful M/WBEs almost always attend pre-proposal meetings) Making Connections (Cont’d)

Attend networking events and trade shows Monitor MWBED calendar of events Making Connections (Cont’d)

Prime Contractors must honor participation plan or create another plan As a subcontractor, make certain there is a written agreement with the prime you can enforce Monitoring Compliance

MWBED audits contracts Primes in non-compliance face sanctions Monitoring Compliance (Cont’d)

Sanctions range from payment withholding to suspension or revocation of contractor’s ability to perform on future state contracts Monitoring Compliance (Cont’d)

Contact MWBE division with any non-compliance concerns Monitoring Compliance (Cont’d)

Networking to Success Networking- n.v. a group of people who exchange information, contacts, and experience for professional or social purposes. -The Oxford Dictionary

Networking to Success (Tips for Successful Networking) 30 second elevator speech Ask the Buyer for more detail about their business needs

Networking to Success (Tips for Successful Networking) Outline why your product or service is of superior benefit to the buyer Clarify when the Buyer will need the goods or services

Networking to Success (Tips for Successful Networking) BRING PLENTY OF BUSINESS CARDS AND PROMOTIONAL MATERIALS! Make sure your cards are easily accessible

Networking to Success (Tips for Successful Networking) Use the State contracts listing, QPA list, networking contacts, and other resources to identify what you have to sell that meets the needs of the buyer.

Networking to Success (Tips for Successful Networking) Tell them why they should engage your firm

Networking to Success (Tips for Successful Networking) Be an attentive listener Engage in conversation related to the business opportunities

Networking to Success (Tips for Successful Networking) Plan your next meeting or pinpoint a date to follow up

Networking to Success (Tips for Successful Networking) Know the influential people in your field or target market. Seek them out at events with a specific purpose in mind

Networking to Success (Tips for Successful Networking) Jot down a few personal notes on the back of the business cards that will help you remember key points

Networking to Success (Tips for Successful Networking) Don’t spend too much time with one person Develop and maintain relationships long term

Step 1: Research the Market Resource people: Active contracts: Doing Business with the State of Indiana

Step 1: Research the Market Public Works Projects: Buy Indiana: Doing Business with the State of Indiana

Special Purchasing Programs: State Use Program: PEN Products:

Doing Business with the State of Indiana Step 2: Register with the Indiana Secretary of State Indiana Secretary of State:

Doing Business with the State of Indiana Step 3: Register with the appropriate State agency and department as determined by your business offerings

Doing Business with the State of Indiana IDOA Procurement Bidder Registration: IDOA Public Works: Minority and Women’s Business Enterprises:

Doing Business with the State of Indiana Indiana Department of Transportation: DBE Program:

Doing Business with the State of Indiana Step 4: Review the Ethics Guide Ethics Guide for Contractors: contractbid.html contractbid.html

Doing Business with the State of Indiana Step 5: Register as an Executive Branch Lobbyist Executive Branch Lobbyist Registration:

Doing Business with the State of Indiana Step 6: Secure any related DNR/IDEM training or licenses Environmental Management: Natural Resources:

Doing Business with the State of Indiana Step 7: Market Your Firm Return to Step 1 Resources

Doing Business with the State of Indiana Stay in contact with the relevant buyers to learn about upcoming opportunities and express an interest

Doing Business with the State of Indiana Regularly review the contracts and projects to make long term planning determinations

Doing Business with the State of Indiana Regularly Review Current Solicitations IDOA Procurement: IDOA Public Works: Indiana Stadium and Convention Center:

Doing Business with the State of Indiana Attend Meetings Regarding Specific Solicitations Division maintains a separate listing for Pre-RFP meetings at

Doing Business with the State of Indiana Step 8: Maintain Registrations and Contact Information Buy Indiana Directory: IDOA Business Registration: IDOA Minority and Women’s Business Enterprises

Doing Business with the State of Indiana State of Indiana Telephone Directory Every state employee is listed on this website

Doing Business with the State of Indiana Step 9: Know the Rules IDOA M/WBE Laws and Procedures: IDOA Procurement Vendor Handbook: IDOA Public Works Forms and Manuals:

Doing Business with the State of Indiana Step 9. Know the Rules (Cont’d) The UNSPSC Code website

Contact Us Minority and Women Business Enterprise 402 W. Washington Street, Room W469 Indianapolis, IN