RFP IDEM/OLQ Field Response Services Pre-Proposal Conference April 3, 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 & Scope of RFP Key Dates Proposal Preparation & Evaluation Minority and Women’s Business Enterprises IDEM Question and Answer Session

Purpose of the RFP The purpose of this RFP is to select a vendor that can satisfy the State’s need for environmental field response services. It is the intent of IDEM to contract with a vendor or vendors that provides quality environmental field response services, at competitive prices, for the Office of Land Quality at IDEM.

Scope of RFP The Vendor shall address hazardous substance and petroleum response activities for the State of Indiana. The Vendor may be requested to perform specific work activities consistent with the Risk Integrated System of Closure (RISC) policy. The Scope of Work section of the RFP specifies the types of services that the State of Indiana frequently uses for the State Cleanup and Emergency Response Programs

Scope of RFP Other services include support to the Superfund, Defense Environmental Restoration, Site Investigation, Brownfields, Natural Resource Damage Assessment, Leaking Underground Storage Tanks, Underground Storage Tanks, Resource and Conservation Recovery Act (RCRA) Corrective Action Programs, and Abandoned Landfill Program. A wide variety of work activities can result from this RFP including, underground storage tank removal, construction of site security measures, disposal of derived and hazardous wastes, removal projects, among many other possibilities.

Scope of RFP IDEM’s office of Land Quality projects $1,100,504 for contracts under the field services master agreements in fiscal year The State is not in a position to guarantee that future spending will be at these levels, this amount is provided as an aid to suppliers in responding to this RFP, and completion of Attachment A and C. Contract Term The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be four (4) one-year renewals for a total of four (8) years at the State’s option.

Key Dates ActivityDate Issue of RFP March 22, 2012 Pre-Proposal Conference April 3, 2012 Deadline to Submit Written Questions April 10, 3:00 P.M. Response to Written Questions/RFP Amendments April 17, 2012 Submission of Proposals May 18, 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 1, 2012 Proposal Discussions/Clarifications (if necessary) TBD Oral Presentations (if necessary) TBD Best and Final Offers (if necessary) TBD Contract Award August 17, 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 Section 2.4 of the RFP contains detailed instructions for preparing your Technical Proposal. For each of the Tasks described in Section 1.4 of the RFP, please provide the required information (e.g. ability, experience, personnel, subcontractors, references, QMP) 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 F.

Cost Proposal Attachment D- Must be returned in Excel Format RFP RESPONDENT NAME Standard Labor HISTORICAL RATE/HOUR ($) PROPOSED RATE/HOUR ($) Personnel Field Technician$40.00 Drafter$45.00 Equipment Operator$45.00 Senior Field Technician$55.00 Field Supervisor$60.00 Health & Safety Officer$60.00 Project Coordinator$60.00 Staff Geologist/Engineer/Hydro-Geologist$70.00 Project Manager$80.00 Post Emergency Incident Manager$80.00 Senior Geologist/Engineer/Hydro-Geologist$85.00 Senior Project Manager$90.00 Professional Engineer$ Clerical$30.00 Sheet 1 of 7

Cost Proposal Scoring Methodology Each line item will be scored individually by being normalized to one another, based on the lowest price evaluated. Respondent’s Line Item Score = (Lowest Price / Respondent’s Price) X 20 Within each worksheet in the Cost Proposal Template (Attachment D) Excel workbook, the Respondent’s line item scores will be averaged and then each of the seven (7) average scores will be weighted in the following fashion: –Standard Labor Rates: 15% Standard Materials: 20% –Emergency Spill Rates: 10% Standard Equipment: 25% –Unoperated Equipment: 15% Travel, Lodging and Per Diem: 5% –Non Hazardous Waste Disposal: 10% Finally, the weighted average scores from each worksheet will be added together to formulate the Respondent’s Cost Proposal score.

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 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 Proposal) –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 (2 bonus possible)

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

IDEM Questions?

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