Geological Services for the Mine Subsidence Fund Request for Proposal Pre-Proposal Conference February 23, 2010 Nicole Kenney, IDOA Strategic Sourcing Analyst

Agenda General Information Purpose of RFP Scope of RFP Key Dates Proposal Preparation Proposal 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 All questions must be submitted in writing by February 26, 2010

Purpose of the RFP To select a vendor that can provide geological services to the state –Determine damage to structures that are located on or near abandoned underground coal mines in twenty-six southwestern Indiana counties (review and investigate mine subsidence claims) –To report their findings to the IDOI so a determination can be made as to whether the claim warrants any payment from the Mine Subsidence Fund.

Scope of RFP Baseline is $85,000 annually on geological services for claims submitted in relation to the mine subsidence fund. –State does not guarantee future spending at these levels. Contract Term: 4 year potential –two (2) years from the date of contract execution –possibility of two (2) one-year renewals –If there are additional cost savings to be realized from a longer contract term, please demonstrate those savings in the respondent’s proposal.

Key Dates ActivityDate Issue of RFPFebruary 15, 2010 Pre-Proposal ConferenceFebruary 23, 2010 Deadline to Submit Written QuestionsFebruary 26, 2010 Response to Written Questions/RFP Amendments March 5, 2010 Submission of ProposalsMarch 31, 2010 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal Evaluation TBD Proposal Discussions/Clarifications TBD Oral Presentations TBD Best and Final Offers TBD Contract Award April 30, 2010

Proposal Preparation Attachment D: Cost Proposal –structured as a per hour fee for geological services performed to respond and evaluate all claims related to the Mine Subsidence Fund. Attachment E: Business Proposal – Indiana Preferences Respondent’s Buy Indiana status must be finalized when the RFP response is submitted to the State.

Proposal Preparation Use the templates provided for all answers –Attachment D: Cost Proposal –Attachment E: Business Proposal –Attachment F: Technical Proposal Do not alter templates and return in original format (Word, Excel, etc.)

Proposal Evaluation CriteriaPoints 1. Adherence to Mandatory RequirementsPass/Fail 2. Management Assessment/Quality (Business and Technical Proposal) 30 points 3. Cost (Cost Proposal)-25 to +25 available points Increase = negative points, decrease = positive points, 10% decrease = all points, 5 bonus points to lowest cost if multiple proposed 10% decrease 4. Economic Impact15 5. Buy10 6. Minority (10) and Women Business (10) Subcontractor Commitment 20 Total100 (105 if bonus awarded)

Minority and Women’s Business Enterprises Goals for Proposal –8% Minority Business Enterprise –8% Women’s Business Enterprise

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