External Grantee Evaluation Services RFP Pre-Proposal Conference March 17, 2011 Kyle McClurg, IDOA Strategic Sourcing Analyst

Agenda General Information Purpose of RFP Scope of Work Contract Terms 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 Friday, March 18 th

Purpose of the RFP It is the intent of the Department of Education (DOE) to contract with a vendor that can provide external grantee evaluation of the Indiana Resource Network (IRN) and State Personnel Development Grant (SPDG). Vendor should provide State services at a competitive price

Scope of Work The Individuals(s) and/or organization(s) selected will be responsible for: –Establishing a system of monitoring and rating of the professional development and technical assistance provided by the IRN and SPDG discretionary grantees. –Monitoring of the communication, collaboration and teamwork between the discretionary grantees of the IRN and SPDG. –Monitoring and reporting on the pre-established outcomes, objectives, goals and tasks of the IRN and SPDG discretionary grantees.

Scope of Work cont. –Monitoring and reporting on the completion and fulfillment of the mutually created action plans, created by the IRN and SPDG grantees in conjunction with each LEA receiving technical assistance and professional development. –Communicating with LEAs receiving technical assistance and professional development from the IRN and SPDG discretionary grantees and reporting on LEA outcomes of administered assistance and support.

Scope of Work cont. Proposals for the independent, external grantee evaluator service shall include comprehensive plans that consist of the following components: –Data security plans –Means for soliciting information –Timeline –Personnel –Materials and other expenses (phone service, mailings, etc.) –Training for data collectors, if applicable –Evaluative data collection activities –Presentation of results of evaluations

Baseline Cost Baseline cost for the administration of this contract for the first year is $114,000

Contract Terms One (1) year from the date of contract execution Possibility of three (3) one-year renewals Totaling four (4) years.

Key Dates ActivityDate Issue of RFP Pre-Proposal Conference Deadline to Submit Written Questions Response to Written Questions/RFP Amendments Submission of Proposals 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 (if necessary) TBD Oral Presentations (if necessary) TBD Best and Final Offers (if necessary) TBD Contract Award June 1, 2011

Business Proposal Contract Terms –Respondent should review State contract and note exceptions of State mandatory and non-mandatory clauses in Transmittal Letter Preferences (Section ) –Respondent can only claim one (1) of the following: Indiana Small Business Buy Indiana Initiative/Company –Must have this certified and completed by the proposal due date

Technical Proposal The Technical Proposal must be divided into the sections described in Section 2.4. Address the points in the order the prompts are given. –Use Attachment F as template. May include extra attachments. –Use Attachment G to organize attachments.

Cost Proposal (Attachment D) Baseline ($114,000 per year) is based on expected expenditures. Respondent must estimate a one (1) year budget for the administration of the program using the template in Attachment D. –Completing the template, the Respondent will have calculated a “Total Program Cost.” –The “Total Program Cost” will be measured against the baseline cost for this contract when each proposal is evaluated.

Indiana Economic Impact (Attachment C) In lines 18 and 21 of the Indiana Economic Impact (IEI) form, Respondents are asked to provide the FTE of in- state workers committed to this program. –Both primary and subcontractor FTE FTE=Full Time Equivalent –Not Full Time Employee –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) –25 points 3. Cost (Cost Proposal) –30 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

Minority and Women’s Business Enterprises Charles Hill, M/WBE Division Goals for Proposal –8% Minority Business Enterprise –8% Women’s Business Enterprise Complete Attachment A –Accompanying letter(s) must contain the % of the bid amount committed to the M/WBE and services to be provided. –Must be on subcontractor letterhead and be addressed to the Prime Contractor.

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

Additional Information/Helpful Links Indiana Department of Administration: –View current solicitations and updates (Click “State of Indiana Opportunities”) –Register as a bidder with the State of Indiana (Click “Bidding on State Contracts”) – link to Buy Indiana information and vendor registration with IDOA. For inquiries regarding substantial Indiana Economic Impact, contact link to more information and full listing of IDOA certified Minority and Women owned Businesseshttp:// Indiana Secretary of State: –For registration assistance, call (317) Indiana Office of Technology: –Link to Information Technology (IT) Standards and Policies.

Questions and Answers

Thank You Kyle McClurg