1. INDIANA DEPARTMENT OF ADMINISTRATION
Incontinence, Ostomy, and Urological Supplies REQUEST FOR PROPOSAL on behalf of FAMILY & SOCIAL SERVICES ADMINISTRATION
INDIANA DEPARTMENT OF ADMINISTRATION

2. TODAY’S AGENDA General Information RFP Questions and Answers
Accessing RFP Documents
Key Dates
RFP Outline
Minority and Women’s Business Enterprises
Indiana Veteran’s Business Enterprises
Indiana Economic Impact
Cost Proposal
Business Proposal
Technical Proposal
Intent-to-Respond Form
Product Coverage Requirements
RFP Scoring and Evaluation
Unofficial Questions and Answers
Additional Information
INDIANA DEPARTMENT OF ADMINISTRATION

3. GENERAL INFORMATION Please sign in on the attendee sign-in sheets
Scanned copies of the sign-in sheet(s) and this presentation will be posted on the State’s
solicitation website:
Today’s meeting will discuss IDOA’s RFP process and how to submit a proposal.
Attendance is not mandatory.
Follow-up questions for FSSA or IDOA can be submitted in writing
INDIANA DEPARTMENT OF ADMINISTRATION

4. RFP QUESTIONS AND ANSWERS
Questions answered verbally today are not official, and answers are not binding. Questions should be submitted in writing if they will affect your proposal response.
Use the file called Attachment H.
All questions must be submitted in writing by 3:00 PM EDT August 30, 2013
INDIANA DEPARTMENT OF ADMINISTRATION

5. ACCESSING RFP DOCUMENTS
1) Go to
2) Click on “State of Indiana Opportunities”
INDIANA DEPARTMENT OF ADMINISTRATION

6. ACCESSING RFP DOCUMENTS
3) Scroll through the list and click on the relevant procurement
4) Bookmark this page!
INDIANA DEPARTMENT OF ADMINISTRATION

7. KEY DATES Activity Date Issue of RFP August 22, 2013
Pre-Proposal Conference
August 29, 2013, 1:00 ET
Deadline to Submit Written Questions and Requested Intent-to-Respond Form
August 30, 2013
(Tomorrow)
Deadline to Submit Attachment J - Notice of Inability to Provide Products
September 5, 2013
Response to Written Questions
September 6, 2013
Submission of Proposals
September 18, 2013
The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.
Proposal Evaluation
October 4, 2013
Proposal Discussions/Clarifications (if necessary)
October 10, 2013
Oral Presentations (if necessary)
Best and Final Offers (if necessary)
Award Recommendation
November 8, 2013
INDIANA DEPARTMENT OF ADMINISTRATION

8. RFP OUTLINE
Section 1.5 of the RFP gives an outline of the procurement’s contents. Respondents should submit Attachments A, A1, C, E, F, G, H (optional), I (optional), and J (optional).
Section
Description
Section 1 – General Information and Requested Products or Services
This section provides an overview of the RFP, general timelines for the process, and a summary of the products/services being solicited by the State/Agency via this RFP
Section 2 – Proposal Preparation Instruction
This section provides instructions on the format and content of the RFP including a Letter of Transmittal, Business Proposal, Technical Proposal, and a Cost Proposal
Section 3 – Proposal Evaluation Criteria
This sections discusses the evaluation criteria to be used to evaluate respodents’ proposals
Attachment A
M/WBE Sub-Contractor Commitment Form
Attachment A1
IVBE Participation Plan Form
Attachment B
Sample Contract
Attachment C
Indiana Economic Impact Form
Attachment D
Scope Of Work
Attachment E
Cost Proposal Template
Attachment F
Business Proposal Template
Attachment G
Technical Proposal Template
Attachment H
Question and Answer Template
Attachment I
Intent to Respond Form
Attachment J
Notice of Inability to Provide Products
INDIANA DEPARTMENT OF ADMINISTRATION

9. MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT (ATTACHMENT A)
Complete Attachment A, MWBE Form
- Include sub-contractor letters of commitment
Goals for this RFP:
- 8% Minority Business Enterprise
- 8% Women’s Business Enterprise
INDIANA DEPARTMENT OF ADMINISTRATION

10. MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT (ATTACHMENT A)
This amount comes from Attachment E.
$$$$$$
INDIANA DEPARTMENT OF ADMINISTRATION

11. INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1)
Complete Attachment A1, IVBE Form
- Include sub-contractor letters of commitment
Goal for this RFP: 3%
INDIANA DEPARTMENT OF ADMINISTRATION

12. INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1)
This amount comes from Attachment E.
$$$$$$
INDIANA DEPARTMENT OF ADMINISTRATION

13. INDIANA ECONOMIC IMPACT FORM (ATTACHMENT C)
The State defines FTE as a measurement of an employee's productivity on a specific project or contract.
One (1) FTE equals one (1) Indiana resident employee fully engaged in the execution of activities or services germane to the scope of work included in this solicitation and the resulting contract; forty (40) hours a week, fifty-two (52) weeks a year. If there are two (2) employees each spending 1/2 of their working time, 20 hours per week, on a project that would also equal 1.
$$$$$$
INDIANA DEPARTMENT OF ADMINISTRATION

14. COST PROPOSAL TEMPLATE (ATTACHMENT E)
The Cost Proposal can be found in Attachment E. Be sure to submit it in Excel format, and do not modify the form.
Use this amount on forms A, A1, and C.
INDIANA DEPARTMENT OF ADMINISTRATION

15. BUSINESS PROPOSAL TEMPLATE (ATTACHMENT F)
Submit your business proposal on Attachment F.
Company Financial Information
(Section 2.3.3)
Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC et seq., and, after the contract award, the entire RFP file may be viewed and copied by any member of the public, including news agencies and competitors. Respondents claiming a statutory exception to the APRA must place all confidential documents (including the requisite number of copies) in a sealed envelope clearly marked “Confidential” and must indicate in the Transmittal Letter and on the outside of that envelope that confidential materials are included. The Respondent must also specify which statutory exception of APRA that applies. The State reserves the right to make determinations of confidentiality.
INDIANA DEPARTMENT OF ADMINISTRATION

16. TECHNICAL PROPOSAL (ATTACHMENT G)
Submit your Technical Proposal by answering every question on Attachment G, using its numbering system. Clearly refer to any attachments or additional information.
INDIANA DEPARTMENT OF ADMINISTRATION

17. INTENT-TO-RESPOND FORM (ATTACHMENT I)
This form is not mandatory, but it will help the State plan logistics for the evaluation process. We would appreciate it if you would complete Attachment I and submit it along with any questions.
Attachment I should be received by 3:00 PM EDT August 30, 2013
INDIANA DEPARTMENT OF ADMINISTRATION

18. PRODUCT COVERAGE REQUIREMENTS (ATTACHMENT J)
As explained in the RFP and the Cost Proposal instructions, you must offer at least three brands of products for each HCPCS code. If you perceive an issue providing this level of product coverage for specific items, submit Attachment J.
Attachment J must be received by 3:00 PM EDT September 5, 2013
INDIANA DEPARTMENT OF ADMINISTRATION

19. RFP SCORING AND EVALUATION
See Section Three of the RFP for details about scoring. The following table is from Section 3.2.
Criteria
Points
Adherence to Mandatory Requirements
Pass/Fail
Management Assessment/Quality (Business and Technical Proposal) 35
Cost (Cost Proposal)
25 (5 bonus points may be available, see Section 3.2.3)
Indiana Economic Impact 5
Buy Indiana 10
Minority (10) and Women Business (10) Subcontractor Commitment
20 (2 bonus points may be available, see Section 3.2.6)
Indiana Veteran Business Enterprise (IVBE) Subcontractor Commitment
5 (1 bonus point may be available, see Section 3.2.7)
Total
100 (108 if all bonus points are awarded)
INDIANA DEPARTMENT OF ADMINISTRATION

20. UNOFFICIAL QUESTIONS AND ANSWERS
Any questions?
INDIANA DEPARTMENT OF ADMINISTRATION

21. ADDITIONAL INFORMATION IDOA PROCUREMENT LINKS AND NUMBERS
BUYIN (8946) For Vendor Registration Questions
For Inquiries Regarding Substantial Indiana Economic Impact
Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State.
Secretary of State of Indiana: Can be reached at (317) for registration assistance.
Vendor Handbook: Online version available at
Minority and Women Owned Business Enterprises: for table of IDOA certified MBEs and WBEs. For more WBE’s information
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.
INDIANA DEPARTMENT OF ADMINISTRATION