1. Equipment Maintenance Management Program Request for Proposal Pre-Proposal Conference May 28, 2009

2. Agenda Purpose of RFP Scope of RFP Key Dates Proposal Preparation
Proposal Evaluation
Minority and Women’s Business Enterprises
Question and Answer Session

3. Purpose of the RFP
To select a vendor that provides quality management of an equipment maintenance program at a cost effective price.
Partner with the State in analyzing equipment maintenance expenditures while maintaining desired service levels and maximizing budgeted dollars.

4. Scope of RFP The State conducted a pilot program with the Remi Group.
14 agencies added electronic equipment from traditional maintenance contracts, time and materials maintenance, or no maintenance agreement at all.
Details in Attachment N, Historical Information.
Today, agency calls service vendor of choice when service is needed.
Online equipment database and tracking tool for managing equipment.

5. Scope of RFP
$462,000 in traditional annual spend currently on the program.
State does not guarantee future spending at these levels
Attachment A, MWBE Subcontractor Form
Electronic Equipment Categories
General medical, hospital, lab, and testing equipment
All other electronic equipment
Online Equipment Management Tool

6. Key Dates Activity Date Issue of RFP May 15, 2009
Pre-Proposal Conference
May 28, 2009
Deadline to Submit Written Questions
June 1, 2009
Response to Written Questions/RFP Amendments
June 8, 2009
Submission of Intent to Respond Form
Submission of Proposals
July 1, 2009

7. OneIndiana Initiative
OneIndiana.net is a secure and credentials based website for all State QPA products and services.
Section (Business Proposal)
In order for your awarded contract to be included in OneIndiana.net, IDOA requires a yes response to questions 1-5 in Attachment G, Business Proposal.
Attachment K, L, and M

8. Minimum Requirements (Attachment E)
Vendor must meet or exceed annual commitment percentage for Minority & Women’s Business Enterprises subcontractor goals throughout the life of the contract.
Attachment A
Vendor shall cover preventative and/or corrective maintenance needs for hardware and/or software as it relates to equipment per the manufacturer’s specifications.
Online Equipment Management Tool

9. Cost Proposal (Attachment D)
Respondent must bid on all equipment categories to be considered a valid bid.
Minimum Savings Percentage
Hardware/Software
Preventative and/or Corrective
STATE OF INDIANA PORTFOLIO (VOLUME BASED ON TRADITIONAL CONTRACT SPEND)
EQUIPMENT CATEGORY
< = $1,500,000.00
General Medical, Hospital, Lab, and Testing Equipment
All Other Eligible Electronic Equipment
> $1,500, and <= $3,000,000.00
> $3,000,000.00
Additional Pricing Information
Creative solutions that yield additional savings to the State.

10. Proposal Preparation
Use the templates provided for all answers and do not alter templates.
Please list all attachments in Attachment F, Summary of Attachments.
Electronic copies of your proposal
Please return in original format.
Technical Proposal (Attachment H) in Microsoft Word
Cost Proposal (Attachment D) in Microsoft Excel
Please do not submit your entire proposal as one PDF file.

11. Proposal Evaluation Summary of Evaluation Criteria:
1. Adherence to Minimum Requirements
Pass/Fail
2. Management Assessment/Quality (Business & Technical)
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

12. Minority and Women’s Business Enterprises
Goals for Proposal
8% Minority Business Enterprise (MBE)
8% Women’s Business Enterprise (WBE)
Attachment A
Commitment of total participation provided by Minority and Women’s Business Enterprises
The State is expecting Respondents to indicate the percentages for Minority and Women’s Business Enterprises that they are committed to achieving (if awarded this contract).

13. Questions and Answers

14. 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, MWBE business loop up, etc.
B. Secretary of State of Indiana:
Can be reached at (317) for registration assistance.
C. Indiana Economic Impact Form:
Online version available at
Minority and Women Owned Business Enterprises:
for more information for table of IDOA certified MBEs and WBEs.
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.

15. Thank You