1. Medication Management System RFP Pre-Proposal Conference
July 25, 2011
Molly Martin, Dept. of Administration
FSSA Sr. Account Manager

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

3. 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
Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state.

4. Overview
It is the intent of FSSA to contract with a vendor who will provide a new Medication Management System which will be an efficient means of prescribing, dispensing and administering medication safely to hospital patients within the six (6) State Operated Facilities (SOF) in the State of Indiana.
Currently, our Pharmacy systems are not standard across the six (6) State Operated Facilities (SOF).

5. Overview (cont.)
It is the State’s intent to procure a Closed Loop Medication Management System with the ability to interface or integrate with other systems internal and external to the State Operated Facilities.
It is the intent of the State to standardize the solution where appropriate and will implement by each State Operated Facility.
The new solution must provide the following modules:
Computerized Practitioner Order Entry Module
Pharmacy Module
Electronic Medication Administration Module (eMAR)
Financial Module

6. Why A Closed Loop Medication System
Medication Selection/ Reconciliation
Ordering
Verification/ Dispensing
Administration
Education
Monitoring
Everyone is involved in the process:
From the Practitioner who Orders the Medication,
To the Pharmacist who Dispenses,
To the Nurse who Administers, Educates, Monitors
To the Medication Selection/Reconciliation
Then the Loop automatically results back to Order so they can continually improve Patient Care
Why?
Patient Safety
Decrease Medication Errors
Decrease drug-drug interactions (DDI’s)
Support proper Drug selection and dosing
Medication Management Cycle

7. Proposal Preparation
The state expects respondents to provide cost effective, creative solutions when submitting proposals.
Business & Technical Proposal Contents
A cost proposal template has been provided; please return back in Excel format.
Buy Indiana Preference, 5 definitions
Status shall be finalized by proposal due date.
Attachment C, Indiana Economic Impact
Definition of FTE (Full-Time Equivalent).

8. Proposal Evaluation Summary of Evaluation Criteria:
1. Adherence to Mandatory 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 (102 if bonus awarded)

9. Key Dates Written Questions Due: July 29
Responses to Questions: August 3
Proposal Due Date: August 22
Tentative Award Date: TBD

10. Minority & 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

12. Minority & 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

14. Minority & Women’s Business Enterprises
Effective April, 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
1.25
2.50
3.75
5.00
6.25
7.50
8.75 10

15. Minority & Women’s Business Enterprises
Bidder
MBE %
Pts.
WBE %
Total Pts.
Bidder 1
12.0%
10.0
10.0%
11.0
21.0
Bidder 2
6.0%
7.5
4.0%
5.0
12.5
Bidder 3
8.0%
20.0
Bidder 4
16.0%
0.0%
-1.0
Bidder 5
-2.0

16. 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.
B. Secretary of State of Indiana:
Can be reached at (317) for registration assistance.
C. See 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
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.

17. Questions & Answers