1. Courier Services Request for Proposal 11-46 Pre-Proposal Conference February 17, 2011 Chad Johnson Department of Administration

2. Agenda Introduction & General Information Purpose & Scope of RFP Key Dates Proposal Preparation & Evaluation 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 Verbal responses not binding All questions must be submitted in writing by Tuesday, March 1 st

4. Purpose of the RFP To obtain the services of a qualified and experienced courier service to ship library materials throughout the State of Indiana To ship materials from one dropsite to another using a single shipping system with a set list of locations for regular, daily service To find a vendor that will provide these services to the State at a very competitive price

5. Scope of RFP Approximately four hundred (400) dropsites are currently served On average, the selected vendor will make approximately 800 stops per week Stops include public, academic, school, institutional and special libraries See attachment F for list of current dropsites

6. Scope of RFP ISL currently spends approximately $350,000 annually on courier services (based on historical data) Future spending at this level is not a guarentee Contract Term: –One (1) year from the date of contract execution –Possibility of three (3) one-year renewals –Total term of four (4) years

7. Key Dates ActivityDate Issue of RFP Wednesday, February 9, 2011 Pre-Proposal Conference Thursday, February 17, 2011 Deadline to Submit Written Questions Tuesday, February 22, 2011 Response to Written Questions/RFP Amendments Tuesday, March 1, 2011 Submission of Proposals Tuesday, March 15, 2011 Contract Award May 6, 2011

8. Proposal Preparation Use template provided Cost Proposal (Attachment D) –Price shall be fixed annually and be presented in a per-dropsite, per-day format –All necessary extras should be included in the final bid price, including any fuel surcharges or volume-based fluctuations –Price charged for a dropsite will be prorated based on its service start date Must be returned as an Excel spreadsheet

9. Proposal Preparation Buy Indiana Preference, 5 definitions –Status shall be finalized by proposal due date –Details provided in Business Proposal Attachment C, Indiana Economic Impact –Definition of FTE (Full-Time Equivalent) –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.

10. Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Mandatory Requirements –Pass/Fail 2. Management Assessment/Quality (Business & Technical) –30 points 3. Cost (Cost Proposal) –+25 to -25 points available (5 bonus points awarded if certain criteria is met) 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

11. Minority and Women’s Business Enterprises Charles Hill, MWBE Division Attachment A, MWBE form Goals for Proposal –8% Minority Business Enterprise –8% Women’s Business Enterprise Commercially Viable

12. 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 http://www.in.gov/idoa/2352.htmhttp://www.in.gov/idoa/2352.htm Must be used to provide the goods or services specific to the contract National Corporate Diversity Plans are generally not acceptable

13. Minority and Women’s Business Enterprises

14. Additional Information Indiana Department of Administration: http://www.in.gov/idoa/prochttp://www.in.gov/idoa/proc View current solicitations and updates (Click State of Indiana Opportunities) Register as a bidder with the State of Indiana (Click Bidding on State Contracts) http://www.in.gov/idoa/2467.htm: link to Buy Indiana information and vendor registration with IDOA. For inquiries regarding substantial Indiana Economic Impact, contact buyindianainvest@idoa.in.govhttp://www.in.gov/idoa/2467.htmbuyindianainvest@idoa.in.gov http://www.in.gov/idoa/minority: link to more information and full listing of IDOA certified Minority and Women owned Businesseshttp://www.in.gov/idoa/minority Indiana Secretary of State: http://www.in.gov/soshttp://www.in.gov/sos For registration assistance, call (317) 232-6576 Indiana Office of Technology: http://in.gov/iot/2394.htmhttp://in.gov/iot/2394.htm Link to Information Technology (IT) Standards and Policies

15. Questions and Answers

16. Thank You Chad Johnson chjohnson@idoa.in.gov