1. Statewide Voter Registration System (SVRS) RFP 13-97, Pre-proposal Conference June 6, 2013

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

3. General Information  Please sign attendance sheet.  Sign-in Sheet and PowerPoint will be posted on IDOA’s Solicitation Website.  Hold questions until the end of the presentation.  Information provided in this conference is not binding on the State unless later issued in writing.

4. Purpose of RFP 13-97 The purpose of this RFP is to select a respondent to provide services across the key support areas for the statewide voter registration system (SVRS) including: System Hosting Services, Network Services, Application Software Maintenance Support, Application Software Enhancement Services, Application Help Desk Services, and Application Proficiency Training Services. The goal of the SVRS is to serve the voters of the State and to comply with the Help America Vote Act of 2002 (HAVA) and related sections of Indiana statutes.

5. RFP Information Changes to legislation governing elections, additional requirements for data access, the need to provide improvements to system interfaces, and the need to explore cost effective ways to extend the technology platform of the SVRS are driving the request from the IED/SOS for vendor proposals. The Indiana Election Division and Secretary of State are not looking to replace the existing SVRS. Rather, the IED/SOS is seeking improvements to the ongoing, cost effective maintenance and support of the hardware and software while maximizing application performance.

6. RFP Information (cont.)  The IED/SOS is seeking a vendor solution that will:  Achieve a more cost effective structure for delivering the requested services  Improve the governance model for the services provided, including managing service delivery around defined service levels and benchmarks  Implement enhancements and extensions to the SVRS system that improve system functionality  Improve access to data and reporting capabilities for the IED, and county users where necessary, along with greater flexibility in extracting and reviewing SVRS data

7. RFP Information (cont.)  Provide an approach for extending the SVRS platform using new technology solutions where applicable  Deliver responsive and thorough Help Desk support and ongoing Proficiency Training on SVRS functionality  Provide business analysis support and coordination to requests that the Indiana Election Division might have on enhancements or investigations regarding system function

8. Milestone Dates ACTIVITYCOMPLETION DATE RFP Issued to target vendors 5/28/13 Respondent pre-bid conference 6/06/13 Respondent inquiry period ends 6/10/13 Final State responses to inquiries 6/12/13 Proposal submission date 6/21/13 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal EvaluationWeek of 6/24/13 Proposal Discussions/Clarifications (if necessary)*Week of 7/08/13 Oral Presentations (if necessary)*Week of 7/15/13 Best and Final Offers (if necessary)*Week of 7/22/13 Contract Award*Week of 7/29/13

9. Proposal Preparation  Components consist of the Business, Technical, and Cost Proposal Templates; use of these templates are mandatory in proposal completion  Business Proposal (Attachment E)  Company Financial Information (Section 2.3.3) o Confidential information must be kept separate from the proposal in both hard and soft copy  Contract Terms (Section 2.3.5) o Respondent should review sample State contract (Attachment B) and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

10. Proposal Preparation (cont.)  References (Section 2.3.6)  Three for whom your company has provided the same or similar services; and,  Up to three for past five years where contract was terminated for cause or convenience  Technical Proposal (Attachment F)  Requests specific responses to questions or elaboration on corporate services regarding o Transition and Resources o Program Management Services

11. Proposal Preparation (cont.) o Software Maintenance Services o Software Enhancement Services o Training Services o Help Desk Services o Hosting Services o Network Services  If necessary, supporting documentation may be referenced by a page and paragraph number.  Reference Attachments G, H, I, and K in assessing the State’s needs and responding to this proposal.

12. Proposal Preparation (cont.)  Cost Proposal (Attachment D) – return in Excel format  Be as creative as possible regarding cost to the State, as cost efficiency for the State will be a consideration in determining whether a contract(s) will be awarded based on responses to the RFP and the selection of a service provider.

13. Proposal Evaluation

14.  Cost Scoring Methodology  Cost proposed will be measured against the State’s baseline cost for this scope of work. The cost that the State is currently paying or its best estimate will constitute the baseline cost. In the State’s current contract for these services, the last two full years is valued at $4.5 million.  Points are assigned positively for a decrease to the State’s baseline cost. Proposals with 10% cost decrease from baseline receive all available cost points.  Respondents are encouraged to submit most competitive costs proposals initially.

15. Proposal Evaluation (cont.)  Indiana Economic Impact (Attachment C)  The total number of full time equivalent Indiana resident employees for the Respondent’s proposal (prime contractor and subcontractors) will be used to evaluate the Respondent’s Indiana Economic Impact.  The aggregate time of partially committed employees also counts towards a respondent’s total FTE count. Examples: Two (2) resident employees who individually spend 20 hours per week on the performance of this project count as one (1) FTE. A resident employee spending 30 hours per week on this project counts as.75 of a FTE.

16. Proposal Evaluation (cont.)  Buy Indiana (Section 2.7) “Indiana business” refers to any of the following:  (1) A business whose principal place of business is located in Indiana.  (2) A business that pays a majority of its payroll (in dollar volume) to residents of Indiana.  (3) A business that employs Indiana residents as a majority of its employees.  (4) A business that makes significant capital investments in Indiana.  (5) A business that has a substantial positive economic impact on Indiana.

17. Minority and Women’s Business Enterprises  Minority and Women’s Business Enterprises (Attachment A)  Utilization goals are 8% for Minority and 8% Women Business Enterprises  Proposals should include subcontractor letters of commitment  Pay Audit system monitors payments made by the State to the prime(s) and actively checks compliance against stated goals

18. Minority and Women’s Business Enterprises  Proposed subcontractors must meet the following requirements:  Subcontractors must be listed on the IDOA Directory of Certified Firms.  Each firm may only serve as one 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  The subcontractor commitment letter should include a description of the services they are going to provide and the matching dollar and percentage.

19. Minority and Women’s Business Enterprises  Effective May, 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

20. Minority and Women’s Business Enterprises RFP MWBE Scoring Example BidderMBE %Pts.WBE %Pts.Total Pts. Bidder 112.0%10.010.0%11.021.0 Bidder 26.0%7.54.0%5.012.5 Bidder 38.0%10.08.0%10.020.0 Bidder 416.0%11.00.0%10.0 Bidder 50.0%0.0%-2.0

21. Question and Answer Session Questions?

22. Additional Information ADDITIONAL INFORMATION IDOA PROCUREMENT LINKS AND NUMBERS http://www.in.gov/idoa/2354.htm 1-877-77BUYIN (8946) For Vendor Registration Questions http://www.in.gov/idoa/2464.htm For Inquiries Regarding Substantial Indiana Economic Impact A. Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State. http://www.in.gov/idoa/2467.htm http://www.in.gov/idoa/2467.htm B. Secretary of State of Indiana: Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos www.in.gov/sos C. Vendor Handbook: Online version available at http://www.in.gov/idoa/files/vendor_handbook.dochttp://www.in.gov/idoa/files/vendor_handbook.doc D. Minority and Women Owned Business Enterprises: http://www.in.gov/idoa/files/Certification_List(48).xls for table of IDOA certified MBEs and WBEs. For more WBE’s information http://www.in.gov/idoa/2352.htmhttp://www.in.gov/idoa/files/Certification_List(48).xls http://www.in.gov/idoa/2352.htm E. RFP posting and updates: Go to http://www.in.gov/idoa/2354.htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number onhttp://www.in.gov/idoa/2354.htm left-hand side and click the link.