Presentation Transcript

1. Pre-Proposal Conference October 17, 2013 10:00 AM Teresa Deaton-Reese, IDOA Senior Account Manager BULK COMMISSARY SERVICES FOR PEN PRODUCTS, A DIVISION OF THE DEPARTMENT OF CORRECTIONRequest for Proposal 14-044
2. General Information Purpose & Scope of RFP Key Dates Proposal Preparation & Evaluation Minority and Women’s Business Enterprises Indiana Veterans’ Business Enterprises Question and Answer Session Agenda
3. Sign-In Sheet Sign-In Sheet and PowerPoint will be posted on IDOA’s Solicitation Website Any questions answered verbally today are not official and should be submitted in writing if it will affect your response. General Information
4. The purpose of this RFP is to select a Vendor that can satisfy the State’s need for over $11,000,000 annually in bulk commissary supplies for re-sale on the IDOC Commissary with the Vendor providing as an added value, and at no cost to the State, technology solutions, one or more operational solutions, and one or more joint ventures linked to offender work opportunities in support of the IDOC Commissary. It is the intent of the Indiana Department of Correction, that PEN Products, a division of the IDOC, will remain the operator of the IDOC Commissary, and remain the seller of commissary products directly to offenders. It is the intent of the Indiana Department of Correction to enter into a contract with a Vendor to provide bulk commissary supplies and, at no cost to the State, one or more technology solutions, one or more operational solutions, and one or more joint ventures that support the IDOC Commissary and create offender jobs. Purpose of the RFP
5. Contractor shall provide the following services under the contract: The Vendor will sell to PEN Products, a division of the Indiana Department of Correction, over $11,000,000 a year of products for re-sale on the IDOC Commissary and for re-sale through other PEN Products operations. Additionally, the Vendor will provide, as an added value, and as not cost to the IDOC, one or more technology solutions, one or more operational solutions, and one or more joint ventures that support the PEN Products commissary operations. If a prospective Respondent does not have all of the capabilities required under this RFP, the State encourages the Respondent to explore sub-contracting with other parties to supply the missing capabilities. The contract shall be for a period of two (2) years from the date of last signature. Scope of RFP
6. Key RFP Dates
7. 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 5th 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. Attachment D-Cost Proposal return in Excel Proposal Preparation
8. Company Financial Information (Section 2.3.3) Confidential information must be kept separate from the proposal in both hard and soft copy Contract Terms (Section 2.3.5) Respondent should review sample State contract (attachment B) and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter Business Proposal(Attachment E)
9. The Template we have provided for you must be used Where appropriate, supporting documentation may be referenced. Please make sure to label any documentation you provide Technical Proposal(Attachment F)
10. The Cost Baseline shall be the aggregate of the cost of all products set forth in the Cost Proposal/Essentials list of Attachment D. There shall be special scoring based on volume discounts, and other incentives. The State is expecting Respondent’s company to offer its lowest net price, or wholesale cost, for all items in the Essentials List. Respondents are required to price ninety-five percent (95%) of Essentials List products in all of the categories. The State may disqualify the bidder this requirement is not met. Please follow the specific set of instructions on each tab of Attachment D for completing your company’s price proposal. The baseline is $23,344,973.22 for a two (2) year contract. The evaluation on cost will be as follows: Cost of all essentials products on Attachment D x quantity requested = Total, with the volume discount offered factored in as an adjustment to reach the final total for a two year term. The State is also looking for volume purchase discounts from a Vendor. The State is looking for a sliding scale on the volume purchase discounts. The targets are four percent (4%) on annual purchases of $6,000,000, seven percent (7%) on annual purchases of $8,000,000 and nine percent (9%) on $10,000,000 per year. This would be on all purchases from the Vendor. Respondent’s cost proposal shall accordingl y include the Respondent’s proposed costs relative to the cost of the products set forth in the Cost Proposal/ Essentials List, Attachment D and the volume discounts it is offering on purchases (annually). Any cost proposal shall include, as set forth in Section 2.4.22 of the Technical Proposal, Commissary in the value of $350,000 a year, which shall account for a consolidation of all rebates offered by product manufacturers. However, the $350,000 for rebates shall not be included in the volume discount proposed Cost Proposal(Attachment D)
11. Cost Proposal – Attachment D
12. 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
13. MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT (ATTACHMENT A) The Total Bid amount comes From Attachment D.
14. INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1) Complete Attachment A1, IVBE Form - Include sub-contractor letters of commitment INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1) Goal for this RFP: 3%
15. INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (Attachment A1) This amount comes from Attachment D.
16. 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.
17. Summary of Evaluation Criteria: Proposal Evaluation
18. Questions and Answers
19. Thank You tdeaton@idoa.in.gov 317/233-3818