IT Hardware, Peripherals and Related Services Request for Proposal 13-26

1. IT Hardware, Peripherals and Related ServicesRequest for Proposal13-26 Pre-Proposal Information Session September 19, 2012 9:30AM Mark Hempel, Indiana Department of Administration

2. Agenda • 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 • Any questions answered verbally today are not official and should be submitted in writing if it will affect your proposal response • All questions must be submitted in writing by 3:00PM EST on September 21, 2012

4. Purpose of the RFP The purpose of this RFP is to select a vendor(s) that can satisfy the State’s IT Hardware and Related Service needs. It is the intent of IDOA and IOT to contract with a vendor(s) that provides quality IT Hardware for the Indiana State agencies, and Other Governmental Bodies including, but not limited to State educational institutions and municipalities.

5. Scope of the RFP This RFP includes information regarding IT Hardware purchases made by the State Agencies primarily through the IOT under the Refresh Program. The IOT refreshes all State-issued computers to a standard desktop or laptop model, allowing them to more efficiently and effectively support IT resources across the State. Each agency is on a 4 year rotation schedule. The IOT’s goal is to continue standardization in the equipment purchased and to channel most purchases to the vendor/equipment configurations that meet enterprise requirements at the lowest price point, without sacrificing quality. As such, we have created standard configurations that Respondents are required to price out to maximize internal goals of limiting most purchases to these standard configurations. The objective also remains to maintain smallest vendor base to realize purchase volume efficiencies and to manage the oversight of this contract in a centralized fashion.

6. Scope of the RFP • Current Purchasing Profile Over the past fiscal year, State Agencies and Other Governmental Bodies spent approximately $20.2 million and K-12 spent $18.7 million on IT Hardware, as defined to be within scope of this RFP. While the State cannot commit to specific purchase volumes or amounts, the past year’s spending should be reasonable indication of the State’s near term IT Hardware needs. • Standard Configurations It is the intention of the State, through this RFP process, to continue purchasing standard configurations for IT Hardware. IOT will control the purchasing of these products with the focus on the majority of the purchases within the standard configurations. Detailed information on the makeup of these configurations is outlined in Attachment D. -Maximizing Adoption of Standard Configurations -Standard Configurations Refresh -Authorization Guidelines

7. Key Dates

8. Proposal Preparation 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 Template Pricing shall be all inclusive of any costs associated with the response to the technical proposal.

9. Proposal Preparation Use the templates provided for all answers Submit your responses within the templates • Attachment E, Business Proposal Template -Confidential information must be kept separate from the proposal in both hard and soft copy -Respondent should review State contract (Attachment B) and note exceptions to State mandatory and non-mandatory clauses in transmittal letter • Attachment F, Technical Proposal Template

10. Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Minimum Requirements • Pass/Fail 2. Management Assessment/Quality (Business & Technical) • 25 points 3. Cost (Cost Proposal) • 30 points (Possible 5 Bonus Points) 4. Indiana Economic Impact • 15 points 5. Buy Indiana • 10 points 6. Minority (10) and Women Business (10) • Subcontractor Commitment 20 points (Possible 2 Bonus Points) * 100 Total Points (107 if All Bonus Points Are Awarded)

11. Minority and Women’s Business Enterprises • Complete Attachment A, M/WBE Form • Include sub-contractor letters of commitment • Goals for Proposal • 8% Minority Business Enterprise • 8% Women’s Business Enterprise

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 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.htm Must be used to provide the goods or services specific to the contract National Corporate Diversity Plans are generally not acceptable

14. Minority and Women’s Business Enterprises(Top of Form) RFP#____________________________________________________ DUE DATE:_______________________________________________ TOTAL BID AMOUNT:______________________________________

15. Minority and Women’s Business Enterprises

16. Minority and Women’s Business Enterprise (Bottom of Form)

17. Minority and Women’s Business Enterprises • Effective April, 2011, a new MWBE scoring methodology was implemented 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

18. Minority and Women’s Business Enterprises RFP MWBE Scoring Example

19. Indiana Office of Technology • Mission -To provide cost-effective, secure, consistent, reliable enterprise technology services to our partner agencies so they can better serve Hoosier taxpayers. Indiana Code, Article 13.1 established IOT as a state agency in July 2005 to : • –(1) Establish standards for the technology infrastructure of the state, • –(2) Focus state information technology services to improve service levels to citizens and lower costs of providing information technology services, • –(3) Bring the best and most appropriate technology solutions to bear on state technology applications, • –(4) Improve and expand government services provided electronically, and • –(5) Provide the technology and procedures for the state to do business with the greatest security possible.

20. Hardware Refresh Standardization – reduces support costs and improves service response time Licensing – eliminates need for statewide enterprise agreement Remote Manageability – allows remote imaging, control, and inventory at the hardware level Technology – allows agencies to rollout new software technologies Knowledge – identifies old applications in environment that need to be updated or standardized across state for cost savings

21. Hardware Refresh General Guidelines IOT will provide a PC refresh on a 4 year schedule to be rolled out on a per agency/site basis Standard desktop PC with 4 year warranty provided or credit for cost toward upgraded system, laptop, or tablet (standard as of September 19, 2012 is Optiplex 390) Monitor and accessories not included, monitor will be replaced as it fails, agency has the ability to choose to still purchase monitor replacements as an upgrade New employees or empty positions IOT will provide a standard desktop PC for new employees, this PC will be an asset of IOT If an IOT desktop PC asset is off the network for more than 30 days and falls off the seat bill IOT will contact the agency to recover the asset (agencies may keep the PC in anticipation of filling a vacant position so long as the PC is connected to the network so the seat bill is paid) PC Failure In the event of a PC failure that is not cost effective to repair, IOT will provide a standard desktop PC or a credit towards the purchase of a replacement Dell authorized upgrade

22. Questions and Answers

23. 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. Secretary of State of Indiana: Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos B. Indiana Economic Impact Form: Online version available at http://www.in.gov/idoa/2354.htm C. Minority and Women’s Business Enterprise: http://www.in.gov/idoa/2352.htm for more information www.in.gov/idoa/2467.htm for table of IDOA certified MBEs and WBEs. D. 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 on left-hand side and click the link. E. www.in.gov/iot/2394.htm Information Technology (IT) Standards and Policies

24. Thank You