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Online Surplus Sales and Live Auction Services RFP

Indiana Department of Administration is seeking vendors to provide online sales and live auction services for surplus property. This RFP outlines the purpose, key dates, and proposal preparation requirements. Respondents must submit separate business, technical, and cost proposals. Contact Patrick O'Connor at poconnor1@idoa.in.gov for inquiries.

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Online Surplus Sales and Live Auction Services RFP

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  1. Request for Proposal 18-080Online Surplus Sales and Live Auction Services Pre-Proposal Conference April 12, 2018, 10:00 AM EST Patrick O’Connor, Senior Account Manager Indiana Department of Administration

  2. General Information • Sign-In Sheet for Attendees • Sign-In Sheet and PowerPoint will be posted on IDOA’s Solicitation Website • Hold questions until the end of the presentation • Any verbal response is not considered binding; respondents are encouraged to submit any questions formally, in writing, if it affects the proposal that will be submitted to the state. Indiana Department of Administration

  3. Purpose of the RFP • The purpose of this RFP is to select one or more vendors that can satisfy the State’s need for online sales and live auction services for surplus property. It is the intent of IDOA to contract with a vendor (s) that provides quality Online Sales and Live Auction Services. Indiana Department of Administration

  4. Key Dates Indiana Department of Administration

  5. Term of Contract • The State is intends to sign a contract with one or more Respondent(s) to fulfill the requirements in this RFP. • The initial term of the contract shall be for 3years from the date of contract execution. Indiana Department of Administration

  6. Business Proposal(Attachment E) • Company Financial Information (Section 2.3.3) • Confidential information must be kept separate from the proposal in the electronic copies. IDOA recommends sending a “public” file that has the confidential information redacted (may be in PDF format) and a “final” file that includes all required information (must be in format provided). • Contract Terms (Section 2.3.5) • Respondent should review sample State contract and note exceptions to State mandatory and non-mandatory clauses in Business Proposal and Transmittal Letter IndianaDepartment of Administration

  7. Technical Proposal(Attachments F and G) • Please use the template provided for the Technical Proposal. • Where appropriate, supporting documentation may be referenced by a page and paragraph number. Indiana Department of Administration

  8. Cost Proposal(Attachments C and D) • Please use the template provided for the Cost Proposal. • Cost scores will then be normalized to one another, based on the lowest cost proposal evaluated. The lowest cost proposal receives a total of 35 points. The normalization formula is as follows: Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 35 Indiana Department of Administration

  9. Proposal Preparation • When submitting your response, please create a separate electronic folder for each component to which you are responding. This folder should contain all of the pertinent files for only that component, i.e. IEI form, Transmittal Letter, Business Proposal, etc. Your proposal may be deemed as non-responsive if these instructions are not followed. Indiana Department of Administration

  10. Proposal Preparation • Buy Indiana, Business Proposal (2.3.13) • Status shall be finalized by proposal due date • Five (5) definitions, details provided in the RFP • Indiana Economic Impact, Attachment B • Definitions of FTE (Full-Time Equivalent) • Example: If a Respondent has five (5) full time employees, 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/her time to the new contract: • 0.2 x 5 employees – 1 FTE Indiana Department of Administration

  11. Proposal Preparation • The Cost Proposal(s) must be returned in the original Excel format (No PDFs) • Use the templates provided for all responses • Do not alter any templates • Submit all questions via email using the Q&A Template (Attachment H) Indiana Department of Administration

  12. Evaluation Criteria IndianaDepartment of Administration

  13. 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 • http://www.in.gov/idoa/2467.htm 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) 232-6576 for registration assistance. www.in.gov/sos C. See Vendor Handbook: Online version available at http://www.in.gov/idoa/files/vendor_handbook.doc 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. Indiana Department of Administration

  14. Questions • 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. Indiana Department of Administration

  15. Thank You poconnor1@idoa.in.gov Indiana Department of Administration

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