DCS Children’s Justice Act (CJA) Conference Planning Services

Request for Proposal 11-82

Pre-Proposal ConferenceJune 28, 2011

2:00 PM

Kyle McClurg, Department of Administration

Agenda

• General Information• Purpose & Scope of RFP• Key Dates• Proposal Preparation & Evaluation• Minority and Women’s Business Enterprises• Question and Answer Session

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 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.

Purpose of the RFP•The purpose of this RFP is to select a vendor that can satisfy the State’s need for a Conference Coordinator to assist DCS and the CJA Taskforce in producing a yearly conference for multidisciplinary staff concerning the identification of medical, social and legal issues related to the crimes of child abuse and neglect.

Contract Term

•Contract Term: 4 years– Two (2) years from the date of contract

execution – Possibility of two (2) one-year renewals

•The state expects respondents to provide highly competitive cost solutions with consideration of the contract term.

Scope of RFP• Conference Coordinator will manage:

– Conference budget– Vendor negotiations– Establishing the facility/site for the annual conference– Contracting for all services associated with the

Children’s Justice Act (CJA) Annual Conference

Scope of RFP• Conference Coordinator will attend scheduled

conference planning meetings with the CJA Taskforce Conference Sub-Committee. – At these meetings Conference Coordinator will provide

an agenda of items to discuss with the Taskforce.• Update of the status of the conference (information on plenary

speakers, breakout sessions, etc.).

• Conference Coordinator will create a timeline for critical dates and will be responsible for tracking the planning process and meeting the self-imposed deadlines within the timeline.

Scope of RFP• Conference Coordinator will report to the DCS

Liaison and the CJA Task Force Conference Sub-Committee the following information via weekly written reports: – An accounting of registration fees income, conference

related expenditures, and other items as requested by either DCS or the CJA Taskforce Conference Sub-Committee.

Scope of RFP• Conference Coordinator will be responsible for

collecting:– Training materials– Handouts– Session presenters and keynote speaker professional

biographies.

• Conference Coordinator will be responsible for providing annual conference attendees with training materials and handouts as appropriate for conference breakout sessions and general/plenary sessions. 

Scope of RFP

• CEU Units:– Conference Coordinator will also be responsible for

obtaining CEU units for Conference attendees as appropriate (examples include but are not limited to: Continuing Legal Education Credit, Social Work Continuing Education, etc.).

Scope of RFP

• Example Schedule:Time Event

8:00-9:00 am Registration and Coffee

9:00-10:30 am Opening Session-Welcome and Opening Remarks Keynote Speaker

10:30-10:45 am

Break

10:45-Noon Breakout Sessions-Multi-Disciplinary Tracks*

Noon-1:30 pm Lunch-Keynote Speaker

1:30-2:45 pm Breakout Sessions-Multi-Disciplinary Tracks*

2:45-3:00 pm Break

3:00-4:15 pm Breakout Sessions-Multi-Disciplinary Tracks*

4:15-5:30pm Closing Session

Scope of RFP

• *Multi-Disciplinary Tracks may include but not be limited to the following:– Law Enforcement– Child Protective Services and Child Welfare Family

Case Managers– Prosecution– Medical-Doctors, Nurses, Nurse Practitioners– Mental Health– Victims Assistance– Child Advocacy Centers– Education

Key DatesActivity Date

Issue of RFP June 17, 2011

Pre-Proposal Conference June 28, 2011

Deadline to Submit Written Questions July 1, 2011

Response to Written Questions/RFP Amendments

July 8, 2011

Submission of Proposals July 29, 2011

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

Proposal Evaluation August 10, 2011 - TBD

Proposal Discussions/Clarifications (if necessary) TBD

Best and Final Offers (if necessary) TBD

Award Recommendation September 1, 2011

Contract Award October 1, 2011

Proposal Preparation• Submit your responses within the templates

– Attachment E, Business Proposal Template– Attachment F, Technical Proposal Template

• Attachment D, Cost Proposal Template– Estimate a two (2) year budget for the services

requested in this RFP.– After completing the template the Respondent will

have proposed a “Total Program Cost.” • The “Total Program Cost” will be measured against the

baseline cost for this contract when each proposal is evaluated.

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 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.

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Mandatory Requirements– Pass/Fail

2. Management Assessment/Quality (Business & Technical)– 35 points

3. Cost (Cost Proposal)– 20 points (potential 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 (potential 2 bonus pts)

* 100 Total Points (potential 107 pts)

Minority and Women’s Business Enterprises

Charles Hill, MWBE Division• Contact Information

- Email: chahill@idoa.in.gov or Phone: 317-233-0545

• Complete Attachment A, MWBE Form- Include sub-contractor letters of commitment

• Goals for Proposal- 8% Minority Business Enterprise

- 8% Women’s Business Enterprise

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

Minority and Women’s Business Enterprises

TOTAL BID AMOUNT:

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

% 1% 2% 3% 4% 5% 6% 7% 8%

Pts. 1.25 2.50 3.75 5.00 6.25 7.50 8.75 10.00

Minority and Women’s Business Enterprises

Bidder MBE % Pts. WBE % Pts. Total Pts.

Bidder 1 12.0% 10.0 10.0% 11.0 21.0

Bidder 2 6.0% 7.5 4.0% 5.0 12.5

Bidder 3 8.0% 10.0 8.0% 10.0 20.0

Bidder 4 16.0% 11.0 0.0% -1.0 10.0

Bidder 5 0.0% -1.0 0.0% -1.0 -2.0

RFP MWBE Scoring Example

Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htm1-877-77BUYIN (8946) For Vendor Registration Questions

http://www.in.gov/idoa/2464.htmFor Inquiries Regarding Substantial Indiana Economic Impact

A. http://www.in.gov/idoa/2467.htmLink 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. 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.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 on left-hand side and click the link.

Questions and Answers

Thank YouKyle McClurg

kmcclurg@idoa.in.gov