Pre-Proposal Conference October 17, 2013 1:30 PM
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Transcript of Pre-Proposal Conference October 17, 2013 1:30 PM
Indiana Department of Administration
Pre-Proposal ConferenceOctober 17, 2013
1:30 PM
Teresa Deaton-Reese, IDOA Senior Account Manager
CABLE/SATELLITE SERVICE FOR INDIANA DEPARTMENT OF CORRECTION REGION 1 FACILITIES
Request for Proposal 14-043
Indiana Department of Administration
Agenda• 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
Indiana Department of Administration
General Information
• Sign-In Sheet
• Sign-In Sheet and PowerPoint will be posted on IDOA’s Solicitation Website
• Any questions answered verbally today or during the site visits are not official and should be submitted in writing if it will affect your response.
Indiana Department of Administration
Purpose of the RFP
The purpose of this RFP is to select a vendor that can satisfy the State’s need for Cable/Satellite Service for
approximately 11,000 offenders located in (5) Adult Correctional Facilities. It is the intent of the Indiana Department of Correction (IDOC) to contract with a vendor that provides quality Cable/Satellite Service for Miami Correctional Facility (MCF), Correctional Industrial Facility (CIF), Pendleton Correctional Facility (PCF), Indiana State Prison (ISP), and Putnamville Correctional Facility (ISF).
Indiana Department of Administration
Scope of RFPContractor shall provide the following services under the contract:
The Indiana Department of Corrections (IDOC) expects the Contractor to provide the components and service necessary to provide cable/satellite television programming throughout for the following facilities, that are considered by the IDOC to be Region 1: for Miami Correctional Facility (MCF), Correctional Industrial Facility (CIF), Pendleton Correctional Facility (PCF), Indiana State Prison (ISP), and Putnamville Corectional Facility (ISF). The contract resulting from this RFP shall be a comprehensive contract, with all services and equipment, including programming, technical equipment, wiring, support, maintenance, licensing, included in the cost.
The contract shall be for a period of four (4) years from the date of last signature.
Indiana Department of Administration
Key RFP DatesActivity Date
Issue of RFP
09/20/2013
Deadline to Submit Written Questions
10/21/2013
Pre-Proposal Conference
10/17/2013
Response to Written Questions/RFP Amendments
10/28/2013
Submission of Proposals
11/12/2013
Indiana Department of Administration
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– return in Excel
Indiana Department of Administration
Business Proposal(Attachment E)
• 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
Indiana Department of Administration
Technical Proposal(Attachment F)
• 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
Indiana Department of Administration
Cost Proposal(Attachment D)
The Cost Proposal Template is Attachment D and should be completed by each Respondent.
Instructions: Respondents may submit proposals for (1) All Services for all facilities specified in the RFP or (2) individually or in combination.
Proposed price must be inclusive of all costs and services proposed.
The aggregate cost of all facilities shall be the determinant with regard to cost. The State reserves the right to awardone or more facilities to multiple vendors if it is in the best interest of the State.
The baseline for all facilities included in this RFP in the aggregate is $713,121.60. The baseline for each facility is as follows:
MCF- $2,950.00 per month x 48 = $141,600.00 for 4 yearsPCF - $2,730.00 per month x 48 = $131,040.00 for 4 yearsCIF - $4,350.95 per month x 48 = $208,845.60 for 4 yearsISP - $3,150.00 per month x 48 = $151,200.00 for 4 yearsISF - $1,675.75 per month x 48 = $80,436.00 for 4 years
Indiana Department of Administration
Cost Proposal – Attachment D
Instructions: Respondents may submit proposals for (1) All Services for all facilities specified in the RFP or (2) individually or in combination. Populate the yellow-shaded cells with the a single, inclusive cost. Cost Per Year
Cost All ServicesMiami Correctional Pendleton Correctional Correctional Industrial Indiana State Prison Putnamville Correctional Total All Facilities:
Separate Proposals
Miami Correctional Pendleton Correctional Correctional Industrial Indiana State Prison Putnamville Correctional
Indiana Department of Administration
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
Indiana Department of Administration
MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT
(ATTACHMENT A)
The Total Bid amount comes
From Attachment D.
Indiana Department of Administration
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%
Indiana Department of Administration
INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (Attachment A1)
This amount comes from Attachment D.
Indiana Department of Administration
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.
Indiana Department of Administration
Proposal EvaluationCriteria Points
1. Adherence to Mandatory Requirements Pass/Fail
2. Management Assessment/Quality (Business and Technical Proposal) 30 points
3. Cost (Cost Proposal)
-30 to +30 available points
(5 bonus points are available if certain
criteria is met)
4. Indiana Economic Impact 5
5. Buy Indiana 10
6. Minority (10) and Women Business (10) Subcontractor Commitment
20 (2 bonus points are available, see Section
3.2.6))
7. Indiana Veteran Business Enterprise (IVBE) Subcontractor Commitment
5 (1 bonus point is available, see Section
3.2.7)
Total 100 (108 if bonus awarded)
Summary of Evaluation Criteria:
Indiana Department of Administration
Questions and Answers