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Conference Management and Facilitation Services for Sex Offender Management and Monitoring Training Request for Proposal

Conference Management and Facilitation Services for Sex Offender Management and Monitoring Training Request for Proposal 12-102. Pre-Proposal Conference April 11, 2012 Nate Day Director of Strategic Sourcing. General Information. Sign-In Sheet for Attendees

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Conference Management and Facilitation Services for Sex Offender Management and Monitoring Training Request for Proposal

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  1. Conference Management and Facilitation Services for Sex Offender Management and Monitoring TrainingRequest for Proposal 12-102 Pre-Proposal Conference April 11, 2012 Nate Day Director of Strategic Sourcing

  2. 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

  3. RFP Format • Section One - General Information • Section Two - Proposal Preparation • Section Three - Proposal Evaluation

  4. Purpose of the RFP The Indiana Department of Correction (IDOC) seeks an experienced Respondent to plan, promote, manage, and conduct two-day training conferences for probation, parole, community correction, and law enforcement officials from across the State of Indiana. There shall be two conferences covering the same subject matter. The second conference will be provided to a different set of individuals to maximize the distribution of consistent information. Both training conferences shall be completed by September 30, 2012.

  5. Scope of RFP • Baseline is estimated at $75,000 to administer these programs • Contract Term: • one (1) year from the date of contract execution • possibility of extension based on grant

  6. Deliverables • Plan, Promote, Manage and Conduct two two-day training conferences • Administer separate scholarship fund

  7. Key Dates

  8. 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 State contract and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter • Preferences (Sections 2.3.13) • Buy Indiana Initiative/Company

  9. Technical Proposal(Attachment F) • General overview of capacity to provide Conference Management and Facilitation Services for Sex Offender Management and Monitoring Training (Section 2.4.1 through 2.4.14) • Demonstrate your organization’s capacity to provide solutions • Reference necessary attachments in the answer space provided

  10. Cost Proposal(Attachment D) • Must be returned in Excel (or compatible) format • All expenses need to be defined in the state’s terms and tied to a deliverable • Baseline evaluation figure for project administration does not include pass-through funds fro scholarships (Approx. $60,000 in scholarship grants) • Total bid amount pre-populates on the last tab; this figure will be used in Attachment A and Attachment C

  11. Proposal Preparation • Buy Indiana - Business Proposal, Section 2.3.13 • Status shall be finalized by proposal due date • 5 definitions, details provided in Business Proposal • Indiana Economic Impact - Attachment C • 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.

  12. Proposal Preparation • Attachment D (Cost Proposal) must be returned in Excel • Use the templates provided for all answers • Do not alter templates • Please reference any attachments in the provided response space

  13. Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Mandatory Requirements • Pass/Fail 2. Management Assessment/Quality (Business & Technical) • 25 points 3. Cost (Cost Proposal) • 30 points 4. Indiana Economic Impact • 15 points 5. Buy Indiana • 10 points 6. Minority (10) and Women Business (10) • Subcontractor Commitment 20 points * 100 Total Points (7 bonus possible)

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

  15. 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

  16. Minority and Women’s Business Enterprises TOTAL BID AMOUNT:

  17. 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

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

  19. 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 • 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.

  20. Questions and Answers

  21. Thank You

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