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Minority and Women's Business Enterprises. Maximizing the Opportunities of State Certification Indiana Department of Administration Minority and Women’s Business Enterprises Division. Committed To Participation. Minority and Women's Business Enterprises.

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slide1

Minority and Women's Business Enterprises

Maximizing the Opportunities of State Certification

Indiana Department of Administration

Minority and Women’s Business Enterprises Division

Committed To Participation

slide2

Minority and Women's Business Enterprises

Welcome to the next step in your success!

Thank for participating in this training session where you will learn and explore the various opportunities available to certified companies who desire to do business with the State of Indiana. It is our hope that you use these resources to garner successful business relationships with our great state.

Committed To Participation

slide3

Minority and Women's Business Enterprises

Agenda

Section 1: Content Overview

Section 2: Web Resource Guide

7 Minute Break

Section 3: Resources Review

Section 4: Summary/Q & A Session with the Deputy Commissioner

Committed To Participation

slide4

Minority and Women's Business Enterprises

Positioning for Success

  • RESEARCHING
  • QUESTIONING
  • MARKETING
  • RESPONDING

Committed To Participation

overview

Minority and Women's Business Enterprises

Overview

  • Certification is one tool in a deep tool kit
  • MWBE is a SUB contracting program
  • Your phone will not ring with a contract
  • These are not quotas, but goals
  • You must work for it

Committed To Participation

overview6

Minority and Women's Business Enterprises

Overview

  • Maintain your business information:
    • BRN Database
    • UNSPSC Codes and Expansions/Amendment Forms
    • Yearly Submission of ACE Forms

Committed To Participation

slide7

Minority and Women's Business Enterprises

Goal SettingM/WBE Participation

Governor’s Commission on Minority and Women’s Business Enterprises sets annual goals

(As of July 1, 2007)

Committed To Participation

slide8

Minority and Women's Business Enterprises

Keys to Contracting Success

  • Build Key Business Relationships
  • Provide excellent product or service
  • Offer competitive prices
  • Be prepared to attend contracting classes and information sessions

Committed To Participation

slide9

Minority and Women's Business Enterprises

Keys to Contracting Success (Cont’d)

  • Market your business to key players in the State Procurement Process
    • State Purchasers
    • State Prime Contractors

Committed To Participation

slide10

Minority and Women's Business Enterprises

Bidder Registration Enrollment Process

  • On-line Registration:
  • http://www.in.gov/idoa/2742.htm
  • Bidder Registration
    • Contact 317-234-0234

Committed To Participation

slide12

Minority and Women's Business Enterprises

Bidder Registration and Benefits

  • Receive solicitations from the State of Indiana
  • Listing in the Buy Indiana Directory
  • Receive a Registration Number/Bidder ID for Certification process
  • Maintain your profile to ensure that your contact information and categories of goods and services are current

Committed To Participation

slide13

Minority and Women's Business Enterprises

Bidder Registration and Benefits (Cont’d)

  • If competing as a subcontractor, you WILL NOT receive notification of opportunities by e-mail

Committed To Participation

slide14

Minority and Women's Business Enterprises

Solicitations

    • Posted online for many larger opportunities
    • Details of agency specifications and requirements for completing the package
  • http://www.in.gov/idoa/2788.htm
    • Procurement solicitations
      • Public Works and INDOT Bids
      • Stadium Construction Bids
      • Other Opportunities

Committed To Participation

slide16

STATE OF INDIANA

REQUEST FOR PROPOSALS8-61

INDIANA DEPARTMENT OF ADMINISTRATION

And

THE INDIANA DEPARTMENT OF WORKFORCE DEVELOPMENT

Solicitation for:

Advertising and Marketing Services

Proposal Due Date: February 20, 2008

This is an electronic version of a Request for Proposals (RFP). Any alteration to the text or any file associated with this RFP in any way that could be construed to change the intent of the original document is forbidden. Any changes made to the original document may result in your proposal being considered nonresponsive.

The original signed document is on file with the Indiana Department of Administration, Procurement Division.

Thank you for your interest in doing business with the State of Indiana.

CONTENTS OF RFP 8-61

RFP 8-61 consists of the following documents, which may be downloaded from this web site:

RFP-8-61

Additional Information, Indiana One Stop Marketing Plan.

Pre-RFP Informational Session, Sign In Sheet.

Pre-RFP Informational Session, Presentation.

Attachment A. This is one form: The Minority & Women's Business Enterprises (MWBE) RFP Subcontractor Commitment form. A completed version of this document must be included with your response.

Attachment B, Sample Contract.

Attachment C, Indiana Economic Impact Form.

Attachment D, Scope of Work.

Attachment E, Pricing/Cost Proposal.

Questions and Answers about the RFP. The inquiry period for this RFP closed February 11, 2008, at 3 p.m. Eastern Time. Posted 2/13/08.

slide17

Minority and Women's Business Enterprises

Keys to Contracting Success

  • Visit the Procurement Solicitation pages on a regular basis
  • Designate resources to contract proposal preparation
  • Actively participate in networking opportunities
      • Pre-Proposal Sessions
      • Business Matchmaking

Committed To Participation

slide18

Minority and Women's Business Enterprises

Pre-Proposal Meetings

  • Pre-proposal meeting attendees ALMOST ALWAYS get the subcontract

Committed To Participation

slide19

Minority and Women's Business Enterprises

Pre-Proposal Meetings (Cont’d)

  • Opportunity for Prime Contractors and Sub-Contractors to ask questions of the Agency with regard to the details of the proposed business need
  • Relationship building time – identify how you bring value to the bid and sell your niche
  • Attendee Contact information is available if you are unable to make a session – Contact Procurement or Public Works

Committed To Participation

slide20

Minority and Women's Business Enterprises

Pre-Proposal Meetings (Cont’d)

  • Pre-meeting introduction period
  • Be Certified by IDOA listed on directory
  • http://www.in.gov/idoa/2736.htm

Committed To Participation

slide21

Minority and Women's Business Enterprises

Be Prepared and Know the Rules (Cont’d)

  • Maintain accurate bidder profile
  • Maintain UNSPSC Codes
  • Submit business changes immediately and annually with an (ACE form) Affidavit of Continuing Eligibility form
  • IDOA Public Works requires pre-qualification for both primes and subs on contracts over $150,000

Committed To Participation

slide22

Minority and Women's Business Enterprises

Be Prepared and Know the Rules (cont’d)

  • Public Works does not require bonds for subcontractors
  • MWBE Division offers consultations to explain the processes

Committed To Participation

slide23

Minority and Women's Business Enterprises

Does the State Buy It?

  • Review Current QPA’s
  • http://www.in.gov/idoa/2804.htm
  • Review Current Contracts
  • http://www.in.gov/idoa/2796.htm

Committed To Participation

slide24

Minority and Women's Business Enterprises

Does the State Buy It? (Cont’d)

  • Meet with Key State Staff
  • Know PEN Products and State Use
  • Commodity or Professional Service or Construction
      • Different procurement methods and evaluation processes

Committed To Participation

slide25

Minority and Women's Business Enterprises

Know Your Market (Cont’d)

  • Small Sales or Large Sales
    • Decentralized vs. Centralized decision making
  • Prime Contractor or Sub Contractor
      • MWBE preference is only for subcontracting
      • Agencies can meet goals through use of MWBE primes

Committed To Participation

slide26

Minority and Women's Business Enterprises

Small Construction Projects: Less than $75,000

  • Decentralized - managed by state facility managers
  • Three bids are required

Committed To Participation

slide27

Minority and Women's Business Enterprises

Small Construction Projects:Less than $75,000 (Cont’d)

  • Solicitations to MBEs and WBEs encouraged
  • Contact the state institutions directly and notify them of your interest

Committed To Participation

slide28

Minority and Women's Business Enterprises

MWBE Construction Bid Policy

  • Applies to:
    • Public Works
    • State Office Building Commission
    • INDOT State-Funded projects

Committed To Participation

slide29

Minority and Women's Business Enterprises

MWBE Construction Bid Policy (Cont’d)

  • Lowest RESPONSIVE bidder wins
  • To be “responsive” a prime must exhibit best efforts
  • Detailed best efforts policy implemented in January 2006

Committed To Participation

slide30

Minority and Women's Business Enterprises

MWBE Construction Bid Policy (Cont’d)

Notice to MBE and WBEs

Economically Feasible Subcontract

Consideration of all MBE and WBE quotes

Committed To Participation

slide31

Minority and Women's Business Enterprises

MWBE Construction Bid Policy (Cont’d)

MBE and WBE Barrier Assistance

Advertisement

Agency Assistance

Research participation Area - “think out of the box”

Committed To Participation

slide32

Minority and Women's Business Enterprises

MWBE Construction Bid Policy (Cont’d)

  • Response Time
  • Documentation of Statements from M/WBEs
  • Availability of M/WBEs
  • Other criteria

Committed To Participation

slide33

Minority and Women's Business Enterprises

Large Construction Projects: over $75,000

  • Centralized – managed by IDOA Division of Public Works
  • Current solicitations posted on the web

Committed To Participation

slide34

Minority and Women's Business Enterprises

Large Construction Projects: over $75,000 (Cont’d)

  • Prequalification from Public Works required for both prime and sub bids over $200,000
  • Notify M/WBE compliance if you are interested in subcontracting on a project

Committed To Participation

slide35

Minority and Women's Business Enterprises

Large Construction Projects: over $75,000 (Cont’d)

  • Attend pre-bid meetings to introduce your firm to prime bidders – dates are on web
  • Prime provides potential subs with bid package that states their needs

Committed To Participation

slide36

Minority and Women's Business Enterprises

Large Construction Projects: over $75,000 (Cont’d)

  • Potential subs respond by submitting price with a signature on the package
  • Submit a copy of your proposal to MWBE compliance and mwbe@idoa.in.gov or fax it to: 317-233-6921

Committed To Participation

slide37

Minority and Women's Business Enterprises

Construction &

Professional Services

  • Selected from a pool of firms that have expressed interest
  • Upcoming projects are listed on web
  • Interested firms should send qualifications to Public Works

Committed To Participation

slide38

Minority and Women's Business Enterprises

Methods of Procurement

  • Request for Quotation (RFQ)
  • Invitation to Bid (BID)
  • Request for Proposal (RFP)

Committed To Participation

slide39

Minority and Women's Business Enterprises

Requests for Quotation

  • For goods & general services
  • Under $2,500
    • Bidders contacted by phone or in writing
    • At least 3 Vendors must be contacted

Committed To Participation

slide40

Minority and Women's Business Enterprises

Requests for Quotation (Cont’d)

  • $2,500 - $75,000
    • Agency determines need and writes specifications
    • Sends RFQ to at least 3 Vendors
    • Open for 7 days

Committed To Participation

slide41

Minority and Women's Business Enterprises

Invitation to Bid

  • Greater than $75,000
  • Centralized through Indiana Department of Administration

Committed To Participation

slide42

Minority and Women's Business Enterprises

Invitation to Bid (Cont’d)

  • Advertised on web
  • Must be open for 14 days
  • Lowest bid wins

Committed To Participation

slide43

Minority and Women's Business Enterprises

Request for Proposal (RFP)

  • Centralized
    • Used for Goods, General Services or Professional Service

Committed To Participation

slide44

Minority and Women's Business Enterprises

Request for Proposal (RFP) - (Cont’d)

  • Opportunity posted on the website and all firms are invited to respond
    • For greater than $75,000

Committed To Participation

slide45

Minority and Women's Business Enterprises

Request for Proposal Process

  • Pre-RFP Informational Session
    • Opportunity for Prime Contractors and Sub-Contractors to ask questions of the Agency with regard to the details of the proposed business need

Committed To Participation

slide46

Minority and Women's Business Enterprises

Request for Proposal Process (Cont’d)

  • Relationship building time
    • identify how you bring value to the bid and sell your niche
    • whether you will be a Prime Contractor or a Sub-Contractor

Committed To Participation

slide47

Minority and Women's Business Enterprises

Request for Proposal Process (Cont’d)

  • Attendee Contact information is available if you are unable to make a session – Contact the Procurement Contact for the Pre-RFP Session.
  • Pre-meeting introduction period

Committed To Participation

slide48

Minority and Women's Business Enterprises

Request for Proposal Issued

  • After the Pre-RFP Informational Session
    • Request for Proposal is issued
    • Available electronically on the Procurement Website

Committed To Participation

slide49

Minority and Women's Business Enterprises

Request for Proposal Issued (Cont’d)

  • After the Pre-RFP Informational Session
    • Details of agency specifications and requirements for completing the package are available under the RFP link

Committed To Participation

slide50

Minority and Women's Business Enterprises

Summary of Evaluation Criteria

(* Agency can fix these + or – 10 points)

Committed To Participation

slide51

Minority and Women's Business Enterprises

Summary of Evaluation Criteria

Committed To Participation

slide52

Minority and Women's Business Enterprises

Score Related Marketing Strategies

  • Indiana Economic Impact
  • Highest utilization wins, not goal attainment

Committed To Participation

slide53

Minority and Women's Business Enterprises

Steps to Awards

  • Attend Pre-Bid Meetings
  • Tell Firms about your interest

Committed To Participation

slide54

Minority and Women's Business Enterprises

Steps to Awards (Cont’d)

  • Construction: Email MWBE@idoa.in.gov
  • Milestone Calendar published in Solicitation
  • Proposal prepared

Committed To Participation

slide55

Minority and Women's Business Enterprises

Steps to Awards (Cont’d)

  • Commitment letter required from M/WBE –(See Sample letter in resource section)

Committed To Participation

slide56

Minority and Women's Business Enterprises

Steps to Awards (Cont’d)

  • MWBE subcontractors to protect self with written commitment
  • Prime Contractor is notified and negotiations begin

Committed To Participation

slide57

Minority and Women's Business Enterprises

Steps to Awards (Cont’d)

  • Prime Contractor receives awarded contract
  • Public Inspection

Committed To Participation

slide58

Minority and Women's Business Enterprises

Professional Services

  • The law allows for professional services to be contracted without a competitive process*
  • (* This happens occasionally when an agency needs to maintain certain quality controls, only a few firms provide the service, or other reasons)

Committed To Participation

slide59

Minority and Women's Business Enterprises

Professional Services (Cont’d)

  • Make sure agency subject matter experts are aware of your expertise and interest before they search out a vendor

Committed To Participation

slide60

Minority and Women's Business Enterprises

Quantity Purchase Agreement (QPA)

  • Solicited through BID for straight forward items or RFP for more complex commodities
  • Selected Vendor provides goods or services

Committed To Participation

slide61

Minority and Women's Business Enterprises

Quantity Purchase Agreement (QPA) – (Cont’d)

  • Stated unit price
  • Specific time frame – usually a year

Committed To Participation

slide62

Minority and Women's Business Enterprises

Who Decides?

  • IDOA procurement and public works buyers-awards low bidder only

Committed To Participation

slide63

Minority and Women's Business Enterprises

Who Decides?

  • Agency Procurement Agents-who gets RFQ’s, Professional Service, special procurements

Committed To Participation

slide64

Minority and Women's Business Enterprises

Who Decides? (Cont’d)

  • Prime Contractors who will serve as contractors
  • Facility Superintendents-decide who gets RFQs
  • All names listed on the web

Committed To Participation

slide65

Minority and Women's Business Enterprises

Who Decides? (Cont’d)

  • Agency subject matter experts-who get RFQs, RFPs, professional services, special procurements and who win points in evaluation process

Committed To Participation

slide66

Minority and Women's Business Enterprises

Quantity Purchase Agreement (QPA)

  • Solicited through BID for straight forward items or RFP for more complex commodities
  • Selected Vendor provides goods or services

Committed To Participation

slide67

Minority and Women's Business Enterprises

Making Connections

  • Trade groups and service organizations hold events, maintain resources and offer assistance
  • Monitor web pages for meetings and pre-proposal conferences

Committed To Participation

slide68

Minority and Women's Business Enterprises

Making Connections (Cont’d)

  • Attend meetings and pre-proposal conferences
  • * (Successful M/WBEs almost always attend pre-proposal meetings)

Committed To Participation

slide69

Minority and Women's Business Enterprises

Making Connections (Cont’d)

  • Attend networking events and trade shows
  • Monitor MWBED calendar of events

Committed To Participation

slide70

Minority and Women's Business Enterprises

Monitoring Compliance

  • Prime Contractors must honor participation plan or create another plan
  • As a subcontractor, make certain there is a written agreement with the prime you can enforce

Committed To Participation

slide71

Minority and Women's Business Enterprises

Monitoring Compliance (Cont’d)

  • MWBED audits contracts
  • Primes in non-compliance face sanctions

Committed To Participation

slide72

Minority and Women's Business Enterprises

Monitoring Compliance (Cont’d)

  • Sanctions range from payment withholding to suspension or revocation of contractor’s ability to perform on future state contracts

Committed To Participation

slide73

Minority and Women's Business Enterprises

Monitoring Compliance (Cont’d)

  • Contact MWBE division with any non-compliance concerns

Committed To Participation

networking to success

Minority and Women's Business Enterprises

Networking to Success

  • Networking- n.v. a group of people who exchange information, contacts, and experience for professional or social purposes.
  • -The Oxford Dictionary

Committed To Participation

networking to success75

Minority and Women's Business Enterprises

Networking to Success

  • (Tips for Successful Networking)
  • 30 second elevator speech
  • Ask the Buyer for more detail about their business needs

Committed To Participation

networking to success76

Minority and Women's Business Enterprises

Networking to Success

  • (Tips for Successful Networking)
  • Outline why your product or service is of superior benefit to the buyer
  • Clarify when the Buyer will need the goods or services

Committed To Participation

networking to success77

Minority and Women's Business Enterprises

Networking to Success

  • (Tips for Successful Networking)
  • BRING PLENTY OF BUSINESS CARDS AND PROMOTIONAL MATERIALS!
  • Make sure your cards are easily accessible

Committed To Participation

networking to success78

Minority and Women's Business Enterprises

Networking to Success

  • (Tips for Successful Networking)
    • Use the State contracts listing, QPA list, networking contacts, and other resources to identify what you have to sell that meets the needs of the buyer.

Committed To Participation

networking to success79

Minority and Women's Business Enterprises

Networking to Success

  • (Tips for Successful Networking)
    • Tell them why they should engage your firm

Committed To Participation

networking to success80

Minority and Women's Business Enterprises

Networking to Success

  • (Tips for Successful Networking)
    • Be an attentive listener
    • Engage in conversation related to the business opportunities

Committed To Participation

networking to success81

Minority and Women's Business Enterprises

Networking to Success

  • (Tips for Successful Networking)
    • Plan your next meeting or pinpoint a date to follow up

Committed To Participation

networking to success tips for successful networking

Minority and Women's Business Enterprises

Networking to Success(Tips for Successful Networking)

  • Know the influential people in your field or target market. Seek them out at events with a specific purpose in mind

Committed To Participation

networking to success tips for successful networking83

Minority and Women's Business Enterprises

Networking to Success(Tips for Successful Networking)

  • Jot down a few personal notes on the back of the business cards that will help you remember key points

Committed To Participation

networking to success tips for successful networking84

Minority and Women's Business Enterprises

Networking to Success(Tips for Successful Networking)

  • Don’t spend too much time with one person
  • Develop and maintain relationships long term

Committed To Participation

slide85

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 1: Research the Market

Resource people:http://www.in.gov/idoa/2715.htm

Active contracts:http://www.in.gov/idoa/2796.htm

Committed To Participation

slide86

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 1: Research the Market

Public Works Projects:

http://www.in.gov/idoa/2823.htm

Buy Indiana:http://www.in.gov/idoa/2736.htm

Committed To Participation

slide87

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Special Purchasing Programs:

State Use Program:

http://www.inarf.org/State%5fuse/

PEN Products:

http://www.in.gov/idoa/2766.htm

Committed To Participation

slide88

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 2: Register with the Indiana Secretary of State

Indiana Secretary of State:

www.in.gov/sos

Committed To Participation

slide89

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 3: Register with the appropriate State agency and department as determined by your business offerings

Committed To Participation

slide90

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

IDOA Procurement Bidder Registration: http://www.in.gov/idoa/2742.htm

IDOA Public Works: www.in.gov/idoa/2823.htm

Minority and Women’s Business Enterprises:

www.in.gov/idoa/2867.htm

Committed To Participation

slide91

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Indiana Department of Transportation: www.in.gov/indot/index.htm

DBE Program: http://www.in.gov/indot/2576.htm

Committed To Participation

slide92

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 4: Review the

Ethics Guide

Ethics Guide for Contractors:

http://www.in.gov/ig/resources/res_contractbid.html

Committed To Participation

slide93

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 5: Register as an Executive Branch Lobbyist

Executive Branch Lobbyist Registration:

http://www.in.gov/idoa/2885.htm

Committed To Participation

slide94

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 6: Secure any related DNR/IDEM training or licenses

Environmental Management:http://www.in.gov/ai/appfiles/permitwizard/

Natural Resources:http://www.in.gov/dnr/water/permits/permit_application/

Committed To Participation

slide95

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 7: Market Your Firm

Return to Step 1 Resources

Committed To Participation

slide96

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

  • Stay in contact with the relevant buyers to learn about upcoming opportunities and express an interest

Committed To Participation

slide97

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

  • Regularly review the contracts and projects to make long term planning determinations

Committed To Participation

slide98

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Regularly Review Current Solicitations

IDOA Procurement:

http://www.in.gov/idoa/2788.htm

IDOA Public Works:

http://www.in.gov/serv/dapw_bviewer

Indiana Stadium and Convention Center:

http://www.in.gov/iscba/

Committed To Participation

slide99

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Attend Meetings Regarding Specific Solicitations

Division maintains a separate listing for Pre-RFP meetings at

http://www.in.gov/idoa/proc/pre-rfp/index.html

Committed To Participation

slide100

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 8: Maintain Registrations and Contact Information

Buy Indiana Directory:

http://www.in.gov/idoa/2736.htm

IDOA Business Registration:

http://www.in.gov/idoa/2742.htm

IDOA Minority and Women’s Business Enterprises

www.in.gov/idoa/2867.htm

Committed To Participation

slide101

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

State of Indiana

Telephone Directory

http://www.in.gov/apps/sic/phonebook/sic_phonebook

Every state employee is listed on this website

Committed To Participation

slide102

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 9: Know the Rules

IDOA M/WBE Laws and Procedures:http://www.in.gov/idoa/2964.htm

IDOA Procurement Vendor Handbook:http://www.in.gov/idoa/files/vendor_handbook.doc

IDOA Public Works Forms and Manuals:http://www.in.gov/idoa/2830.htm

Committed To Participation

slide103

Minority and Women's Business Enterprises

Doing Business with the State of Indiana

Step 9.

Know the Rules (Cont’d)

The UNSPSC Code website

www.unspsc.org

Committed To Participation

contact us

Minority and Women's Business Enterprises

Contact Us

  • Minority and Women Business Enterprise
  • 402 W. Washington Street, Room W469
  • Indianapolis, IN 46204
    • mwbe@idoa.in.gov
    • http://www.in.gov/idoa
    • 317-232-3061

Committed To Participation