Advertising Agency Services Request for Proposal Pre-Proposal Conference February 22, 2012 Chad Johnson Strategic Sourcing Analyst

General Information Sign-In Sheet for Attendees Sign-In Sheet and PPT Presentation Will Be Posted on Solicitation Website Solicitation Overview RFP Process Please Save Questions Until End

Scope of the RFP Purpose –To select a vendor to satisfy the State’s need for advertising agency services. Baseline of $1.7 Million Annually No Guarantee on Future Spending Contract Term –Two (2) Year From Date of Execution –Possibility of One (1) Two-Year Renewal –Four (4) Year Total

Key Dates ActivityDate Issue of RFPFebruary 8, 2012 Pre-Proposal ConferenceFebruary 22, 2012 Deadline to Submit Written QuestionsFebruary 29, 2012 Response to Written Questions/RFP AmendmentsMarch 9, 2012 Submission of ProposalsMarch 23, 2012 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal EvaluationTBD Proposal Discussions/Clarifications (if necessary)TBD Oral Presentations (if necessary)TBD Best and Final Offers (if necessary)TBD Contract AwardMay 1, 2012

Cost Proposal (Attachment D) Blended Hourly Rate –Evenly weighted average of core services Must Provide Pricing for Four Core Services Additional Services, Retainer and Flat Rate Must Return Working Excel File

Business Proposal (Attachment E) Company Financial Information (2.3.3) –Confidential information must be labeled and kept separate from the proposal in all copies. Contract Terms (2.3.5) –Review State contract and note exceptions to State mandatory and non-mandatory clauses in transmittal letter. Preferences (2.3.14) –Buy Indiana Initiative –Must be certified prior to submitting proposal.

Technical Proposal (Attachment F) Four Sections –General Information – Six Items –Financial Information and References – Three Items –Project Plan and Estimate – One Item –Other Information – Two Items Please Respond in Spaces Provided Note Any Attachments

Proposal Preparation Buy Indiana (Business Proposal Section ) –Status must be finalized prior to submitting proposal ( –5 Definitions Indiana Economic Impact (Attachment C) –Full-Time Equivalent (FTE) –Example: If a Respondent has 5 full time employees and is bidding on its 5 th 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 Preparation Cost Proposal Must be Returned as Working Excel File Use Templates Provided Please Reference all Attachments in Space Provided

Proposal Evaluation Summary of Evaluation Criteria –Adherence to Mandatory Requirements Pass/Fail –Management Assessment/Quality (MAQ) Business and Technical Proposal 30 points –Cost 25 points –Indiana Economic Impact 15 points –Buy Indiana 10 points –Minority (10) and Women (10) Business Subcontractor Commitment 20 points

Minority and Women’s Business Enterprises Charles Hill, MWBE Division Contact Information – Complete MWBE Form (Attachment A) –Include Sub-Contractor Letters of Commitment Goals –8% Minority Business –8% Women’s Business

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

Sub-contractor Commitment Form: Sub-Contract Amount and Percentage of Total Bid must match Minority and Women’s Business Enterprises

MWBE scoring 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 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 Minority and Women’s Business Enterprises

BidderMBE %Pts.WBE %Pts.Total Pts. Bidder 112.0% % Bidder 26.0%7.54.0% Bidder 38.0% % Bidder 416.0% %10.0 Bidder 50.0%0.0%-2.0 RFP MWBE Scoring Example Minority and Women’s Business Enterprises

Indiana Department of Administration: View current solicitations and updates (Click State of Indiana Opportunities) Register as a bidder with the State of Indiana (Click Bidding on State Contracts) link to Buy Indiana information and vendor registration with IDOA. For inquiries regarding substantial Indiana Economic Impact, contact link to more information and full listing of IDOA certified Minority and Women owned Businesseshttp:// Indiana Secretary of State: For registration assistance, call (317) Indiana Office of Technology: Link to Information Technology (IT) Standards and Policies Minority and Women’s Business Enterprises

Questions

Thank You Chad Johnson