Café Services Indiana Government Center Indiana State Museum Request for Proposal 9-65 Pre-Proposal Conference May 18, 2009 Frank Poole, Purchasing Administrator II

Agenda General Information Purpose of RFP Scope of RFP Key Dates Proposal Preparation Proposal Evaluation Minority and Women’s Business Enterprises Question and Answer Session TOUR OF THE LOCATIONS FOLLOWING THIS MEETING

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 All questions must be submitted in writing by Wednesday May 20th

Purpose of the RFP Select a vendor (s) to satisfy the State’s need for quality food service for the Indiana Government Center and the State Museum –Excellent customer service –Quality menu items at a cost-effective price Vendor can submit a proposal for –The Indiana Government Center –The State Museum –Both Locations

Scope of RFP RFP consists of two (2) food service locations –Indiana Government Center: North and South Cafeteria, Coffee Bars, Conference Center Catering –Indiana State Museum: Event Catering, Canal Café, Ayre’s Tea Room, Coffee Bar

Scope of RFP Annual Gross Sales: $4.2 million (all locations) State does not guarantee future spending at these levels Contract Term: –4 years –Additional savings to the State for longer contract term

Key Dates ActivityDate Issue of RFP Monday, May 11, 2009 Pre-Proposal Conference Monday, May 18, 2009 Deadline to Submit Written Questions Wednesday, May 20, 2009 Response to Written Questions Wednesday, May 27, 2009 Submission of Proposals Wednesday, June 24, 2009 Contract Award October 1, 2009

Proposal Preparation Minimum Requirements –A list of goals defined by the State for the operation of the Indiana Government Center and the State Museum. Technical Proposal –Every response should include EACH food service location proposed Greening the Government –Business Proposal, Section –Monetary Value with Green Ideas in Technical Proposal

Proposal Preparation Use the templates provided for all answers Do not alter templates Attachment D (Cost Proposal) must be returned in Excel Please list all Attachments in Attachment F (Summary of Attachments)

Cost Proposal (Attachment D) Respondents MUST be bid on all operations in the Indiana Government Center, State Museum or both locations to be considered a valid bid Pricing shall be inclusive of all services offered in your Technical Proposal EXCEPT Greening the Government, Section Food and beverage gross sales are defined as gross sales excluding sales tax

Cost Proposal (Attachment D) Percent of Gross Sales Standard Menu Pricing –Meal description, portion size, price to customer Additional Pricing Information –Longer contract term –Alternate pricing models

Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Minimum Requirements –Pass/Fail 2. Management Assessment/Quality (Business & Technical) –35 points 3. Cost (Cost Proposal) –20 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

Minority and Women’s Business Enterprises Goals for Proposal –8% Minority Business Enterprise –8% Women’s Business Enterprise

Minority and Women’s Business Enterprises Attachment A –Commitment of total participation provided by Minority and Women’s Business Enterprises –Indiana Government Center totals are an average of 2006, 2007 and 2008 data. Indiana State Museum totals are fiscal year 2008 data. Historical Amounts are used for evaluation purposes only and should not be viewed as dollar commitments from the State. LOCATIONANNUAL GROSS SALES Indiana Government Center$2,980, State Museum$1,273, TOTAL$4,253,724.33

Additional Information IDOA PROCUREMENT LINKS AND NUMBERS BUYIN (8946) For Vendor Registration Questions For Inquiries Regarding Substantial Indiana Economic Impact A. Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State, MWBE business loop up, etc. B.Secretary of State of Indiana: Can be reached at (317) for registration assistance. C.Indiana Economic Impact Form: Online version available at D.Minority and Women Owned Business Enterprises: for more information for table of IDOA certified MBEs and WBEs. E.RFP posting and updates: Go to (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 You