Vehicles Request for Proposal 12-2 Pre-Proposal Conference August 29, 2011 Steve Webb, IDOA Strategic Sourcing Analyst

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 RFP Format –General Information –Proposal Preparation –Proposal Evaluation

Purpose of the RFP Select a vendor(s) to satisfy a state-wide need for vehicle purchases: –Passenger Vehicles –Police Vehicles –INDOT Vehicles –Used Vehicles

Scope of RFP RFP consists of four (4) product category definitions that will be evaluated individually Chart shows estimated breakdown based on 2010 Historical Purchases Category% of Purchases INDOT49% Police30% Passenger21% UsedN/A

Scope of RFP Baseline is $3.25 million annually on vehicles (based on historical data) State does not guarantee future spending at these levels. Contract Term: –one (1) year from the date of contract execution –possibility of three (3) one-year renewals –totaling four (4) years.

Key Dates ActivityDate Issue of RFP Monday, August 22, 2011 Pre-Proposal Conference Monday, August 29, 2011 Deadline to Submit Written Questions Friday, September 2, 2011 Response to Written Questions/RFP Amendments Thursday, September 8, 2011 Submission of Proposals Thursday, September 22, 2011 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal Evaluation TBD Proposal Discussions/Clarifications (if necessary) TBD Oral Presentations (if necessary) TBD Best and Final Offers (if necessary) TBD Contract Award Friday, October 28, 2011

Business Proposal (Attachment G) 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 One Indiana Initiative (Section ) –In order for your awarded products and services to be included in OneIndiana.net, IDOA requires a yes response to questions 1- 5 in Attachment G, Business Proposal. Preferences (Sections ) –Buy Indiana Initiative/Company Must have this certified by the proposal due date

Technical Proposal (Attachment H) E-procurement New Vehicle Specifications Used Vehicles Shipping and Delivery Account Management and Reporting

Cost Proposal (Attachment D)

5 Year Life Cycle Cost –Purchase Price + Fuel Cost + Maintenance Cost – Resale Value Purchase Price –Price + Delivery Fee Fuel Cost –(60,000 miles / Miles per Gallon) * Price per Gallon Maintenance Cost –Provided from Resale Value –MSRP - Depreciation

Cost Proposal (Attachment D)

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

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)

Minority and Women’s Business Enterprises Charles Hill, MWBE Division Contact Information - or Phone: Complete Attachment A, MWBE Form - Include sub-contractor letters of commitment Goals for Proposal - 8% Minority Business Enterprise - 8% Women’s Business Enterprise

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

Minority and Women’s Business Enterprises TOTAL BID AMOUNT:

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 %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

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. B.Secretary of State of Indiana: Can be reached at (317) for registration assistance. C.See Vendor Handbook: Online version available at D.Minority and Women Owned Business Enterprises: for table of IDOA certified MBEs and WBEs. For more WBE’s information 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

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