Online Grants Management System for the Indiana Department of Education Pre-Proposal Information Session March 6, :30AM Frank Poole, Indiana Department of Administration

Agenda Discussion of RFP Process Proposal Evaluation Minority and Women’s Business Enterprises Description of RFP Question and Answer Session

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 –Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state.

Proposal Preparation Attachment C, Indiana Economic Impact 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. Attachment D, Cost Proposal Template Pricing shall be all inclusive of any costs associated with the response to the technical proposal.

Proposal Preparation Use the templates provided for all answers Submit your responses within the templates –Attachment E, Business Proposal Template –Attachment F, Technical Proposal Template –Attachment G, System Requirements Template

Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Minimum Requirements –Pass/Fail 2. Management Assessment/Quality (Business & Technical) –25 points 3. Cost (Cost Proposal) –30 points (Possible 5 Bonus Points) 4. Indiana Economic Impact –15 points 5. Buy Indiana –10 points 6. Minority (10) and Women Business (10) –Subcontractor Commitment 20 points (Possible 2 Bonus Points) * 100 Total Points (107 if All Bonus Points Are Awarded)

Price will be measured against the State’s baseline cost for this scope of work. The cost that the State is currently paying or its best estimate will constitute the baseline cost. Cost scoring points will be assigned as follows:  Respondents who meet the State’s current baseline cost will receive zero (0) cost points.  Respondents who propose a decrease to the State’s current costs will receive positive points at the same rate as bid increasing cost.  Respondents who propose an increase to the State’s current cost will receive negative points at the same rate as bid lowering cost.  Respondents who propose a 10% decrease to the State’s current baseline cost will receive all of the available cost points. If multiple Respondents decrease costs below 10% of the current baseline, an additional 5 points will be added to the Respondent proposing the lowest cost to the State.

Key Dates ActivityDate Issue of RFPFebruary 22, 2012 Deadline to Submit Written QuestionsMarch 9, 2012 Response to Written QuestionsMarch 19, 2012 Submission of ProposalsMarch 30, 2012 Contract AwardMay, 2012

Minority and Women’s Business Enterprises Charles Hill, M/WBE Division Phone: Complete Attachment A, M/WBE 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 one 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 (Top of Form) RFP#____________________________________________________ DUE DATE:_______________________________________________ TOTAL BID AMOUNT:______________________________________

Minority and Women’s Business Enterprises

Respondent FirmTelephone Number AddressFax Number City/State/Zip Code Address RepresentativeAuthorizing Signature DatePrinted Name and Title Minority and Women’s Business Enterprise (Bottom of Form)

Minority and Women’s Business Enterprises Effective April, 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

Purpose of the RFP The purpose of this RFP is to select a vendor that can satisfy IDOE’s need to implement an online grants management system. Currently, IDOE administers more than 40 federal Elementary and Secondary Education Act, state, competitive, and entitlement grant programs. The new system should encompass the administration of these grants as well as have the capability to allow for the creation of future grant programs. It is IDOE’s intent to solicit proposals from vendors that use customized off the shelf solutions (COTS) in combination with a comprehensive online grants management system (that can be customized to meet IDOE’s specific needs and has a proven success record).

Questions and Answers

Additional Information IDOA PROCUREMENT LINKS AND NUMBERS BUYIN (8946) For Vendor Registration Questions For Inquiries Regarding Substantial Indiana Economic Impact A.Secretary of State of Indiana: Can be reached at (317) for registration assistance. B.Indiana Economic Impact Form: Online version available at C. Minority and Women’s Business Enterprise: for more information for table of IDOA certified MBEs and WBEs. D.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. E. Information Technology (IT) Standards and Policies

Thank You