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

2. 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

3. 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

4. Scope of RFP
Category
% of Purchases
INDOT
49%
Police
30%
Passenger
21%
Used
N/A
RFP consists of four (4) product category definitions that will be evaluated individually
Chart shows estimated breakdown based on 2010 Historical Purchases

5. 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.

6. Key Dates Monday, August 22, 2011 Issue of RFP Monday, August 29, 2011
Activity
Date
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)
Oral Presentations (if necessary)
Best and Final Offers (if necessary)
Contract Award
Friday, October 28, 2011

7. 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

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

9. Cost Proposal (Attachment D)

10. 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

11. Cost Proposal (Attachment D)

12. Cost Proposal (Attachment D)

13. Proposal Preparation Buy Indiana, Business Proposal 2.3.14
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 5th 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.

14. 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)

15. 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)

16. 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

18. 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

20. Minority and Women’s Business Enterprises
TOTAL BID AMOUNT:

21. 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.
1.25
2.50
3.75
5.00
6.25
7.50
8.75
10.00

22. Minority and Women’s Business Enterprises
RFP MWBE Scoring Example
Bidder
MBE %
Pts.
WBE %
Total Pts.
Bidder 1
12.0%
10.0
10.0%
11.0
21.0
Bidder 2
6.0%
7.5
4.0%
5.0
12.5
Bidder 3
8.0%
20.0
Bidder 4
16.0%
0.0%
-1.0
Bidder 5
-2.0

23. Additional Information
IDOA PROCUREMENT LINKS AND NUMBERS
BUYIN (8946) For Vendor Registration Questions
For Inquiries Regarding Substantial Indiana Economic Impact
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
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.

24. Questions and Answers

25. Thank You