1. Pre-Proposal Conference October 17, 2013 10:00 AM Teresa Deaton-Reese, IDOA Senior Account Manager BULK COMMISSARY SERVICES FOR PEN PRODUCTS, A DIVISION OF THE DEPARTMENT OF CORRECTION Request for Proposal 14-044

2. Agenda General Information Purpose & Scope of RFP Key Dates Proposal Preparation & Evaluation Minority and Women’s Business Enterprises Indiana Veterans’ Business Enterprises Question and Answer Session

3. General Information Sign-In Sheet Sign-In Sheet and PowerPoint will be posted on IDOA’s Solicitation Website Any questions answered verbally today are not official and should be submitted in writing if it will affect your response.

4. Purpose of the RFP The purpose of this RFP is to select a Vendor that can satisfy the State’s need for over $11,000,000 annually in bulk commissary supplies for re-sale on the IDOC Commissary with the Vendor providing as an added value, and at no cost to the State, technology solutions, one or more operational solutions, and one or more joint ventures linked to offender work opportunities in support of the IDOC Commissary. It is the intent of the Indiana Department of Correction, that PEN Products, a division of the IDOC, will remain the operator of the IDOC Commissary, and remain the seller of commissary products directly to offenders. It is the intent of the Indiana Department of Correction to enter into a contract with a Vendor to provide bulk commissary supplies and, at no cost to the State, one or more technology solutions, one or more operational solutions, and one or more joint ventures that support the IDOC Commissary and create offender jobs.

5. Scope of RFP Contractor shall provide the following services under the contract: The Vendor will sell to PEN Products, a division of the Indiana Department of Correction, over $11,000,000 a year of products for re-sale on the IDOC Commissary and for re-sale through other PEN Products operations. Additionally, the Vendor will provide, as an added value, and as not cost to the IDOC, one or more technology solutions, one or more operational solutions, and one or more joint ventures that support the PEN Products commissary operations. If a prospective Respondent does not have all of the capabilities required under this RFP, the State encourages the Respondent to explore sub-contracting with other parties to supply the missing capabilities. The contract shall be for a period of two (2) years from the date of last signature.

6. Key RFP Dates ActivityDate Issue of RFP 10/02/2013 Deadline to Submit Written Questions 10/21/2013 Pre-Proposal Conference 10/17/2013 Response to Written Questions/RFP Amendments 10/28/2013 Submission of Proposals 11/18/2013

7. 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 –return in Excel

8. Business Proposal (Attachment E) 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 sample State contract (attachment B) and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

9. Technical Proposal (Attachment F) The Template we have provided for you must be used Where appropriate, supporting documentation may be referenced. Please make sure to label any documentation you provide

10. Cost Proposal (Attachment D) The Cost Baseline shall be the aggregate of the cost of all products set forth in the Cost Proposal/Essentials list of Attachment D. There shall be special scoring based on volume discounts, and other incentives. The State is expecting Respondent’s company to offer its lowest net price, or wholesale cost, for all items in the Essentials List. Respondents are required to price ninety-five percent (95%) of Essentials List products in all of the categories. The State may disqualify the bidder this requirement is not met. Please follow the specific set of instructions on each tab of Attachment D for completing your company’s price proposal. The baseline is $23,344,973.22 for a two (2) year contract. The evaluation on cost will be as follows: Cost of all essentials products on Attachment D x quantity requested = Total, with the volume discount offered factored in as an adjustment to reach the final total for a two year term. The State is also looking for volume purchase discounts from a Vendor. The State is looking for a sliding scale on the volume purchase discounts. The targets are four percent (4%) on annual purchases of $6,000,000, seven percent (7%) on annual purchases of $8,000,000 and nine percent (9%) on $10,000,000 per year. This would be on all purchases from the Vendor. Respondent’s cost proposal shall accordingl y include the Respondent’s proposed costs relative to the cost of the products set forth in the Cost Proposal/ Essentials List, Attachment D and the volume discounts it is offering on purchases (annually). Any cost proposal shall include, as set forth in Section 2.4.22 of the Technical Proposal, Commissary in the value of $350,000 a year, which shall account for a consolidation of all rebates offered by product manufacturers. However, the $350,000 for rebates shall not be included in the volume discount proposed

11. Cost Proposal – Attachment D Clothi ng Current Vendor Yes/No Stock codeBrandDescriptionQuantityCategoryU/MSizeU/M Item NumberBrandProdcut DescriptionPriceSizeU/M Fat Content Per Serving Sodium Content Per Serving Sugar Content Per Serving Calories Per ServingKosherHalalGluten FreeSoy Free 981UnionTube Socks White-Pr One Sz70835ClothEA 50237UnionMens white ankle socks18202ClothEA 51008UnionAnkle Socks Female9030ClothEA 995HanesMens White Boxer SM (30-32)42ClothPKG2EA 992HanesMens White Boxer Med.(34-36)237ClothPKG2EA 993HanesMens White Boxer LG (38-40)370ClothPKG2EA 994HanesMens White Boxer XL (42-44)519ClothPKG2EA 996PlayersMens White Boxer 2XL (46-48)233ClothPKG2EA 2359PlayersMens White Boxers 3XL (50-52)90ClothPKG2EA 2487PlayersMens White Boxers 4XL (54-56)39ClothPKG2EA 997PlayersMens White Boxer-5XL (58-60)18ClothPKG2EA 991PlayersMens White Boxer 6XL (62-64)13ClothPKG2EA 9901HanesMens Briefs - S (28-30)51ClothPKG 9902HanesMens Briefs - M (32-34)195ClothPKG 9903HanesMens Briefs - L (36-38)195ClothPKG 9904HanesMens Briefs - XL (40-42)156ClothPKG 9905HanesMens Briefs - 2XL (44-46)42ClothPKG 9906HanesMens Briefs - 3XL (48-50)23ClothPKG 9907HanesMens Briefs - 4XL (52-54)6ClothPKG 9908HanesMens Briefs - 5XL (56-58)1ClothPKG 9909HanesMens Briefs - 6XL (60-62)0ClothPKG

12. MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT (ATTACHMENT A) Complete Attachment A, MWBE Form - Include sub-contractor letters of commitment Goals for this RFP: - 8% Minority Business Enterprise - 8% Women’s Business Enterprise

13. MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT (ATTACHMENT A) The Total Bid amount comes From Attachment D.

14. INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1) Complete Attachment A1, IVBE Form - Include sub-contractor letters of commitment INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1) Goal for this RFP: 3%

15. INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (Attachment A1) This amount comes from Attachment D.

16. INDIANA ECONOMIC IMPACT FORM (ATTACHMENT C) The State defines FTE as a measurement of an employee's productivity on a specific project or contract. One (1) FTE equals one (1) Indiana resident employee fully engaged in the execution of activities or services germane to the scope of work included in this solicitation and the resulting contract; forty (40) hours a week, fifty-two (52) weeks a year. If there are two (2) employees each spending 1/2 of their working time, 20 hours per week, on a project that would also equal 1.

17. Proposal Evaluation Summary of Evaluation Criteria: Criteria Points 1. Adherence to Mandatory RequirementsPass/Fail 2. Management Assessment/Quality (Business and Technical Proposal) 30 points 3. Cost (Cost Proposal) -30 to +30 available points (5 bonus points are available if certain criteria is met) 4. Indiana Economic Impact5 5. Buy Indiana10 6. Minority (10) and Women Business (10) Subcontractor Commitment 20 (2 bonus points are available, see Section 3.2.6)) 7. Indiana Veteran Business Enterprise (IVBE) Subcontractor Commitment 5 (1 bonus point is available, see Section 3.2.7) Total 100 (108 if bonus awarded)

18. Questions and Answers

19. Thank You tdeaton@idoa.in.gov 317/233-3818