Indiana Hoosier Lottery Lottery Draw Witness

1. Indiana Hoosier Lottery Lottery Draw Witness Pre-Proposal Conference September 14, 2012 Stan Judson IDOA Strategic Sourcing Analyst

2. General Information • Sign-In Sheet for Attendees • Sign-In Sheet and PowerPoint will be posted on IDOA’s Solicitation Website • Hold questions until the end of the presentation

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

4. Purpose of the RFP • The purpose of this RFP is to solicit proposals from qualified Vendors to provide drawing witness services to the State Lottery Commission of Indiana (the Lottery). • It is the intent of the Lottery to contract with a contractor that provides quality Witness Services at a competitive rate.

5. Scope of RFP • The Lottery seeks to obtain the services of a Certified Public Accounting firm to witness Lottery drawings. The Lottery currently uses computerized drawing equipment running random number generation code certified by an independent third party for drawings.

6. Scope of RFP • Contract Term • The term of the contract shall be for a period of two (2) years from the date of contract execution. There may be two (2) one-year renewals for a total of four (4) years at the State’s option.

7. Key Dates

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 and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

9. Technical Proposal(Attachment F) • Please use the Template we have provided for you. • Where appropriate, supporting documentation may be referenced by a page and paragraph number.

10. Cost Proposal(Attachment D) • The Cost Proposal Template is Attachment D and should be completed by each Respondent. The Respondent’s cost score will be based on the annual prices they submit. Please keep in mind to list any and all costs that will be incurred by the State annually. • The State reserves the right to award to multiple Contractors. If you are not willing to accept this term, please state so in your response.

11. Cost Proposal(Attachment D) • 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.

12. Proposal Preparation • Buy Indiana, Business Proposal 2.3.17 • 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.

13. Proposal Preparation • Attachment D (Cost Proposal) must be returned in Excel • Use the templates provided for all answers • Do not alter templates

14. Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Mandatory Requirements • Pass/Fail • Management Assessment/Quality (Business & Technical Proposal) • 25 points • 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)

15. Minority and Women’s Business Enterprises Stan Judson • Contact Information - Email: sjudson@idoa.in.gov or Phone: 317-234-6673 • Complete Attachment A, MWBE Form - Include sub-contractor letters of commitment • Goals for Proposal - 8% Minority Business Enterprise - 8% Women’s Business Enterprise

17. 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 http://www.in.gov/idoa/2352.htm • Must be used to provide the goods or services specific to the contract • National Corporate Diversity Plans are generally not acceptable

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

20. 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

21. Minority and Women’s Business Enterprises RFP MWBE Scoring Example

22. Hoosier Lottery Questions and Answers

23. Thank You sjudson@idoa.in.gov