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INDIANA DEPARTMENT OF ADMINISTRATION

Prosecutor Case Management System REQUEST FOR PROPOSAL 13-41 on behalf of THE INDIANA PROSECUTING ATTORNEYS COUNCIL. INDIANA DEPARTMENT OF ADMINISTRATION. AGENDA General Information Purpose & Scope of RFP Key Dates Proposal Preparation & Evaluation Minority and Women’s Business Enterprises

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INDIANA DEPARTMENT OF ADMINISTRATION

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  1. Prosecutor Case Management SystemREQUEST FOR PROPOSAL 13-41on behalf ofTHE INDIANA PROSECUTING ATTORNEYS COUNCIL INDIANA DEPARTMENT OF ADMINISTRATION

  2. AGENDA • General Information • Purpose & Scope of RFP • Key Dates • Proposal Preparation & Evaluation • Minority and Women’s Business Enterprises • Question and Answer Session INDIANA DEPARTMENT OF ADMINISTRATION

  3. GENERAL INFORMATION • Attendee Sign-In Sheet • Sign-In Sheet and PowerPoint will be posted on State’s Solicitation Website • Hold questions until the end of the presentation • Any questions answered verbally today are not official and should be submitted in writing if it will affect your proposal response • All questions must be submitted in writing by 3:00 PM EST on January 18, 2013 • Email:rfp@idoa.in.gov • Fax: 317.232.7312 INDIANA DEPARTMENT OF ADMINISTRATION

  4. PURPOSE OF RFP 13-41 • To secure the services of a maintenance contractor that will be responsible for the day-to-day maintenance, modification, enhancement, and operational support of the IPAC Prosecutor Case Management System. • Competitive respondents should adopt one (1) of two (2) approaches: • A proposal to adopt and continue maintaining and developing the current code and its associated data; or • A proposal to seamlessly transition the current code and its associated data into a vendor’s existing case management system software INDIANA DEPARTMENT OF ADMINISTRATION

  5. THE PROSECUTOR CASE MANAGEMENT SYSTEM • The IPAC PCMS is a web-based system that allows prosecutors and their staffs to electronically file (E-File/E-Filing) cases with the courts. • Deployed in 88 of Indiana’s 92 counties • Written primarily in PHP open source language • Relying heavily on AJAX to display and store data TRIAL COURTS Odyssey Case Management System Doxpop, CSI Tech. Group, CourtView, and Keystone USERS PROSECUTING ATTORNEY OFFICES PROSECUTOR CASE MANAGEMENT SYSTEM INDIANA DEPARTMENT OF CORRECTIONS VICTIM INFORMATION INDIANA STATE POLICE AUTO FINGERPRINT ID SYSTEM, CRIMINAL HISTORY RECORD SYSTEM INDIANA DEPARTMENT OF ADMINISTRATION

  6. SCOPE OF THE RFP • KEY STATEMENT OF WORK ELEMENTS: • Contains 18 sections addressing PCMS testing environments, batch cycles, database administration, disaster recovery, system documentation, reporting, problem tracking, and modification activities • Vendor performance will be monitored according to standards and SLAs outlined in Attachment E INDIANA DEPARTMENT OF ADMINISTRATION

  7. SCOPE OF THE RFP Estimated Baseline Cost: - $412,411 per annum Contract Term: - Initial 2-year agreement; option of two (2) 1-year extensions INDIANA DEPARTMENT OF ADMINISTRATION

  8. KEY RFP DATES INDIANA DEPARTMENT OF ADMINISTRATION

  9. PROPOSAL PREPARATION • Attachment E - Business Proposal Template • Attachment E - Technical Proposal Template • Attachment H - Cost Proposal Template • Section 2.7 - Buy Indiana • Status shall be finalized by proposal due date • 5 definitions, details provided in Business Proposal • 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 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. INDIANA DEPARTMENT OF ADMINISTRATION

  10. 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 State contract and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter INDIANA DEPARTMENT OF ADMINISTRATION

  11. COST PROPOSAL • (Attachment H) • - Must be returned in original Excel format • - Fixed bid, payment contingent upon completion and acceptance of deliverables • - Baseline is $824,821 over 2-yearperiod • Please provide the ANNUAL base salary for each position and the administrative overhead percentage applicable to each base salary for each year of the contract. • Also specify each staff position and the number of FTEs that will be staffed against each position. • Finally, specify both the HOURLY wage rate for each position and the administrative overhead percentage applicable to each wage rate for each year of the contract. INDIANA DEPARTMENT OF ADMINISTRATION

  12. Proposal Evaluation INDIANA DEPARTMENT OF ADMINISTRATION

  13. MINORITY AND WOMEN’S BUSINESS ENTERPRISE Complete Attachment A, MWBE Form - Include sub-contractor letters of commitment Goals for this RFP: - 8% Minority Business Enterprise - 8% Women’s Business Enterprise INDIANA DEPARTMENT OF ADMINISTRATION

  14. MINORITY AND WOMEN’S BUSINESS ENTERPRISE $$$$$$ INDIANA DEPARTMENT OF ADMINISTRATION

  15. MINORITY AND WOMEN’S BUSINESS ENTERPRISE • 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 INDIANA DEPARTMENT OF ADMINISTRATION

  16. MINORITY AND WOMEN’S BUSINESS ENTERPRISE RFP SCORING EXAMPLE INDIANA DEPARTMENT OF ADMINISTRATION

  17. QUESTIONS AND ANSWERS INDIANA DEPARTMENT OF ADMINISTRATION

  18. ADDITIONAL INFORMATION IDOA PROCUREMENT LINKS AND NUMBERS http://www.in.gov/idoa/2354.htm 1-877-77BUYIN (8946) For Vendor Registration Questions http://www.in.gov/idoa/2464.htm For Inquiries Regarding Substantial Indiana Economic Impact Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State. http://www.in.gov/idoa/2467.htm Secretary of State of Indiana: Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos Vendor Handbook: Online version available at http://www.in.gov/idoa/files/vendor_handbook.doc Minority and Women Owned Business Enterprises: http://www.in.gov/idoa/files/Certification_List(48).xls for table of IDOA certified MBEs and WBEs. For more WBE’s information http://www.in.gov/idoa/2352.htm RFP posting and updates: Go to http://www.in.gov/idoa/2354.htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link. INDIANA DEPARTMENT OF ADMINISTRATION

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