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Courier Services Request for Proposal 11-46

Courier Services Request for Proposal 11-46. Pre-Proposal Conference February 17, 2011 Chad Johnson Department of Administration. Agenda. Introduction & General Information Purpose & Scope of RFP Key Dates Proposal Preparation & Evaluation Minority and Women’s Business Enterprises

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Courier Services Request for Proposal 11-46

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  1. Courier ServicesRequest for Proposal 11-46 Pre-Proposal Conference February 17, 2011 Chad Johnson Department of Administration

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

  3. 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 • Verbal responses not binding • All questions must be submitted in writing by Tuesday, March 1st

  4. Purpose of the RFP • To obtain the services of a qualified and experienced courier service to ship library materials throughout the State of Indiana • To ship materials from one dropsite to another using a single shipping system with a set list of locations for regular, daily service • To find a vendor that will provide these services to the State at a very competitive price

  5. Scope of RFP • Approximately four hundred (400) dropsites are currently served • On average, the selected vendor will make approximately 800 stops per week • Stops include public, academic, school, institutional and special libraries • See attachment F for list of current dropsites

  6. Scope of RFP • ISL currently spends approximately $350,000 annually on courier services (based on historical data) • Future spending at this level is not a guarentee • Contract Term: • One (1) year from the date of contract execution • Possibility of three (3) one-year renewals • Total term of four (4) years

  7. Key Dates

  8. Proposal Preparation • Use template provided • Cost Proposal (Attachment D) • Price shall be fixed annually and be presented in a per-dropsite, per-day format • All necessary extras should be included in the final bid price, including any fuel surcharges or volume-based fluctuations • Price charged for a dropsite will be prorated based on its service start date • Must be returned as an Excel spreadsheet

  9. Proposal Preparation • Buy Indiana Preference, 5 definitions • Status shall be finalized by proposal due date • 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.

  10. Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Mandatory Requirements • Pass/Fail 2. Management Assessment/Quality (Business & Technical) • 30 points 3. Cost (Cost Proposal) • +25 to -25 points available (5 bonus points awarded if certain criteria is met) 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

  11. Minority and Women’s Business Enterprises Charles Hill, MWBE Division • Attachment A, MWBE form • Goals for Proposal • 8% Minority Business Enterprise • 8% Women’s Business Enterprise • Commercially Viable

  12. 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

  13. Minority and Women’s Business Enterprises

  14. Additional Information Indiana Department of Administration:http://www.in.gov/idoa/proc • View current solicitations and updates (Click State of Indiana Opportunities) • Register as a bidder with the State of Indiana (Click Bidding on State Contracts) • http://www.in.gov/idoa/2467.htm: link to Buy Indiana information and vendor registration with IDOA. For inquiries regarding substantial Indiana Economic Impact, contact buyindianainvest@idoa.in.gov • http://www.in.gov/idoa/minority: link to more information and full listing of IDOA certified Minority and Women owned Businesses Indiana Secretary of State: http://www.in.gov/sos • For registration assistance, call (317) 232-6576 Indiana Office of Technology: http://in.gov/iot/2394.htm • Link to Information Technology (IT) Standards and Policies

  15. Questions and Answers

  16. Thank You Chad Johnson chjohnson@idoa.in.gov

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