pre-proposal conference october 17, 2013 10:00 am teresa deaton-reese, idoa senior account manager...

Indiana Department of Administration

Pre-Proposal ConferenceOctober 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


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


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.


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.


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.


Key RFP DatesActivity Date

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


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 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.

• Attachment D-Cost Proposal– return in Excel


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


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


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 shallbe 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 accordingly 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


Cost Proposal – Attachment DClothing Current Vendor Yes/No

Stock code Brand Description Quantity Category U/M Size U/M Item Number Brand Prodcut Description Price Size U/MFat Content Per

ServingSodium Content

Per ServingSugar Content

Per ServingCalories Per

Serving Kosher Halal Gluten Free Soy Free

981 Union Tube Socks White-Pr One Sz 70835 Cloth EA

50237 Union Mens white ankle socks 18202 Cloth EA

51008 Union Ankle Socks Female 9030 Cloth EA

995 Hanes Mens White Boxer SM (30-32) 42 Cloth PKG 2EA

992 Hanes Mens White Boxer Med.(34-36) 237 Cloth PKG 2EA

993 Hanes Mens White Boxer LG (38-40) 370 Cloth PKG 2EA

994 Hanes Mens White Boxer XL (42-44) 519 Cloth PKG 2EA

996 Players Mens White Boxer 2XL (46-48) 233 Cloth PKG 2EA

2359 Players Mens White Boxers 3XL (50-52) 90 Cloth PKG 2EA

2487 Players Mens White Boxers 4XL (54-56) 39 Cloth PKG 2EA

997 Players Mens White Boxer-5XL (58-60) 18 Cloth PKG 2EA

991 Players Mens White Boxer 6XL (62-64) 13 Cloth PKG 2EA

9901 Hanes Mens Briefs - S (28-30) 51 Cloth PKG

9902 Hanes Mens Briefs - M (32-34) 195 Cloth PKG

9903 Hanes Mens Briefs - L (36-38) 195 Cloth PKG

9904 Hanes Mens Briefs - XL (40-42) 156 Cloth PKG

9905 Hanes Mens Briefs - 2XL (44-46) 42 Cloth PKG






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


MINORITY AND WOMEN’S BUSINESS ENTERPRISES SUBCONTRATOR COMMITMENT

(ATTACHMENT A)

The Total Bid amount comes

From Attachment D.


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%


INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (Attachment A1)

This amount comes from Attachment D.


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.


Proposal EvaluationSummary of Evaluation Criteria:

Criteria Points

1. Adherence to Mandatory Requirements Pass/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 Impact 5

5. Buy Indiana 10

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)


Questions and Answers


Thank [email protected]

317/233-3818

mailto:[email protected]

pre-proposal conference october 17, 2013 10:00 am teresa deaton-reese, idoa senior account manager...

Documents

idoc commissary

seller of commissary

bulk commissary supplies

pen products operations

excel slide

technology solutions

operational solutions

year of products