Equipment Maintenance Management Program

Request for Proposal 9-36

Pre-Proposal ConferenceMay 28, 2009

Agenda

• Purpose of RFP• Scope of RFP• Key Dates• Proposal Preparation• Proposal Evaluation• Minority and Women’s Business Enterprises• Question and Answer Session

Purpose of the RFP

• To select a vendor that provides quality management of an equipment maintenance program at a cost effective price.

• Partner with the State in analyzing equipment maintenance expenditures while maintaining desired service levels and maximizing budgeted dollars.

Scope of RFP

• The State conducted a pilot program with the Remi Group. – 14 agencies added electronic equipment from

traditional maintenance contracts, time and materials maintenance, or no maintenance agreement at all.

• Details in Attachment N, Historical Information.– Today, agency calls service vendor of choice when

service is needed.– Online equipment database and tracking tool for

managing equipment.

Scope of RFP

• $462,000 in traditional annual spend currently on the program.– State does not guarantee future spending at these

levels– Attachment A, MWBE Subcontractor Form

• Electronic Equipment Categories– General medical, hospital, lab, and testing equipment– All other electronic equipment

• Online Equipment Management Tool

Key DatesActivity Date

Issue of RFPMay 15, 2009

Pre-Proposal ConferenceMay 28, 2009

Deadline to Submit Written Questions June 1, 2009

Response to Written Questions/RFP Amendments June 8, 2009

Submission of Intent to Respond Form June 8, 2009

Submission of Proposals July 1, 2009

OneIndiana Initiative

• OneIndiana Initiative – OneIndiana.net is a secure and credentials based

website for all State QPA products and services.

• Section 2.3.15 (Business Proposal)– In order for your awarded contract to be included in

OneIndiana.net, IDOA requires a yes response to questions 1-5 in Attachment G, Business Proposal.

• Attachment K, L, and M

Minimum Requirements(Attachment E)

• Vendor must meet or exceed annual commitment percentage for Minority & Women’s Business Enterprises subcontractor goals throughout the life of the contract.– Attachment A

• Vendor shall cover preventative and/or corrective maintenance needs for hardware and/or software as it relates to equipment per the manufacturer’s specifications. – Online Equipment Management Tool

Cost Proposal(Attachment D)

• Respondent must bid on all equipment categories to be considered a valid bid.

• Minimum Savings Percentage – Hardware/Software– Preventative and/or

Corrective

STATE OF INDIANA PORTFOLIO (VOLUME BASED ON

TRADITIONAL CONTRACT SPEND)EQUIPMENT CATEGORY

< = $1,500,000.00

General Medical, Hospital, Lab, and Testing Equipment

All Other Eligible Electronic Equipment

> $1,500,000.00 and <= $3,000,000.00

General Medical, Hospital, Lab, and Testing Equipment

All Other Eligible Electronic Equipment

> $3,000,000.00

General Medical, Hospital, Lab, and Testing Equipment

All Other Eligible Electronic Equipment

• Additional Pricing Information– Creative solutions that yield additional savings to the State.

Proposal Preparation

• Use the templates provided for all answers and do not alter templates.

• Please list all attachments in Attachment F, Summary of Attachments.

• Electronic copies of your proposal– Please return in original format.

• Technical Proposal (Attachment H) in Microsoft Word• Cost Proposal (Attachment D) in Microsoft Excel

– Please do not submit your entire proposal as one PDF file.

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Minimum Requirements– Pass/Fail

2. Management Assessment/Quality (Business & Technical)– 35 points

3. Cost (Cost Proposal)– 20 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

Minority and Women’s Business Enterprises

• Goals for Proposal– 8% Minority Business Enterprise (MBE)– 8% Women’s Business Enterprise (WBE)

• Attachment A – Commitment of total participation provided by Minority

and Women’s Business Enterprises– The State is expecting Respondents to indicate the

percentages for Minority and Women’s Business Enterprises that they are committed to achieving (if awarded this contract).

Questions and Answers

Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2788.htm1-877-77BUYIN (8946) For Vendor Registration Questions

http://www.in.gov/idoa/3643.htmFor Inquiries Regarding Substantial Indiana Economic Impact

A. www.BuyIndiana.IN.govLink to the developing “one stop shop” for vendor registry with IDOA and Secretary of State, MWBE business loop up, etc.

B. Secretary of State of Indiana:Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos

C. Indiana Economic Impact Form:Online version available at http://www.in.gov/idoa/2788.htm

D. Minority and Women Owned Business Enterprises:http://www.in.gov/idoa/3643.htm for more information www.BuyIndiana.IN.gov for table of IDOA certified MBEs and WBEs.

E. RFP posting and updates:Go to http://www.in.gov/idoa/2788.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.

Thank You