INDIANA DEPARTMENT OF ADMINISTRATION On Behalf Of Department of Child Services Child Support Bureau Request for Proposal 14-098 Indiana State Central Collection

Indiana Department of Administration

INDIANA DEPARTMENT OF ADMINISTRATION

On Behalf Of

Department of Child ServicesChild Support Bureau

Request for Proposal 14-098Indiana State Central Collection Unit (INSCCU)

Paper Child Support Payment Processing

Pre-Proposal Conference

May 9, 2014

Adam Thiemann, Account Manager


Agenda

• General Information• Purpose of RFP• Key Dates• Proposal Preparation & Evaluation• Minority and Women’s Business Enterprises (M/WBE)• Question and Answer Session


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• Any verbal response is not considered binding;

respondents are encouraged to submit any question formally in writing.


• The purpose of this RFP is to select a vendor that can satisfy the State’s need for paper child support payment processing, plus other additional services.

• The successful Vendor will: – Process “paper” child support payments – checks and money orders received from

employers, non-custodial parents, financial institutions, other States, and the Social Security Administration.

– Assist CSB with specific miscellaneous functions such as working on returned checks (NSFs)

– Possibly provide Additional Services of working with counties to centralize walk in payments, providing a means for NCPs to pay their child support using direct debit/auto withdrawal and providing the means for CSB and the Counties to do document imaging.

• The full scope of work is found in Attachment D.

Purpose of the RFP


Term of Contract

• The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be three (3) one year renewals for a total of seven (7) years at the State’s option.


Key DatesActivity Date

Issue of RFP April 25, 2014

Pre-Proposal Conference May 9, 2014

Deadline to Submit Written Questions May 16, 2014

Response to Written Questions/RFP Amendments May 30, 2014

Submission of Proposals June 23, 2014

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

Proposal Evaluation June 23, 2014

Proposal Discussions/Clarifications (if necessary) TBD

Oral Presentations (if necessary) TBD

Best and Final Offers (if necessary) TBD

RFP Award Recommendation TBD


Business Proposal(Attachment C)

• 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


Technical Proposal• In the Scope of Work, Attachment D, there are specific

instructions included prior to each Matrix. Note that some requirements only require the Vendor to state agreement, but generally, Respondents are given an opportunity to provide additional information that may distinguish the quality of their proposal.

• Where appropriate, supporting documentation may be referenced by a page and paragraph number.

Technical Proposal Example

G5Working

Relationships

Participate in the INSCCU Oversight Committee, which will provide higher-level supervision and decision-making authority. The Committee will

consist of, at a minimum, the Deputy Director and Assistant Deputy Director of CSB, the State’s

INSCCU Project Manager, and various representatives of DCS and CSB. Vendor

participation may include the INSCCU Project Manager, and INSCCU payment.

Agree and describe proposed

interaction with committee.

Number Category Requirement Instructions

Response: (Company Name) agrees to comply with Requirement G5. (Company Name’s) participants in the INSCCU Oversight Committee are expected to be……….. etc.

Cost Proposal (Attachment F)• Fixed Transition Cost

The cost of the 15 week transition.

• Fixed Costs The fixed cost aspect of the Cost Proposal Template does not have to be used. A respondent may provide a fixed monthly cost amount or leave fixed monthly cost blank ($0).

• Per Transaction Costs

All other costs, except for additional services costs, are to be included in the per transaction price. Transaction volume is an estimate only, and does not serve as a guarantee of minimum compensation for the Vendor. Volume was estimated using actual transaction volume from the current INSCCU for the past year.


Cost Proposal (Attachment F)


• The vendor who proposes the lowest cost will receive the full points available. All other vendors will receive a share of those points based on their relative cost. The following formula will be used. (Lowest Proposed Cost/Respondent’s Proposed Cost X Available Points)

Cost Scoring


Proposal Preparation

• Please return all attachments in the format provided. For example, Cost Proposal (Attachment F) must be returned in Excel format.

• Use the templates provided for all answers• Do not alter templates


Proposal EvaluationSummary of Evaluation Criteria:

Criteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical Proposal) 50 points

3. Cost (Cost Proposal) 30 points

4. Minority (10) and Women Business (10) Subcontractor Commitment 20 (2 bonus points are available)

Total 100 (102 if bonus awarded)


Minority and Women’s Business Enterprises

• Complete Attachment A, MWBE Form- Include sub-contractor letters of commitment

• Goals for Proposal- 8% Minority Business Enterprise

- 8% Women’s Business Enterprise




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

http://www.in.gov/idoa/2352.htm




TOTAL BID AMOUNT:



• 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

% 1% 2% 3% 4% 5% 6% 7% 8%

Pts. 1.25 2.50 3.75 5.00 6.25 7.50 8.75 10.00



RFP MWBE Scoring Example

Bidder MBE % Pts. WBE % Pts. Total Pts.

Bidder 1 12.0% 10.0 10.0% 11.0 21.0

Bidder 2 6.0% 7.5 4.0% 5.0 12.5

Bidder 3 8.0% 10.0 8.0% 10.0 20.0

Bidder 4 16.0% 11.0 0.0% -1.0 10.0

Bidder 5 0.0% -1.0 0.0% -1.0 -2.0


Additional InformationIDOA PROCUREMENT LINKS

http://www.in.gov/idoa/2354.htm1-877-77BUYIN (8946) For Vendor Registration Questions


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

B. See Vendor Handbook:Online version available at http://www.in.gov/idoa/files/vendor_handbook.doc

C. Minority and Women Owned Business Enterprises:http://www.in.gov/idoa/files/certification_list.xls for table of IDOA certified MBEs and WBEs. For more M/WBE information http://www.in.gov/idoa/2352.htm

D. RFP posting and updates:Go to http://www.in.gov/cgi-bin/idoa/cgi-bin/bidad.pl Drag through table until you find desired RFP/RFI number on left-hand side and click the link.



http://www.in.gov/sos

http://www.in.gov/idoa/files/vendor_handbook.doc

http://www.in.gov/idoa/files/certification_list.xls


http://www.in.gov/cgi-bin/idoa/cgi-bin/bidad.pl


Questions

Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing.


Thank You

Adam [email protected]

Documents

INDIANA DEPARTMENT OF ADMINISTRATION On Behalf Of Department of Child Services Child Support Bureau Request for Proposal 14-098 Indiana State Central Collection