81029 Pre-Proposal Conference Slides.pptx

REQUEST FOR PROPOSAL 25-81029

LABORATORY ANALYTICAL SERVICES FOR FISH TISSUES AND SEDIMENT ANALYSES

INDIANA DEPARTMENT OF ENVIROMENTAL MANAGEMENT

PRE-PROPOSAL CONFERENCE

January 28, 2025

IDOA/PROCUREMENT DIVISION

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General Information Purpose of RFP and Background Term of Contract Key Dates Proposal Preparation Executive Summary Attestation Form Buy IN & IN Economic Impact Business Proposal Technical Proposal Cost Proposal Confidential Information Evaluation Criteria Minority and Women’s Business Enterprises (M/WBE) Indiana Veteran Owned Small Business (IVOSB) IDOA Subcontractor Scoring Subcontractor Compliance Optional Forms/Documents Required Forms/Documents Submission Requirements Additional Information Questions Agenda

General Information This Pre-Proposal Presentation will be posted on IDOA’s Solicitation Website along with the RFP.

Potential Respondents (prime contractors and subcontractors) will be given the opportunity to express interest in this solicitation and to have their company and contact information posted to the solicitation website. Attachment I provides a template for submitting company information. This form is optional, and if desired to be submitted, should be emailed to rfp@idoa.IN.gov no later than 3:00PM Eastern Time on Wednesday, January 29, 2025.

Potential Respondents to the solicitation are encouraged to submit any questions pertaining to the RFP via the Question/Inquiry Process. Please use Attachment G of this RFP for this purpose. Questions regarding the solicitation must be submitted by 3:00PM Eastern Time on Wednesday, January 29, 2025 Complete Submissions are due no later than 3:00 PM Eastern Time on Monday, March 31, 2025.

Purpose of the RFP and Background

IDOA is looking to contract with one or more vendor(s) who can provide quality Laboratory Analytical Services to perform analyses of biological (fish) tissues and/or surficial aquatic sediment for bioaccumulating chemicals for the Department of Environmental Management.

Term of Contract There will be a base term of two (2) years from the date of contract execution. There may be two (2) one-year renewals for a total of four (4) years at the State's option.

Key Dates

Executive Summary At a minimum, Respondents’ Executive Summaries must address the following (also outlined in Section 2.2 of the RFP):

State understanding and agreement to Section 1 of the RFP Summarize ability and desire to supply the required services Include address, phone number, and email of primary contact State understanding of the respondent notification Ensure the Executive Summary is signed by an authorized representative Additional “cover letter” information may be included within the Executive Summary if desired.

Attestation Form Respondents must complete and return the Attestation Form (Attachment J) with their proposal.

Mandatory Submission and Requirements Confirm Mutual Understanding and Submission Claim Clarification (Buy Indiana) Confidential / Redacted File Information Subcontractors per RFP Section 2.6.4

David

Buy Indiana & IEI Buy Indiana, RFP Main Document (Section 2.6.2) Respondent’s Buy Indiana status shall be finalized by proposal due date.

Five (5) definitions, details provided in the RFP Section 2.6.2.

Indiana Economic Impact, Attachment C Please complete the template provided for the IEI by filling out the information tab on Attachment C and FTE Details The form must be signed on tab C, electronic signatures are acceptable Respondents must submit this completed attachment, but it will not be used for evaluation purposes.

Complete only the yellow shaded cells on tab FTE Details Definitions of FTE (Full-Time Equivalent) Example: If a Respondent has five (5) full time employees, 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/her time to the new contract:

0.2 x 5 employees – 1 FTE

Business Proposal (Attachment E) Company Financial Information (Section 2.3.4) Respondents must provide documents to demonstrate financial stability including, for example, the most recent Dunn & Bradstreet Business Report (preferred) or audited financial statements for the two (2) most recently completed fiscal years. If neither of these can be provided, Respondents must explain why and include an income statement and balance sheet for each of the two (2) most recently completed fiscal years.

If the documents are from a parent or holding company, Respondents must explain the business relationship between the entities and demonstrate the financial stability of the entity which is directly responding to this RFP.

Contract Terms (Section 2.3.6) Respondents should review sample State contract and note exceptions to State non-mandatory clauses in Business Proposal and Executive Summary. Mandatory clauses are non-negotiable.

Business Proposal (Attachment E) (cont.)

References (Section 2.3.7) Respondents must have at least three (3) references who:

Can speak to the Respondent’s experience in providing products and/or services that are the same, or similar, to those products and/or services requested in this solicitation Can speak to the Respondent’s performance on contracts of similar scope for government clients Are not the State of Indiana or any of its agencies

Technical Proposal (Attachment F) Respondents must address all questions and components of Attachment F Responses to each component and section should fully address all requirements of the relevant section of the Scope of Work.

Where appropriate, supporting documentation (e.g. diagrams, certificates, graphics, or other exhibits) may be submitted as an attachment and referenced within the relevant answer field.

Cost Proposal (Attachment D) Please complete the template provided for the Cost Proposal by populating ONLY the yellow shaded cells. Green cells will populate automatically.

Return the Excel file along with your proposal.

Cost scores will be normalized to one another, based on the lowest cost proposal evaluated. The lowest cost proposal receives a total of 35 points. The normalization formula is as follows:

Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 35

Cost Proposal (Attachment D) (cont.)

Fill in requested information here

Confidential Information Confidential Information (RFP Section 1.15) All materials contained in proposals are subject to the Access to Public Records Act (APRA) and can be accessed by any member of the public after contract award. The responses are deemed to be “public records” unless a specific provision of IC 5-14-3 protects it from disclosure.

In order to request certain information be kept confidential, Respondents must claim a statutory exception to the APRA in their Executive Summary, including describing which specific provision applies to which specific part of their response.

Confidential information must also be clearly marked and kept separate from the proposal in the electronic copies. IDOA recommends submitting a “public” file that has the confidential information redacted (may be in PDF format) and a “final” file that includes all required information (must be in format prescribed buy the RFP).

DO NOT LABEL YOUR ENTIRE RESPONSE AS CONFIDENTIAL

Evaluation Criteria

Minority and Women’s Business Enterprises Mission/Vision Promote, monitor, and enforce the standards for certification of minority and women’s business enterprises.

Provide equal opportunity to minority and women enterprises in the state’s procurement and contracting process.

Nondiscrimination and Antidiscrimination Laws Pursuant to Indiana Civil Rights Law, specifically IC §22-9-1-10, every state contract shall contain a provision requiring the contractor and subcontractors to not discriminate against any employee or applicant with respect to Protected Characteristics

Contact Information Phone: 317-232-3061 E-mail: mwbecompliance@idoa.in.gov Web: www.in.gov/idoa/mwbe

Complete Attachment A, MBE/WBE Form Include sub-contractor letter of commitment

Goals for Proposal 8% Minority Business Enterprise 11% Women’s Business Enterprise

Please carefully review the information in this box

Prime contractors must ensure that the proposed subcontractors meet the following criteria:

Are listed in the IDOA Directory of Certified Firms, on or before the proposal due date, national diversity plans are generally not accepted. The directory can be found here: http://www.in.gov/idoa/mwbe/2743.htm.

Serve a Valuable Scope Contribution (VSC) on the engagement, as confirmed by the State.

Provide the goods or services specific to the contract and within the industry area for which it is certified.

Prime contractors should note the following:

Subcontractors’ MBE/WBE Certification Letter, provided by IDOA, must accompany the proposal to show current status of certification.

Each firm may only serve as one classification – MBE or WBE (see Section 1.21) Pursuant to 25 IAC 5-6-2(b)(d), a Prime Contractor who is a 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.

Total Bid Amount should match the four-year total spend in Section 1.4.2 of the RFP

New Process – MBE/WBE scoring is conducted based on 10 points plus a possible 2 bonus points scale MBE: Possible 5 points + 1 bonus point WBE: Possible 5 points + 1 bonus point MBE 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 If the respondent’s commitment percentage is rounded down to 0% for MBE or WBE participation the respondent will receive 0 points.

Submissions of 0% participation will result in a deduction of 1 point in each category The highest submission which exceeds the goal (“exceeds” defined as a commitment percentage that is equal to or greater than 9% before rounding) in the MBE category will receive 6 points (5 points plus 1 bonus point). In case of a tie both firms will receive 6 points.

WBE Professional Services Scoring Methodology:

Fractional percentages will be rounded up or down to the nearest whole percentage If the respondent’s commitment percentage is rounded down to 0% for WBE participation the respondent will receive 0 points.

Submissions of 0% participation will result in a deduction of 1 point in each category The highest submission which exceeds the goal (“exceeds” defined as a commitment percentage that is equal to or greater than 11% before rounding) in the WBE category will receive 6 points (5 points plus 1 bonus point). In case of a tie both firms will receive 6 points.

Indiana Veteran Owned Small Business Contact Information Phone: 317-232-3061 E-mail: Indianaveteranspreference@idoa.in.gov Web: www.in.gov/idoa/2863.htm Complete Attachment A1, IVOSB Form Include subcontractor letters of commitment Goals for Proposal 3% Veteran Owned Small Business

Please carefully review the information in this box

Prime contractors should note the following:

Pursuant to 25 IAC 9-4-1(c), a Prime Contractor who is an IVOSB can use their own workforce to count toward the goal.

IVOSB must have a Bidder ID Prime contractor and/or subcontractors’ Certification Letter(s), provided by IDOA or Federal Center for Veterans Business Enterprise (VA OSDBU), must accompany the proposal to show current status of certification.

Each firm may only serve as one classification – MBE, WBE, or IVOSB (see Section 1.22 in the RFP Main Document).

Total Bid Amount should match the four-year total spend in Section 1.4.2 of the RFP

Prime contractors must ensure that the proposed subcontractors meet the following criteria:

Must be listed on VA OSDBU registry or listed on the IDOA Directory of Certified Firms, on or before the proposal due date.

Serve a Valuable Scope Contribution (VSC) on the engagement, as confirmed by the State.

Provide the goods or services specific to the contract and within the industry area for which it is certified.

New Process - IVOSB scoring is conducted based on 5 points plus a possible 1 bonus point scale IVOSB: Possible 5 points + 1 bonus point

Professional Services Scoring Methodology:

Fractional points will be awarded based upon a graduated scale between whole points. (e.g. a 0.3% commitment will receive .5 points and a 1.5% commitment will receive 2.5 points) Submissions of 0% participation will result in a deduction of 1 point in each category The highest submission which exceeds the goal will receive 6 points (5 points plus 1 bonus point). In case of a tie both firms will receive 6 points.

IDOA Subcontractor Scoring RFP MBE/WBE/IVOSB Scoring Example

Pay Audit System Tool utilized to monitor the state’s diversity spend for subcontractors Selected primes and subcontractors are required to report payments submitted or received through this web-based tool Based on contract terms payments should be reported monthly or quarterly Questions? Contact Division of Supplier Diversity mwbecompliance@idoa.in.gov www.in.gov/idoa/mwbe/payaudit.htm

Subcontractor Compliance

Pay Audit System

Prime Subcontractor

Submit subcontractor actual paid invoice amounts Submit actual payments received Payment

Optional Submission Forms/Documents Submission of these documents is optional and does not impact your ability to submit a proposal.

Required Submission Forms/Documents Failure to submit any of the required forms/documents puts your proposal at risk of not being evaluated and/or loss of points. Use the templates provided for all responses and do not alter any templates. Responses must be submitted per the RFP instructions. See RFP Sections 1.8 and 2.1 for additional details. Late submissions or submissions will not be accepted.

Submission Requirements

All submissions must be made through the Supplier Portal as described in RFP Section 1.8.

All proposals must be received through the Supplier Portal at the link below by the Procurement Division no later than the date and time outlined in Section 1.24 Summary of Milestones. The proposal will be considered the official response in evaluating responses for scoring and protest resolution and may be posted on the IDOA website, https://www.in.gov/idoa/procurement/award-recommendations/ if recommended for selection. The proposal must follow the format indicated in Section Two of the RFP document. No other method of submission will be accepted. Unnecessarily elaborate brochures or other presentations, beyond those necessary to present a complete and effective proposal, are not desired.

Multi-Factor Authentication: https://www.in.gov/iot/customer-service/myshareingov/multi-factor-authentication/

Supplier Portal: https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/

PDF guide on how to submit an electronic bid: https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/manage-my-bidder-profile/submitting-a-bid/ You must be a registered bidder to submit a proposal.

It is your responsibility to ensure that all required documents and forms are submitted prior to the due dates. Failure to complete or submit required documents and forms may result in disqualification or loss of points.

Additional Information

IDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htm

Link to the developing for bidder registry with IDOA and Secretary of State.

http://www.in.gov/idoa/2464.htm Secretary of State of Indiana:

Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos See Vendor and Supplier Resource Center:

http://www.in.gov/idoa/3106.htm Minority and Women Owned Business Enterprises:

Link to more information and full listing of IDOA Minority and Women Owned Businesses http://www.in.gov/idoa/2352.htm RFP posting and updates:

Go to http://www.in.gov/idoa/2354.htm (select “Current Opportunities” link) Scroll through table until you find desired RFP number on left-hand side and click the link.

Questions

All questions/inquiries should be submitted using the Q&A Template (Attachment G) based on the process outlined in Section 1.7 of the RFP Main Document.

Reminder: If interested, send a Pre-Proposal Network Opportunities Form (Attachment I) via email, to rfp@idoa.in.gov by on Wednesday, 1/29/2025.

Thank You

Christina Garcia cgarcia@idoa.in.gov

Division of Supplier Diversity mwbecompliance@idoa.in.gov www.in.gov/idoa/mwbe/payaudit.htm image2.png image1.png image9.png image10.png image11.png image12.png image13.png image14.png image15.png image16.png