Request for Proposal 20-005: Vehicles Procurement for Indiana State Agencies
This Request for Proposal (RFP) seeks to contract with a respondent to provide quality vehicles for the State of Indiana. The RFP outlines key dates, background information, scope of work, delivery requirements, and evaluation criteria. Interested parties must adhere to the submission deadlines and guidelines specified in the RFP document.
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REQUEST FOR PROPOSAL 20-005 VEHICLES INDIANA DEPARTMENT OF ADMINISTRATION ON BEHALF OF ALL STATE AGENCIES PRE-PROPOSAL CONFERENCE NOVEMBER 19, 2019 AUSTIN JONES IDOA/PROCUREMENT DIVISION
Agenda General Information Purpose of RFP Term of Contract Key Dates Background Scope of Work Current Purchasing Profile Delivery Requirements Order Due Date Notification and Guarantee Timely Response to Inquiry and Standard Colors Business Proposal Technical Proposal Cost Proposal Proposal Preparation Evaluation Criteria Minority and Women s Business Enterprises (M/WBE) Indiana Veteran Owned Small Business (IVOSB) Additional Information 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 questions formally, in writing, if it affects the proposal that will be submitted to the state.
Purpose of the RFP The purpose of this RFP is to select a respondent that can satisfy the State s need for new vehicles. It is the intent of the Indiana Department of Administration, acting on behalf of All State Agencies, to contract with a respondent that provides quality vehicles for the State of Indiana.
Term of Contract The State intends to sign a contract with one or more Respondent(s) to fulfill the requirements in this RFP. The term of the contract shall be for a period 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 Activity Date Issue of RFP November 12, 2019 November 19, 2019 Conference Room D Indiana Government Center South Pre-Proposal Conference Deadline to Submit Round 1; Vehicle Minimum Specifications Written Questions November 26, 2019 by 3:00 PM EST Response to Round 1 Written Questions/RFP Amendments December 5, 2019 Deadline to Submit Round 2; All Other Written Questions December 12, 2019 by 3:00 PM EST Response to Round 2 Written Questions/RFP Amendments December 19, 2019 Submission of Proposals January 9, 2020 by 3:00 PM EST Submission of Reference Check Forms to State January 24, 2020 by 3:00 PM EST *At this time, other RFP activities such as oral presentations and award announcement have not been assigned a date.
Background IDOA is establishing a quantity purchase agreement (QPA) for all services necessary to provide new vehicles to the State of Indiana. Other governmental bodies of the State of Indiana may utilize the QPA negotiated by the State. The awarded Respondent is required to provide and extend pricing for vehicles to other governmental bodies of the State of Indiana. The State may award all or part of this RFP based on the best interests of the State.
Scope of Work The following elements are included in the Scope of Work. Elements which are bold and italic will be discussed today: Current Purchasing Profile Price Decrease Reciprocation Delivery Requirements Customer Service Report Submission Requirements Timely Response to Inquiry Audit Order Due Date Notification and Guarantee Vehicle Requirements Standard Colors Police Pursuit Sedan State of Michigan Test Performance Metrics and Invoice Credits Required Tests for Police Vehicle Equipment Installation Corrective Actions for Non-Compliance Quarterly Meeting
Scope of Work Highlights Current Purchasing Profile The approximate total two year spend (for State and Local) on the current contract from May 2017-April 2019 was $52,607,819. Over the life of the contract, State entities accounted for, approximately, 44% of the spend below. K12 and local entities accounted for, approximately, 56% of the spend. Two-Year State Spend (May 17 Apr 19) Two-Year State Spend (May 17 Apr 19) Vehicle Category Vehicle Category PPV Sedan $4,470,114 Full-Size Pickup Truck (3/4 Ton) $831,358 Mobility Van: Small Transit $3,591,027 Light Duty Pickup Truck $747,604 Mobility Van: Large Transit $3,352,642 Minivan $490,913 Full-Size Pickup Truck (1/2 Ton) $2,235,028 Full-Size SUV $486,767 Mobility Van: Low Floor Minivan $2,707,160 12 Passenger Van $211,542 PPV SUV $1,580,933 Utility Van I $145,765 Mid-Size Sedan $1,057,353 Utility Van II $117,242 Full-Size Pickup Truck (1 Ton) $991,943 Mid-Size SUV $55,378 Total: $23,072,770
Scope of Work Highlights Current Purchasing Profile To properly respond to a vehicle category, the Respondent must provide pricing and all other required documentation* for at least five (5) vehicle types in the General Passenger Vehicles category; and/or at least one (1) vehicle type in the Police Vehicles category; and/or at least one (1) vehicle type in the Mobility Vans category. *A separate Attachment A, A1 and C is required for each vehicle type responded to. When completing Minority and Women s Business Enterprises Participation Plan Form (Attachment A), the Indiana Economic Impact Form (Attachment C) and Indiana Veteran Owned Small Business Subcontractor Participation Plan Form (Attachment A1) the TOTAL BID AMOUNT shall be equal to the Two-Year Total State Spend by Vehicle Category as stated in the previous table.** For example, if a Respondent is only responding to the PPV Sedan category, your Total Bid Amount is $4,470,114. **Due to federal requirements, Mobility Vans will not be scored on the MWBE/IVOSB portion of the evaluation.
Scope of Work Highlights Delivery Requirements Pre-Delivery Service Checklist: the State is implementing a checklist (completed by the Requesting Entity) to ensure each vehicle delivered matches the purchase order and is in good working condition upon arrival. As such the State or an ordering Authorized User reserves the right to inspect each delivered vehicle to establish conformity to specifications prior to acceptance. Delivery must be made between the hours of 7:30 am and 3:30 pm Eastern Time, Monday thru Friday. The Requesting Entity has five (5) business days following delivery to notify the Contractor of any irregularities. If any deviations from the specifications, damage, or improper dealer preparation exists, the Requesting Entity may not accept the vehicle. If the Contractor is not notified within five (5) business days, the Contractor may assume the vehicle is accepted. There will be no delivery charges for up to and including 50 miles from the dealership. After the 51st mile, there will be a flat, dollar-per-mile charge with the mileage as measured by Google Maps. For Mobility Vans, the delivery fee may be imposed starting at the 1st mile.
Scope of Work Highlights Order Due Date Notification and Guarantee The Contractor is required to notify the State immediately when manufacturers final order due dates are released. If a vehicle that is ordered before the manufacturer s order due is out of stock or out of production, the Contractor must honor the originally ordered vehicle s pricing on the newer year model or an acceptable, functionally equivalent vehicle. If the Contractor and the Requesting Entity cannot come to an agreement on an acceptable replacement vehicle within five (5) business days, the Requesting Entity may cancel the order at no cost.
Scope of Work Highlights Timely Response to Inquiry and Standard Colors Timely Response to Inquiry The Contractor shall respond to comments or questions from the State or any Requesting Entity within one (1) business day. For all unresolved questions older than two (2) business days, the Contractor shall contact the questioner and provide an estimated date of when the answer will be communicated. Standard Colors The Contractor shall provide the State with a list of standard colors available for each vehicle. The Contractor is required to notify the State immediately when changes to standard colors are made.
Business Proposal (Attachment E) Company Financial Information (Section 2.3.3) This section must include documents to demonstrate the Respondent s financial stability. Examples of acceptable documents include: 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, explain why and include an income statement and balance sheet, for each of the two most recently completed fiscal years. If the documents being provided by the Respondent are those of a parent or holding company, additional information should be provided for the entity/organization directly responding to this RFP. That additional information should explain the business relationship between the entities and demonstrate the financial stability of the entity/organization which is directly responding to this RFP. Contract Terms/Clauses (Section 2.3.5) Respondents should review sample State contract and note exceptions to State non-mandatory clauses in Business Proposal and Transmittal Letter. Mandatory clauses are non-negotiable. References (Section 2.3.6) Respondents must have at least three (3) references for whom the Respondent has provided products and/or services that are the same or similar to those products and/or services requested in this RFP. Respondents must ask each reference to complete Attachment H Reference Check Form and mail or email it directly to IDOA (idoareferences@idoa.in.gov) by January 24, 2020 (10 business days after proposals are due).
Technical Proposal (Attachment F) Respondents should use Attachment F to complete their Technical Proposal. Use the yellow shaded fields to answer the questions in Attachment F. Yellow fields will expand to accommodate content. Make every attempt to preserve the original format of Attachment F. 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. There are 40 available cost points. Cost scores will then be normalized to one another, based on the lowest cost proposal evaluated. The lowest cost proposal receives a total of 40 points. The normalization formula is as follows: Respondent s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 40 Guaranteed Incentives: Additional price concessions to be subtracted from the Dealer Invoice price. These price concessions shall be inclusive of all Manufacturer-to-Dealer incentives, all Manufacturer-to- Consumer incentives, and any other incentive the dealer or a customer may receive from the purchase of a particular vehicle. The Incentives amount agreed to upon contracting will be the minimum incentive amount guaranteed to the State for a particular vehicle category for the duration of the contract. The State shall receive any other incentives offered at the time of sale of each vehicle in addition to the guaranteed Incentives.
Cost Proposal (Attachment D) Pricing Structure General Passenger and Police Vehicles - Incentives (Guaranteed Incentives + any additional available incentives) - (Contract Discount Percentage x MSRP) + Price of Aftermarket Installed Equipment MSRP = State Purchase Price Guaranteed Incentives: Additional price concessions to be subtracted from the Dealer Invoice price. These price concessions shall be inclusive of all Manufacturer-to-Dealer incentives, all Manufacturer- to-Consumer incentives, and any other incentive the dealer or a customer may receive from the purchase of a particular vehicle. The Incentives amount agreed to upon contracting will be the minimum incentive amount guaranteed to the State for a particular vehicle category for the duration of the contract. The State shall receive any other incentives offered at the time of sale of each vehicle in addition to the guaranteed Incentives. Pricing Structure Mobility Vans Mobility Vans will be priced using a flat Purchase Price with the awarded Contractor(s). To accurately reflect fluctuations in price, the State will utilize a Fixed Annual Price Increase (as stipulated in Attachment D Cost Proposal to amend Mobility Van Purchase Prices one year after the contract start date and for each subsequent year of the contract).
Proposal Preparation Buy Indiana, Business Proposal (2.3.14) Respondent s Buy Indiana status shall be finalized by proposal due date. Five (5) definitions, details provided in the RFP Section 2.7. Due to federal requirements, Buy Indiana Status will be not evaluated for Mobility Vans. Indiana Economic Impact, Attachment C Respondents must submit this completed attachment, but it will not be used for evaluation purposes. 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
Proposal Preparation Attachment D (Cost Proposal) must be returned in the original Excel format (No PDFs) Use the templates provided for all responses Do not alter any templates Submit all questions via email using the Q&A Template (Attachment G)
Proposal Preparation Confidential Information (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 Transmittal Letter, 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 sending 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 provided).
Evaluation Criteria Criteria Points 1. Adherence to Mandatory Requirements Pass/Fail 2. Management Assessment/Quality (Business and Technical Proposal) 40 points 3. Cost (Cost Proposal) 40 points 4. Buy Indiana 5 points 5. Minority Business Enterprise Subcontractor Commitment 5 points (1 bonus point is available, see Section 3.2.5) 6. Women Business Enterprise Subcontractor Commitment 5 points (1 bonus point is available, see Section 3.2.5) 7. Indiana Veteran Owned Small Business Subcontractor Commitment 5 points (1 bonus point is available, see Section 3.2.6) Total 100 (103 if bonus awarded) Note: Due to federal requirements, Mobility Vans will not be scored on the MWBE/IVOSB or Buy Indianan portion of the evaluation.
Minority and Womens 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
Minority and Womens Business Enterprises Contact Information - Phone: 317-232-3061 - E-mail: mwbecompliance@idoa.in.gov - Web: www.in.gov/idoa/mwbe Complete Attachment A, MWBE Form -Include sub-contractor letter of commitment Goals for Proposal - 8% Minority Business Enterprise - 8% Women s Business Enterprise
Minority and Womens Business Enterprises 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.
Minority and Womens Business Enterprises 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, WBE, or IVOSB (see section 1.22) 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.
Minority and Womens Business Enterprises Note: The Total Bid Amount shall be equal to the Two Year Total State Spend by Vehicle Category as stated in Section 1.4.2 of the RFP. For example, if a Respondent is only responding to the PPV Sedan category, the Total Bid Amount is $4,470,114.
Minority and Womens Business Enterprises Effective August, 2014, a new MWBE scoring methodology will be utilized for all RFP s released New Process- MWBE 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 Professional Services Scoring Methodology: - The points will be awarded on the following schedule: % Pts. 1% .625 2% 1.25 3% 1.875 4% 2.5 5% 3.125 6% 3.75 7% 4.375 8% 5.0 - 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 each 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/2862.htm Complete Attachment A1, IVOSB Form Include sub-contractor letters of commitment Goals for Proposal 3% Veteran Owned Small Business
Indiana Veteran Owned Small Business 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 (see section 2.3.7 - Department of Administration, Procurement Division). 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).
Indiana Veteran Owned Small Business 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.
Indiana Veteran Owned Small Business Note: The Total Bid Amount shall be equal to the Two Year Total State Spend by Vehicle Category as stated in Section 1.4.2 of the RFP. For example, if a Respondent is only responding to the PPV Sedan category, the Total Bid Amount is $4,470,114.
Indiana Veteran Owned Small Business 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: -The points will be awarded on the following schedule: % % 0% 0% 0.6% 0.6% 1.2% 1.2% 1.8% 1.8% 2.4% 2.4% 3% 3% Pts. -1 1 2 3 4 5 -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 Bidder MBE % Pts. WBE % Pts. IVOSB % Pts. Total Pts. Bidder 1 12.0% 5.0 10.0% 6.0 3.5% 6.0 17.00 Bidder 2 6.0% 3.75 4.0% 2.5 1.8% 3.0 9.25 Bidder 3 8.0% 5.0 8.0% 5.0 3.0% 5.0 15.00 Bidder 4 16.0% 6.0 0.2% 0.0 0.6% 1.0 7.00 Bidder 5 0.0% -1.0 0.0% -1.0 0.0% -1.0 -3.00
Subcontractor Compliance 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 Prime Payment Pay Audit System Based on contract terms payments should be reported monthly or quarterly Questions? Contact Division of Supplier Diversity mwbecompliance@idoa.in.gov Subcontractor www.in.gov/idoa/mwbe/payaudit.htm
Additional Information IDOA PROCUREMENT LINKS AND NUMBERS http://www.in.gov/idoa/2354.htm For Buy Indiana Questions/Registration http://www.in.gov/idoa/2467.htm A. Link to the developing for bidder registry with IDOA and Secretary of State. http://www.in.gov/idoa/2464.htm B. Secretary of State of Indiana: Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos C. See Vendor and Supplier Resource Center: http://www.in.gov/idoa/3106.htm D. 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 E. Indiana Veteran Owned Small Business Program: Link to more information and full listing of Indiana Veteran Owned Small Businesses: http://www.in.gov/idoa/2862.htm. To search certified IVOSB s: https://www.vip.vetbiz.va.gov/ F. 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 Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the State.
Thank You AUSTIN JONES AUJONES@IDOA.IN.GOV
