WIC Sponsors RFP-12-50

Pre-Proposal ConferenceFebruary 7, 2011

Kyle McClurg, IDOA Strategic Sourcing Analyst

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

Agenda

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

Purpose of the RFP

• The purpose of this RFP is to select vendors that can satisfy the State’s need for local WIC sponsorship. – It is the intent of the ISDH to contract with vendors

that provide quality local WIC sponsorship. – Vendors may include county health departments, not-

for profit hospitals, and social service programs.

Background

• The Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) was established through the Child Nutrition Act of 1966 and reauthorized by the Healthy, Hunger-Free Kids Act of 2010.

• WIC services are available in all 50 states, Washington, D.C., and U.S. territories. Congress funds the WIC Program through the U.S. Department of Agriculture, Food and Nutrition Services Division (USDA/FNS).

Background cont.

– For Federal FY2011, ISDH was awarded approximately $122 million from USDA/FNS to administer the program and pay for the redemption of food instruments.

• $27 million was awarded to local agencies to sponsor WIC clinics.

• Each WIC participant receives an individually prescribed food package based on nutritional need and specific risk factors.

Background cont.

• The ISDH currently contracts with 49 local agencies to provide WIC services in all 92 Indiana counties at 146 clinic sites.

• The program serves approximately 300,000 individuals per year.

• The average monthly caseload is approximately 172,000. – 30% of current participants are women. – 31% of current participants are infants. – 39% are children.

Scope of Work

• The local agency:– Provides services to applicants and participants;– Maintains fiscal responsibility;– Works with vendors; and – Conducts community outreach.

• More details in Attachment D

Scope of Work cont.

• The ISDH WIC Program staff support local agencies through:• Technical assistance;• Training workshops;• Guidance regarding policies/procedures contained in

the Indiana WIC Program Policy and Procedure Manual; and

• The provision of periodic monitoring of local agency clinics.

Key DatesActivity Date

Issue of RFP January 20, 2012

Pre-Proposal Conference February 7, 2012

Deadline to Submit Written Questions February 10, 2012

Response to Written Questions/RFP Amendments February 21, 2012

Submission of Proposals March 28, 2012

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

Proposal Evaluation April 18, 2012

Proposal Discussions/Clarifications (if necessary) April 25. 2012

Oral Presentations (if necessary) May 9, 2012

Best and Final Offers (if necessary) May 23, 2012

Contract Award June 1, 2012

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 State contract and note exceptions to State mandatory and non-mandatory clauses in Transmittal Letter

• Preferences (Sections 2.3.14)– Buy Indiana Initiative/Company

• Must have this certified by the proposal due date

Technical Proposal(Attachments F & G)

• Respondents must submit a completed Attachment F to explain how the Respondent will implement the scope of work outlined in Attachment D. – The Respondent may also provide a four page

narrative using size 12 Times New Roman font.

Technical Proposal cont.(Attachments F & G)

• Within Attachment F, Respondent must detail its proposed caseload and the counties it intends to serve.– Respondents should reference county participation

included in Appendix D of Attachment D when defining proposed caseload.

– Proposals must sponsor at least one county. Marion County is the exception. A Respondent may include all or some of the quadrants in a Marion County Proposal. Respondent should refer to Appendix C of Attachment D when bidding on Marion County.

Technical Proposal cont.(Attachments F & G)

• Respondent must also:– Describe internet service for the WIC clinic.– Define how the Respondent will support the WIC clinic

and supervise WIC clinic staff. Information about supervision of the WIC Coordinator is required.

– Describe how the Respondent organization’s mission, vision, or values supports the WIC Program.

– Describe the Respondent’s successful outreach activities and how they can be implemented to benefit participation in the WIC Program.

– Describe what inventory will be provided to WIC clinics through non-WIC funds.

Technical Proposal cont.(Attachments F & G)

• In addition to completing Attachment F, Respondents must provide:– A Staffing Model or Organization Chart including WIC

Coordinator Supervisor, WIC Coordinator, CPAs, Clinic Assistants, and Breastfeeding Coordinator.

– A facility map(s) and clinic flow diagram(s). Parking areas must be included in the facility map. Hours of operation and number of miles to closest bus station should be recorded in the narrative.

List continued on next slide

Technical Proposal cont.(Attachments F & G)

– A Transition Plan by completing Attachment G if the Respondent is bidding on caseload currently served by a local agency other than the Respondent. For a list of WIC clinic locations, please go to http://www.in.gov/isdh/20424.htm. Attachment G is required for a Proposal to be accepted if a transition plan is needed.

– A certified copy of CLIA Waivers for the Proposal to be accepted.

– A statement that says the Respondent is willing to provide universal precaution training and hepatitis vaccine to WIC clinic staff.

Cost Proposal(Attachment H)

Cost Proposal cont.(Attachment H)

Cost Proposal cont.(Attachment H)

• $27 million budgeted annually• Baseline:

– The worksheet will automatically calculate an “Average Cost Per Participant.” When scoring the Cost Proposal, the cost per participant will be compared to the historic baseline cost(s) per participant for the county or counties that the Respondent is bidding to serve.

Cost Proposal cont.(Attachment H)

• Scoring (This methodology may be amended):– Respondents who meet the State’s current baseline cost will

receive zero (0) cost points.

– Respondents who propose a decrease to the State’s current costs will receive positive points at the same rate as bid increasing cost.

– Respondents who propose an increase to the State’s current cost will receive negative points at the same rate as bid lowering cost.

– Respondents who propose a 10% decrease to the State’s current baseline cost will receive all of the available cost points.

– If multiple Respondents decrease costs below 10% of the current baseline, an additional 5 points will be added to the Respondent proposing the lowest cost to the State.

Proposal Preparation

• Buy Indiana, Business Proposal 2.3.14– Status shall be finalized by proposal due date– 5 definitions, details provided in Business Proposal

• Indiana Economic Impact, Attachment C– Definition of FTE (Full-Time Equivalent)

• Example: If a Respondent has 5 full time employees and is bidding on its 5 th

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.

Proposal Preparation

• Attachment H (Cost Proposal) must be returned in Excel

• Use the templates provided for all answers• Do not alter templates• Please list all Attachments in Attachment J

(Summary of Attachments)

Proposal EvaluationSummary of Evaluation Criteria:

1. Adherence to Mandatory Requirements– Pass/Fail

2. Management Assessment/Quality (Business & Technical Proposal)– 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 (7 bonus possible)

Minority and Women’s Business Enterprises

Charles Hill, MWBE Division• Contact Information

- Email: chahill@idoa.in.gov or Phone: 317-233-0545

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

• Goals for Proposal- 8% Minority Business Enterprise

- 8% Women’s Business Enterprise

Minority and Women’s Business Enterprises

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

Minority and Women’s Business Enterprises

TOTAL BID AMOUNT:

Minority and Women’s Business Enterprises

• 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

Minority and Women’s Business Enterprises

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

RFP MWBE Scoring Example

Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

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

http://www.in.gov/idoa/2464.htmFor Inquiries Regarding Substantial Indiana Economic Impact

A. http://www.in.gov/idoa/2467.htmLink to the developing “one stop shop” for vendor registry with IDOA and Secretary of State.

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

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

D. Minority and Women Owned Business Enterprises:http://www.in.gov/idoa/files/Certification_List(48).xls for table of IDOA certified MBEs and WBEs. For more WBE’s information http://www.in.gov/idoa/2352.htm

E. RFP posting and updates:Go to http://www.in.gov/idoa/2354.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.

Questions and Answers

Thank Youkmcclurg@idoa.in.gov