Maintenance, Modification, Enhancement, and Operational Support of the Indiana Client Eligibility System (ICES) Request for Proposal 12-18 Pre-Proposal.

Maintenance, Modification, Enhancement, and Operational

Support of the Indiana Client Eligibility System (ICES)

Request for Proposal 12-18

Pre-Proposal ConferenceOctober 27, 2011

9:00AM

Molly Martin, Department of AdministrationFSSA Senior Account Manager

Agenda

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

General Information

• Sign-In Sheet for Attendees

• Sign-In Sheet and PowerPoint will be posted on State’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 if it affects the proposal that will be submitted to the state.

Proposal Preparation

• The state expects respondents to provide cost effective, creative solutions when submitting proposals.– Business & Technical Proposal Contents

• A cost proposal template has been provided; please return back in Excel format.

Cost Proposal

• Summary:– Consists of 1 “Overall Pricing Proposal” and 6

additional tabs requiring detailed pricing

• Key Inputs:– Vendor must provide annual pricing for yellow cells in

the “Overall Pricing Proposal”

– Green cells in “Overall Pricing Proposal” populate automatically from inputs in the 6 additional tabs

• All detailed tabs require proposed positions, FTEs, and administrative overhead percentage

• Some detailed tabs require pricing based on annual base salary or hourly wage rate

Scope of RFP

• Purpose:– Secure services of a vendor to maintain, modify,

enhance, and operate the State’s Medicaid/TANF/SNAP eligibility determination system

• Key SOW Elements:– Contains 18 sections addressing ICES testing

environments, batch cycles, database administration, disaster recovery, problem tracking, modification activities, and other technical requirements

– Vendor performance will be monitored according to standards and SLAs outlined in Attachment E

What is ICES?• Indiana Client Eligibility System (Implemented in 1993)

– Architecture – IBM z10• Cobol II • IMS 11• DB2• Cognos• Webservices • 130+ Interfaces • System of Record for Modernization efforts (Hybrid business model)

– Integrated Eligibility Determination/Re-determination Process• Issue benefits to over 1M recipients per month

– Food Stamps, Medicaid, TANF, CHIP, State-Only programs

– Planning effort underway to replace ICES

Proposal EvaluationCriteria Points

1. Adherence to Mandatory Requirements Pass/Fail

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

3. Cost (Cost Proposal)

-30 to +30 available points (5 bonus points are available if

certain criteria is met)

4. Minority (10) and Women Business (10) Subcontractor Commitment

20 (2 bonus points are available if certain criteria is met)

Total 100 (107 if bonus is awarded)

Minority and Women’s Business Enterprises

Charles Hill, MWBE Division• Contact Information

- Email: [email protected] 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 April, 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 You